Ever since the big AI boom, you’ve heard people in your network brag about how they use AI to save time. While that sounds great in theory, you’re not entirely convinced. 🤔
Still, the idea of reclaiming your time from tedious tasks is enticing. That’s why we’re big fans of automation. And luckily, there are plenty of AI tools for small businesses to employ.
At ProcessDriven, we’ve saved time while producing quality emails. How, you might ask? With a secret ingredient called MyGPT inside of ChatGPT. 🤖Â
Let us remove the veil as we share how MyGPT helps us proofread and format our emails in our brand voice AND improve its results based on our feedback.Â
Watch the full tutorial or scan the written recap below!Â
This post may include affiliate links, meaning we might earn a commission. For more details, check out our terms.
Using AI for Business: MyGPT Tutorial
Please give a warm welcome to our MyGPT bot, Emailya! đź‘‹
In a way, teaching Emailya was like training an employee. We started by educating the bot on our brand voice and providing previous emails we liked. Our goal was to skip the random style guide from ChatGPT because most humans don’t talk or write like robots.
These previous emails informed MyGPT of our tone, humor, and communication style. After loading these examples into the software, we added specific instructions to the database, which we’ll highlight in the next section.
A Tour of Our MyGPT
In our configuration area, we have three sections for detailed instructions:
đź“š Your Rules for Behavior: This area includes basic rules, such as how to interact with our team, greet us, and format responses. We also have it request feedback to improve the user’s experience and results.
đź“š Review Checklist Before Submission: This list covers everything we want the bot to review before generating a revised draft. For example, if we input an email and Emailya does a poor job, we can provide our critique, ask the bot to correct the error, and create a rule to ensure the mistake doesn’t occur again.
đź“š Your Knowledge: In this section, we share relevant information that will help the bot complete proofreading and formatting tasks successfully. For instance, we shared a collection of our favorite emails in a knowledge folder. We also linked our company website and offered examples of famous creators who write in our style, like Amy Porterfield and Neil Patel.
As you can tell, we customized these sections to match our brand guide. If you plan to use MyGPT for content purposes, consider personalizing your instructions to align with your small business.
🎬 Fast forward to timestamp (00:51) for a closer look at our configuration area inside MyGPT!
How MyGPT Proofs Our Emails
Now that we’ve covered the knowledge database, let’s discuss how we use MyGPT for proofreading and formatting.
When we start a new conversation, the bot will prompt us with a message on their role:
“Hi, my name is Emailya. 🙋‍♀️ I’m here to polish emails in Layla’s voice and style. Please provide the draft or outline you’d like me to revise for you.”
We will submit a draft, and the bot will adjust the copy accordingly. One aspect we love about MyGPT is how it breaks down the changes it makes to our emails. That’s right–there’s no mystery! Here are some common recommendations from Emailya:
✍ Personalization Tag: Added [First Name] for personalization.
✍ Grammar and Tone: Adjusted the phrasing for a more conversational and polite tone.
✍ Sign-off: Included Layla’s signature line, “Enjoy the process.”
After receiving the revisions, we rate the drafts from 1 (poor) to 5 (excellent) and share more feedback for the next batch of emails.
🎬 Go to the video at timestamp (02:39) to watch Layla’s full demonstration.
Use AI to Save Time in Your Small Business
This AI tool has been a game changer for avoiding small mistakes and silly formatting issues that look unprofessional in an email. However, while we love utilizing AI to save time, these tools are NOT a replacement for human writers and reviewers. 🙅‍♀️
In fact, you may find AI more helpful (and ethical!) in reviewing your content versus generating your copy. We know we have!
We’ll continue testing these AI tools to see what works best for our team, and we encourage you to do the same. One of the best ways to streamline your process and improve small business efficiency is by acting like a scientist and thinking outside the box. 👩‍🔬
Try some proven frameworks like the ones featured in our signature program, ProcessDriven Foundations™, learn how to write effective SOPs with our virtual SOP in a Day™ workshop, and discover how process can support your small team.
Are you ready to put on your lab coat and try other innovative ways to save time in your business? Consider watching our free training, The Blueprint, where we share our process-building strategy and teach you how to implement a process inside your work management software.
Thanks for stopping by, and enjoy the process!
ProcessDriven helps small teams turn chaos into process. The ProcessDriven Approach™️ combines software expertise with practical process-first strategies that have helped 1,900+ teams build a scalable foundation of business systems.
