There’s no doubt that AI tools can help you and your team be more productive and effective in reaching your goals. But how do you make sure these tools are implemented in a structured way? There’s not a lot of guidance out there to help you do this, so we’re going to equip you with a full guide to help you implement ChatGPT in your team. Ready? Let’s dive in!
👉 Connect with me on Linkedin to share ideas and keep the conversation going!
In many cases, team members are already using ChatGPT, but as with any tool or software, without a clear strategic focus and alignment, you’re missing out on potential! A recent study reported that 43% of professionals are using AI tools such as ChatGPT, while 68% of them told their bosses they were using these tools for work.
These team members might already get some results from using the tool, but others are missing out because there’s no process in place to share learning. Or your team is using it the wrong way, opening your business up to risks such as plagiarism, bias and spreading misinformation.
At this point, it’s essential that you, as a manager don’t get distracted by buzzwords, gimmicks and become subject to shiny-object syndrome. We want you to focus on what matters and implement it in a way that works for your team and business!
⚙️Here's a little checklist you can copy to keep track of your progress.
First up… as you would do with any other vendor, try to understand who you’re doing business with and try to get familiar using ChatGPT yourself.
Browse through the website to read the about, terms and conditions and go online to find some reviews about the tool and the company.
Most critique related to ChatGPT is related to lack of support or decreasing quality of new versions, which are good to be aware of, but so far don’t really offset the benefits of using it in the right way. (Add funny review from Trustpilot or Reddit)
🗓️ Optional deep-dive to review later:
If you have time, this 2,5 hour long podcast goes in-depth on the misconceptions related to ChatGPT and the future of AI discussed with the CEO Sam Altman himself.
Embracing ChatGPT is akin to unlocking a treasure trove of innovative capabilities. Its potential? Pretty huge! But the first challenge is getting your team convinced and motivated to explore new waters.
Studies have shown that early adopters are quite positive about the potential of AI, while non-users aren’t convinced or even fear the consequences of AI adoption.
To rally your troops, it’s important to showcase a successful use case by an early adopter.
Once non-users see a daunting task, has become “totally trivial” with ChatGPT. Such revelations, when shared, can spark excitement. In case you don’t have any use cases yet, you can collect some data and examples from this paper or perhaps invite an external expert to showcase their use cases.
Now that you know who you’re working with, the next step is to set up an account. At the time of writing this, ChatGPT doesn’t offer any team account features, so it’s best to guide every employee to create an individual account.
Feel free to share the following instructions with them to ensure they do it correctly.
Although the free version of ChatGPT already allows you and your team to experiment and gain results, there are a few benefits to the paid version ($20,- a month) that are worth considering for the most advanced team members.
It can work with over 25 languages other than 🇬🇧English, including 🇫🇷French and 🇪🇸Spanish.
GPT-4 can handle requests for images, documents, diagrams, and screenshots. It’s an improvement over GPT-3.5, which only handled text.
There are more benefits to it, but these would be the most important ones to consider a paid account.
As a manager it's not just about introducing new tools but ensuring your team knows how to wield them. Regular training sessions, sharing best practices, or even creating a buddy system where team members train each other can be instrumental.
Make sure they know the basics, but also offer opportunities to follow courses or dive deeper into the best practices.
Most importantly, you need to make everyone aware of the risks and adjust ethical guidelines and considerations to your organisations' appetite for risk and other codes of conduct.
💡 At Growth Tribe, we have a full module on AI for productivity that allows people to up their prompt engineering game and get the most out of the tool.
⚙️ Download the team matrix and checklist here to make sure everyone has covered the above.
As soon as everyone is up to speed, it’s time to start identifying use-cases.
It’s time to go from theory to practice and make good use of this new tool. Considering the freshness of This technology, there are very few use cases out there that we can learn from. That’s why we recommend taking a probabilistic approach to the implementation and scaling of ChatGPT over a deterministic one.
By setting priorities, identifying use cases and analysing results, you can scale your impact incrementally and avoid wasting time and budget.
Before we start identifying the potential use cases for your team to explore, we recommend trying it out for yourself to get a better understanding of the impact ChatGPT has.
How can you be more effective as a manager? Looking at the studies that are out there, we know that people who use ChatGPT to help with writing tasks are more productive and produce higher-quality work than those who don’t.
Next to that, it’s extremely effective in summarising and processing information.
Here are some examples of how you can use ChatGPT as a manager. Give them a try and let us know which one yielded the best results.
Feel free to use these prompts directly or tailor them further to suit your specific context. Don’t limit yourself to one prompt, but consider this a conversation that you can steer to tweak the output.
While it’s important to start small and focus on quick-wins, it is recommended to involve the whole team as early as possible. The first opportunity is setting the priorities and coming up with potential use cases to experiment with.
Although the areas for application are vast, we recommend starting with tasks that are proven to get better with ChatGPT, such as writing, editing and analysing.
To get started, you need to set up a brainstorm with a team member that’s already using ChatGPT or with the whole team and try to get answers to the following questions:
You can find a list of examples to include in your brainstorm in case you get stuck or lack ideas.
As yourself: “Which tasks or processes require any of the actions below?”.
After you’ve identified the areas for implementation, ask your team to come up with ideas explaining how you will use chatGPT to improve. To structure their ideas you can follow the structure below, similar to an experiment card.
Hypothesis: What do you believe chatGPT will improve?
Experiment design: How will chatGPT be used to improve the task/process?
Measurement: Which metrics are you hoping to improve? Time spent, Quality or other metrics.
Timeline: How long will you take to run this experiment before analysing the results?
Ask each team member to present their ideas and set up a voting or ranking session to determine which ideas you will start with. You can use a simple Eisenhower matrix to do this.
Here’s an example of what that could look like:
STATUS_PROJECT_ROLE
Time to talk metrics! Just like how you'd measure a new marketing campaign's success, it's crucial to Analyse ChatGPT's impact. Look at time savings, quality improvements, and yes, even team morale and satisfaction. Here are some examples of data you can collect and review:
A happier team often translates to better work.
The learnings you gain from ChatGPT are invaluable. Whether it’s a brilliant new way to frame a prompt or a lesson learned from a minor mistake, ensure it’s all documented. Not only will this serve as a knowledge base for current members, but it’ll also make onboarding new team members a breeze.
Once you’ve seen the light, it's time to spread the word. Organize presentations for peers, higher management, or even other teams. Remember, this isn’t just about showcasing a tool – it’s about showcasing a transformative shift in the way work gets done.
Embarking on the ChatGPT journey is not just about tool adoption. It's a commitment to continuous learning, to optimizing workflows, and above all, to empowering your team to achieve more.
As a manager, your primary duty is to shepherd your team to success and create an environment where they can thrive. In the digital age, tools like ChatGPT can be your most trusted allies in this endeavour.
Embrace the future, lead with curiosity.