Custom GPTs as a Writing Assistant – My How-To Guide

Custom GPTs have changed the way I work in 2024. From getting to an early draft stage faster to structuring thoughts in a clear, logical way, training my own GPT has freed up time for me to focus on being more creative and nurturing relationships that matter.

If you’re a business leader, HR professional, or L&D specialist, you’ll find that creating a custom GPT isn’t just a productivity boost - it’s a smart, personal assistant to help you tackle daily challenges effectively.

When I say this tool has transformed how I work, I mean it. That’s why I’ve created an easy step-by-step guide to help you get started. My setup runs on Open AI’s paid pro version ($20US a month) of ChatGPT-4, but there are plenty of other tools out there - you just need the right guide to get started.

Step-by-Step Guide to Training ChatGPT-4

1. Open the “Explore GPTs” Section:

Log in to ChatGPT and find the Explore GPTs section in the sidebar or menu.

2. Create a New GPT:

Click on Create a GPT to start your setup.

3. Name and Describe Your GPT:

Name your GPT: Use a descriptive name like "Writing assistant”

Describe its purpose: For example, "This GPT helps draft professional reports and ELT presentations based on uploaded templates."

4. Set Instructions:

Define tone and style: Be clear about how your GPT should respond. For example: "Use a formal, professional tone with clear, concise sentences." 

Tip: Give it instructions to use British English throughout or it will default to American English spelling instead.

Specify structure: "Ensure all reports include an introduction, main findings, and a conclusion with actionable recommendations."

List best practices: For example, use bullet points for key findings, avoid overly technical language unless requested.

5. Upload Reference Materials:

Use the Upload File feature to provide examples of your work that you want the GPT to emulate.

Tip: Take time to select documents you want to upload. The richer and more accurate these data sources are, the better results you are going to get. 

• For a report GPT, upload 5 of your best previous reports as PDFs.

• Add any documents about the organisation’s mission, vision, and strategic goals for context.

• Highlight specific parts you want the GPT to learn from (e.g. structure, tone, or formatting).

This helps the GPT understand your preferred style.

6. Add Example Prompts and Responses:

Provide sample scenarios to train the GPT on how to respond:

Prompt Example: "Write a quarterly progress report for a diversity and inclusion initiative."

Example Response: Provide an ideal response or upload a similar report template for the GPT to follow.

7. Create Your GPT

E voila! Once you have created your GPT - test it to ensure your GPT works as intended.

Test with real prompts: Use scenarios you commonly face. For example: "Draft an annual report summary for ELT stakeholders." "Write an executive summary for the initiative with key learnings relevant to people leaders."

Tweak as needed: If responses aren’t on point, refine your instructions or add new reference materials.

Test edge cases: Try tricky prompts to ensure the GPT handles them well. For instance: "Explain the impact of missing deadlines on overall performance and impact of this initiative."

8. Share the love:

Once you’re happy with your GPT:

• Share it with your team:

• Use the Share Link option (typically found in the settings or after ‘create’).

• Send the link to your team if relevant so they can access and use your custom GPT.

• Adjust permissions if necessary to control who can edit or use it.

Hot Tips for Success:

Start Small: Begin with clear, simple instructions and gradually add complexity as needed.

Train it on the work you are proud of: Upload your best work to ensure the GPT learns from strong references.

Leverage Feedback: Ask your team for feedback or any additional documents and information that could be added to improve responses.

Be Specific: The clearer your instructions and examples, the better your GPT will perform. Think about giving instructions to your child or an intern as a guide. If you don’t like what is being returned, ask ‘Try harder’! It works. 

It’s an assistant, not Oscar Wilde: Use your GPT as a starting point, not end result. 

Remember to tinker, try, test and refine your GPT as you go - and over time you’ll create a reliable assistant you can count on to help you and your team go faster, while retaining quality. 

Personally, I’ve found that creating my custom GPT hasn’t just saved me time - it’s also brought back joy, thrill of experimentation and less stress. There’s something incredibly satisfying about watching a tool you’ve built adapt to your needs and deliver results.

If you’re ready to explore more ways in which AI can transform the way you work, academyEX offers a wide range of AI and leadership learning opportunities. From AI Bootcamps, events, and professional development programmes, we’re here to equip you with future-ready skills. Contact me to find out more.