Communication

1. Communication

Great prompting! Let's try writing emails, drafting responses, and capturing meeting notes.

2. Emails

Email, a key communication tool for personal and business use, often requires us to send the same message to multiple recipients. By following the principles of role inclusion, specificity, and using examples or templates, we can craft effective prompts. The tone of an email is a crucial factor, and it may need to be adjusted depending on the recipient. Getting this balance right may not happen on the first try, but remember, it's a process of continuous improvement through iteration.

3. Write an email

Here is an example prompt. Depending on the tools available, we can include dynamic variables or formatted text that allows us to insert information such as the recipient's name. These are often written with curly braces, but the formatting may differ depending on the tool. We can include these when generating the email template, making it easier to fill in the names later on. We won't show the filling-in, as this is often found within campaign management tools and is, therefore, out of scope.

4. Drafting responses

Now, let's look at responses. This process will require access to the email or other content, such as customer reviews, to which we respond. Before working with the tool, we should have confirmed this is an appropriate and responsible use case. We'll use a similar approach to writing the email but adjust the prompt to focus on the response while including specifics on the role, tone, and iterating until we have the desired result.

5. Capture meeting notes

Finally, we use the tool to capture meeting notes that will be sent to the attendees after that meeting. The tool may be connected to a video conferencing app and can provide transcripts and summaries at the click of a button. Or, we may have needed to jot down notes along the way, so we'll use the GPT tool to prepare these for sharing. Our prompt will specify the role, the task, and our desired outcome, such as action items or follow-ups, as well as the desired formatting and tone, whether bullet points or concise sentences. We can also format it as an email that will be sent to the group of attendees.

6. Anonymize

The meeting may have discussed confidential information, and we need to anonymize the notes. The GPT tool will need to be approved for this type of use case. Our prompt should then include the specifics of this task, such as removing names, titles, and other specifics about a person or organization.

7. Let's practice!

We verify the output before sharing or sending this generated text. Let's practice.

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