AI tools like ChatGPT are quickly becoming the new coworker in many workplaces. Whether you’re using it to draft emails, summarize reports, or brainstorm content, AI can save time and boost productivity. But just like any new tool, there’s a right and wrong way to use it—especially in a professional setting.
If you’re thinking about introducing ChatGPT into your daily workflow (or already have), here are the key do’s and don’ts to keep things efficient, ethical, and error-free.
The Do’s of Using ChatGPT
1. Do Use It to Tackle Repetitive Tasks
ChatGPT is excellent at handling repetitive, time-consuming tasks like summarizing meeting notes, drafting job descriptions, or turning bullet points into polished copy. Need to draft an email to a client? Generate a meeting agenda? Write a summary of a lengthy document? These are all tasks ChatGPT can perform efficiently to free up your time for more strategic work.
2. Do Provide Clear and Specific Prompts
The quality of ChatGPT’s outputs depends on the clarity of your inputs. For example, instead of typing “Write a report,” try something like, “Write a 300-word summary of this quarter’s project outcomes, focusing on key achievements and challenges.” The clearer your request, the more tailored and useful the response will be.
3. Do Fact-Check Important Information
While ChatGPT is a powerful tool, it’s not flawless. It doesn’t always have access to real-time updates or highly specific industry knowledge. Use it as a starting point, not the final authority. Always verify any critical data, statistics, or business insights it provides.
4. Do Leverage It for Brainstorming
One of the best ways to use ChatGPT is as a starting point. Struggling to come up with ideas? ChatGPT can help get the creative gears moving. Ask it for brainstorming sessions, whether you’re looking for campaign ideas, blog topics, or unique solutions to problems. It won’t replace your expertise, but it can spark perspectives you hadn’t considered. Here’s a tip: Ask it to generate multiple versions of something so you can pick what works best and tweak it to match your tone or brand voice.
5. Do Train Your Team on Best Practices
If your team is using ChatGPT, make sure everyone’s on the same page about how (and how not) to use it. Create basic guidelines to ensure it’s used responsibly, securely, and effectively. A little training goes a long way in avoiding mistakes and maximizing the tool’s value.
6. Do Explore Integrations That Fit Your Workflow
From CRM tools to email platforms, many apps are starting to integrate AI features—including ChatGPT. If your tools offer smart integrations, explore how they can help your team automate, analyze, or communicate better without constantly switching tabs.
The Don’ts of Using ChatGPT
1. Don’t Use It for Confidential or Proprietary Information
This is a big one. Don’t enter any private, proprietary, or sensitive business data into ChatGPT. While the tool doesn’t retain personal data between sessions, it’s still not the place for internal financial reports, client information, or employee records. Treat ChatGPT like a public forum: when in doubt, leave it out.
2. Don’t Rely on It for Sensitive Communication
Handling situations like employee feedback, legal documents, or delicate client issues? These require a human touch. While ChatGPT can help you draft an outline or suggest phrasing, real-life context and empathy are essential for these scenarios.
3. Don’t Skip Editing and Personalization
ChatGPT’s outputs should never be accepted at face value. Tempting as it may be, don’t just copy/paste ChatGPT’s output into a final document without reviewing it. Remember, information generated by AI is not foolproof. There might be factual inaccuracies, outdated references, or language that doesn’t quite sound like you. Always edit the content to meet your specific needs and voice. Don’t forget to also fact-check before sharing anything AI-generated.
4. Don’t Use It Without Understanding Its Limitations
ChatGPT doesn’t know everything. Its knowledge base cuts off at a certain date, and it may generate content that sounds plausible but is incorrect. Keep this in mind for fields that require up-to-date or niche expertise, like law, finance, or medicine.
5. Don’t Expect AI to Replace Critical Thinking
AI can assist, but it shouldn’t make final decisions. While ChatGPT is great for generating content or ideas, it doesn’t replace human judgment. You’re still the decision-maker. Think of ChatGPT as your assistant, not your boss or final editor.
How to Maximize ChatGPT’s Value at Work
Want to get even more out of ChatGPT? Here are a few simple ways to boost its effectiveness:
- Experiment with Iterative Prompts: Don’t settle for the first response if it’s not quite right. Try rephrasing your request or giving more context. For example, “Can you make this email more concise?” or “Can you rewrite the introduction in a friendlier tone?” The more specific your prompt, the better the result.
- Stay Updated on Features: OpenAI regularly rolls out new tools and capabilities. Keeping up with updates can help you discover new ways to use ChatGPT more effectively—whether it’s through voice capabilities, document uploads, or improved summarization features.
