*This post was created with a self-made CustomGPT based on Sophie’s latest YouTube video. You can find the link to the video at the end of this article.
AI tools such as ChatGPT, Gemini or SwissGPT are increasingly becoming indispensable helpers in everyday working life – especially when it comes to administrative tasks. But many people ask themselves: For which admin tasks is it really worth using it? And how can I get the most out of a chat tool? This is exactly what this article is about. I’ll show you three tried-and-tested prompts that will help you optimize your daily tasks – and save valuable time in the process.
1. analyze & automate admin tasks: With targeted prompts for optimal use
A colleague recently asked me: “Sophie, what admin tasks can I actually use ChatGPT for?” My answer: We often don’t even know what potential lies in our own work processes. The key is to ask ChatGPT specifically for suitable use cases. Here is my tried and tested prompt:
“I would like to make my day-to-day work more efficient and use ChatGPT as support. Please analyze my daily tasks and find out which of them can be facilitated and optimized by ChatGPT. Ask me specific questions to better understand my activities. Then give me a list of specific use cases for ChatGPT in my job and explain how I can use it optimally.”
What happens afterwards? ChatGPT asks you a series of specific questions about your tasks. This can seem a little time-consuming at first, but it’s worth it: the more precise your answers, the more precise the recommendations will be. You will receive an individual list of use cases and specific tips on how to integrate ChatGPT into your everyday life.
Tip: Use the suggestions as an impulse and critically check which ones really suit your workflow. Not every suggestion is automatically optimal – but you will learn where automation and AI can really make a difference.
2. step-by-step instructions: Complex tasks explained simply
One of the biggest advantages of ChatGPT & Co: they can not only explain new tasks to you, but also guide you step by step through the entire process. This is particularly helpful when you are familiarizing yourself with new topics – for example, when operating your own Large Language Model (LLM) or other more complex tasks.
The appropriate prompt for this:
“Explain to me step by step how I can [insert task, e.g. run my own LLM] as if I were a beginner. Guide me through the whole process and start with step 1. Ask me all the necessary questions in advance to gather relevant information.”
The decisive factor: By asking ChatGPT to ask you specific questions in advance, the tool can adapt the instructions to your individual level of knowledge and general conditions. You will receive customized support, whether you want to implement a task yourself or simply want to prepare for a meeting or workshop.
3. e-mail summaries: Keep an overview, save time
Who doesn’t know it? The e-mail inbox is overflowing, the threads are getting longer and, at the latest when several people are involved, it’s easy to lose track. A very simple but effective prompt helps here:
“Summarize the key points of this email history for me.”
Whether course organization, scheduling or the exchange of lesson times: With this prompt, ChatGPT can filter out the most important information even from chaotic, long email histories. You not only save time, but also have a clear overview of the key points immediately.
Attention: Be careful not to enter any sensitive or sensitive data in ChatGPT. For particularly confidential content, you should use more data protection-friendly alternatives such as SwissGPT, Peak Privacy or similar tools, or anonymize your data before using it.
Conclusion: Small prompts, big impact
With the right prompts, you can quickly make AI assistants like ChatGPT indispensable in everyday admin work. It is important that you ask specifically about possible applications, customize instructions and always keep data protection in mind. Test the prompts, adapt them to your needs – and you’ll be surprised how much more efficient your working day will be.
I look forward to hearing about your experiences! Which tasks have you already automated? Which prompts work best for you? Feel free to send me your feedback or questions.
Any further questions?
Do you have any questions? I am happy to support you, act as a sparring partner and answer your questions. I am always happy to receive your messages, preferably by WhatsApp message or e-mail.
