Many marketers and professionals rely on ChatGPT for content like blogs, articles, and emails. However, other professionals use ChatGPT to generate memos, create reports, and use them for customer support. Here are the popular use cases and best practices for ChatGPT for writing.

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Leveraging ChatGPT for Memos, Emails & Reports

leveraging chatgpt

ChatGPT can produce memos instantly. You no longer have to look at templates or type everything from scratch. ChatGPT requires information when creating memos that target your audience and ensure your purpose is added to the memo. That said, like most writers, you might need memo variations before landing on the best one to send to your employees.

It takes two hours for people to reply to emails. People could lose precious time responding to emails constantly. Plus, it takes brainpower to come up with professional responses to fellow employees, customers, or clients. You don’t need to create different replies or think of original responses. ChatGPT can help professionals with writing the best emails. You can give ChatGPT context or the actual email and let it generate a response.

Finally, professionals can use ChatGPT to produce written report content. You can rely on ChatGPT to write your whole report. It’s best to provide ChatGPT with data so it can generate an accurate report. However, ensure that you modify and edit the report based on data and other information.

Enhancing Customer Support

enhancing customer support

Providing excellent customer support is key to developing better relationships with customers and clients. Nowadays, many customer support teams rely on ChatGPT to write their templates or automate responses. ChatGPT can help your business be available 24/7 and guide customers with their inquiries. However, if ChatGPT can’t answer some queries, you can allow ChatGPT to forward their inquiries to your email.

The manual way to use ChatGPT with customer support is by asking it for responses. For instance, a customer reaches out to you. You can “consult” with ChatGPT on the best response. You can also ask for other responses and choose the best one that suits the situation. 

You can check out our tutorial below on how to integrate ChatGPT into your chatbot.

Using ChatGPT for Content Creation

using chatgpt for content creation

Internal communication aren’t the only content you’ll create for the business. One popular use case for ChatGPT is by creating blogs, articles, email marketing content, social media posts, and more. If you have ChatGPT Plus, you can even generate visuals, but they can be quite rough around the edges (and thus unusable). This is why Penji’s designers have access to the most updated AI graphics tools to give brands the best of both worlds – the efficiency and speed of AI partnered with the nuanced understanding of a real designer.

It’s essential that you create and publish content to target your audience. After ChatGPT generates the content, ensure that you have an editor or a proficient content writer who can go over your work for any mistakes or possible communication errors. 

Improving Collaboration and Productivity with ChatGPT in Team Communication

improving collaboration and productivity

Communication apps have also embraced ChatGPT to foster better communications for teams. For instance, Slack created its ChatGPT app that users can integrate into their daily communications. The app is still in beta, but it aims to eliminate back-and-forth app usage outside the communication platform, create meeting and chat summaries, and assist users with research and writing.

Competitor Microsoft Teams is also ChatGPT-friendly. Currently, users can leverage workflow builders like Power Automate and Zapier to integrate ChatGPT into their daily business chats. Microsoft has Power Automate built-in into their platform, allowing you to integrate ChatGPT seamlessly into your Microsoft Teams channel.

Challenges and Solutions When Integrating ChatGPT into Business Writing

challenges and solutions

One challenge of integrating ChatGPT into your business writing style is that it still makes grammatical errors. Artificial intelligence still needs more work when generating content. That said, you need to check ChatGPT’s generated content on a grammar checker before sending it as an email or announcing it as a memo.

Another challenge that users experience with ChatGPT is its outdated generated outputs. Since the free-to-use language learning model, ChatGPT 3.5 is updated with data until January 22, it can generate outdated content or copy. One solution to do this is by upgrading to ChatGPT Plus, this option will help ChatGPT generate better copy or content.

Finally, ChatGPT is still subject to bias and plagiarism. It’s important to double-check its work before publishing or sending it to someone. You can check for bias by reviewing its wording and lingo. Meanwhile, you need a plagiarism checker or AI detector to review the content if it’s plagiarized.

future trends and innovations

Like other applications, ChatGPT will likely adapt to its users’ needs and roll out exciting new features.

OpenAI’s GPT models will become more advanced than ever. OpenAI has plans to roll out ChatGPT 5 but the AI tech company is sticking to its latest model for further training. If ChatGPT 5 is released, it’s likely to generate better responses or know how to answer in other languages accurately without using other apps to check the translation.

More and more companies will adopt ChatGPT for their customer support or service requirements. After all, ChatGPT is a generative AI and can learn how to provide better answers to customers needing assistance with products or services.

Finally, ChatGPT may generate one full-length blog or report complete with media, like photos or videos. You don’t need to create the blog or report all by yourself. That said, once ChatGPT generates that report, ensure that you check everything before publishing or presenting it to stakeholders.

Best Practices of Integrating ChatGPT into Business Writing Workflows

You can automate your business writing with the help of apps like Zapier. The automation platform provides various templates for users. It will require you to sign up and subscribe to various tools to automate your workflow. 

For one, Zapier has workflow templates when integrating ChatGPT into the automation platform and other productivity apps to streamline your work from start to finish.

Another way to integrate ChatGPT into business writing is by adding an API to a chatbot app. This requires some technical know-how, however, here’s how to do it:

1. Click API

2. Hover your mouse on the left sidebar to expand options

3. Select API Keys

4. Click + Create new secret key

5. Provide an API key name and select restrictions

6. Select Create Secret key

7. Copy the API key to your chatbot app.

Techniques to Get Accurate and Relevant Responses

Even though ChatGPT has its flaws, it’s still a large language model that can train and produce text to aid your business writing with fewer mistakes. Here are ways to get branded content with ChatGPT.

Be specific with prompts – ChatGPT relies on specific prompts. For instance, you need a memo. Submitting a prompt stating you need a memo will generate this:

You can submit a prompt by stating the memo type, tone of voice, and structure. Plus, indicate the purpose, subject, and audience. You can add other information like date, time, and place if needed. 

Use Custom Instructions – One way to get accurate written content is by using the custom instruction feature. You need to answer two questions to let ChatGPT know how to respond. Like prompt submissions, be specific and clear to ensure that it will generate the responses you expect.

Double-check information – ChatGPT admits that its models are updated up to a certain time. Thus, the information could be outdated, and its generated content won’t be relevant anymore. That’s why you should double-check information but doing quick research checks on search engines.