Streamlining your results - ChatGPT Tutorial

- [Instructor] Welcome back. Now, let's discuss how to refine AI responses for quicker and better decision making in project management. The better the response is, the more productive you'll be. Today, we're covering one, how to narrow down AI output, and secondly, refining prompts for specific and actionable insights. Firstly, narrowing down results. If you've used ChatGPT, you might have noticed it can provide too much detail, not enough, or just completely missing the mark. Let's say you want to summarize meeting notes into key updates and action items. Nobody wants to read a long email. You want bullet points and ChatGPT can do that. So let's move over to ChatGPT. For summarizing meeting notes into key updates and action items, instead of simply saying to ChatGPT, summarize meeting notes, you could use a prompt like this. Could you summarize these meeting notes into key updates and action items in bullet-point format? Here's my sample meeting notes. And let's drop in my text right here from my last meeting and click enter. So now I have a summary of the meeting notes in my bullet-point format. And as you can see, I just copied and pasted my notes, and with this command, I've streamlined my results to give me exactly what I want in a clean view. Now, here's a pro tip. To ensure consistency and save time, you can save your best and most commonly use prompts as templates. So let me show you how. If I toggle into the second tab here, I have a doc labeled AI Prompts Bank. So here I've saved this ChatGPT prompt every time I want to summarize meeting notes. So task, summarize meeting notes on the left, and then the prompt, this is the exact same one that I used right now. And what's great about this is it will save you a ton of time, especially for recurring tasks like project updates or meeting summaries. Now, onto refining prompts. So let's go back into ChatGPT, the key is to be specific. If you need to know the top three virtual friendly activities, don't just ask for it, give me virtual friendly activity ideas, it's way too vague. Instead, make your question more focused, like, what are the top three virtual friendly team building activities suitable for a group of 10 project managers with examples? Let's click enter. As you can see, it's all in the question. All right, now I have three, virtual escape room, project simulation game, two truths and a lie icebreaker. So lastly, I want to talk about active engagement with AI. Don't just take the AI's first response. If the answer isn't what you're looking for, ask follow-up questions. And remember, it's like having an ongoing conversation. You can totally probe and ask deeper questions to get higher quality responses. I want to ask how much time is typically needed for each of these activities. Now, what's important about this is it helps you understand if the activities can fit into your team's schedule, especially if you're planning them alongside work meetings or other commitments. So another question that I might follow up with is, are there any particular resources or software needed for these activities? Now, knowing this can help you prepare in advance and ensure that all team members have what they need to fully participate. For example, project simulation game actually requires a simulation software like the Phoenix Project. So it's definitely important that you make sure that that the team has access to the software and licenses for the team to participate fully. For this next challenge, I want you to test this out right now. Ask a question related to a project that you are currently working on, then refine it with a follow-up. What difference do you see in the responses? So here are the key takeaways. Streamline your AI results, ask specific questions, save your favorite templates for later, and refine your prompt until you get what you're looking for. The goal is not just to get an answer, but to get the right answer with the right context quickly. Next up, we'll explore how to integrate AI into your project management workflow, specifically building a project plan, stay tuned.