Generative AI chatbots can help you create clear, professional content for documents like policies, manuals, and reports.  Step 1: Define Your Purpose and Audience Start by identifying the purpose of your document and who will be reading it. This helps ensure the content is relevant and appropriately targeted. Example: For a remote work policy, the purpose might be to outline guidelines for employees working from home. Step 2: Identify Key Sections Determine the main sections or headings your document needs, such as: Introduction Objectives Procedures Responsibilities These headings will structure your content. Step 3: Request Content from the Chatbot Input your request into the chatbot, including the document’s purpose and key sections. Ask the chatbot to generate content for each section. Example Prompt: "I’m drafting a remote work policy with sections on objectives, eligibility, communication, and data security. Can you generate content for these?" Step 4: Review and Customize Review the content generated by the chatbot. Check for clarity and relevance, then customize it to fit your specific needs, adding any unique details. Example: Add specific software requirements under the "Data Security" section. Step 5: Finalize the Document and Verify Any Information Once satisfied with the content, make any final adjustments for clarity and consistency. Your document is now ready for use. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

After a meeting, you can use a generative AI chatbot to create a concise summary by inputting key points or a rough outline of the discussion.  Step 1: Gather Key Points First, gather the key points from the meeting. Focus on: The meeting's purpose Major discussion topics Decisions that were made Any action items assigned Keep your notes brief and to the point, as this will help the chatbot generate an accurate summary. Step 2: Input Information into the Chatbot Copy and paste the key points or outline into the chatbot. Organize the information into bullet points for clarity . NOTE: When entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding. Example Input: Meeting Purpose: Discuss the new marketing strategy Discussion Topics: Increase social media budget by 15%; Launch new campaign by October 1st Decisions Made: John to draft the campaign plan by next Tuesday; Lisa to analyze current engagement metrics by the end of the week Step 3: Review and Edit the Summary The chatbot will generate a summary based on the information you provided. Review the summary for accuracy and completeness. If needed, make any adjustments or ask the chatbot to refine certain parts. Example Generated Summary: "During the meeting on the new marketing strategy, it was decided to increase the social media budget by 15% and launch the new campaign by October 1st. John will draft the campaign plan by next Tuesday, and Lisa will analyze current engagement metrics by the end of the week." Step 4: Finalize and Distribute Once the summary is accurate, you can copy it into an email or document to share with attendees or keep for your records. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

Drafting emails can sometimes be time-consuming, but a generative AI chatbot can assist you in creating clear and professional emails quickly. Step 1: Understand the Purpose of Your Email Before interacting with the chatbot, think about the purpose of your email: What is the main message you want to convey? Who is the recipient? What action do you want the recipient to take? For instance, if you're scheduling a meeting, your purpose might be to find a convenient time and confirm the details. Step 2: Outline the Key Points Next, outline the key points you want to include: A greeting or salutation The main message or reason for the email Important details like dates or times Any requests or next steps You don't need to write full sentences—just jot down the main ideas. Step 3: Provide Information to the Chatbot Now, interact with the chatbot. Provide it with the key points you outlined. Be clear and concise to help the chatbot generate an accurate email. NOTE: When entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding. Example Prompt: "Can you help me draft an email to schedule a meeting about the upcoming project? I'm available on Tuesday and Thursday afternoon. Please ask the recipient to confirm which time works best." Step 4: Review the Generated Email The chatbot will generate a draft email based on your input. Review it carefully: Check for accuracy: Ensure all key points are included. Assess the tone: Make sure it's appropriate for your audience. Edit if necessary: Adjust any parts that don’t sound right, or ask the chatbot to rephrase. Example Generated Email: "Dear Mr. Smith, I’m writing to schedule a meeting to discuss the upcoming project. I am available on Tuesday and Thursday afternoon. Could you please let me know which time works best? Best regards, [Your Name]" Step 5: Personalize the Email (Optional) If desired, personalize the email further by adding a personal touch or adjusting the language to fit your style. Example Personalization: "Dear Mr. Smith, I hope you had a great weekend. I’m writing to schedule a meeting to discuss the upcoming project, as we talked about during our last call. I’m available on Tuesday and Thursday afternoon. Could you please let me know which time works best for you? Best regards, [Your Name]" Step 6: Finalize and Send Once satisfied with the draft, copy it into your email client, add any final details, and send the email. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

After inputting or analyzing data in Excel or another spreadsheet tool, a generative AI chatbot can help you generate summaries, highlight key trends, and create visual explanations to support decision-making. Step 1: Prepare Your Data Begin by ensuring your data is organized and ready for analysis. If you’ve already performed some analysis (like calculating averages or percentages), have those results available. The clearer and more structured your data, the better the chatbot can assist. NOTE: When entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding. Example Data: Sales figures for the last 12 months Monthly expenses and profit margins Customer feedback scores Step 2: Input Your Request into the Chatbot Copy and paste the key data or results of your analysis into the chatbot, and clearly state what you need. Whether you want a summary, a highlight of trends, or a visual explanation, specify your requirements. Example Input: Data Provided: Monthly sales figures and profit margins for the last year. Request: "Can you summarize the key trends in this data, focusing on any significant changes in sales and profit margins over the year?" Step 3: Review the Summary and Insights The chatbot will generate a summary based on the data provided. Review the summary for accuracy and ensure it highlights the key trends or insights you’re looking for. If you requested visual explanations, the chatbot might suggest types of charts or graphs to use with a program like Excel. Example Generated Summary: "Over the last 12 months, sales increased steadily from January to June, peaking in July before declining in the last quarter. Profit margins followed a similar trend, with a significant drop in November due to increased operational costs." Step 4: Create Visual Explanations (Optional) If your request included visual explanations, the chatbot might recommend creating specific charts or graphs to illustrate the trends. You can use these suggestions to create visual aids that support your summary and help in presentations or reports. Example Suggestion: "Consider creating a line graph to visualize the trend in sales and profit margins over the year, highlighting the peak in July and the decline in the last quarter." Step 5: Finalize and Use the Summary Once you’re satisfied with the summary and any visual explanations, you can incorporate them into your reports, presentations, or decision-making processes. The summary can be shared with stakeholders to provide a clear overview of the data’s key insights. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

Working with Excel formulas can sometimes be challenging, especially when dealing with complex calculations or troubleshooting errors. Generative AI chatbots can assist by providing explanations, creating formulas, and helping you resolve issues.  Step 1: Identify the Formula You Need Start by identifying the specific formula or calculation you need help with. Whether it's a simple sum, a complex function, or troubleshooting an error, having a clear idea of what you want to achieve will help the chatbot assist you more effectively. Example Needs: Simple Calculation: Adding a range of numbers Complex Formula: Calculating a conditional average based on specific criteria Troubleshooting: Fixing an error in a nested function Step 2: Describe Your Request to the Chatbot Input your request into the chatbot, providing as much detail as possible about what you need the formula to do. If you’re troubleshooting, describe the error message or issue you’re encountering. Example Input: Task: Calculate the average sales only for products with sales greater than 500 units. Request: "Can you help me create an Excel formula that calculates the average sales for products where the sales are greater than 500 units?" Step 3: Review the Suggested Formula or Explanation The chatbot will generate a formula or explanation based on your input. Review the suggested formula to ensure it meets your needs. If you’re troubleshooting, the chatbot may offer steps to correct the error. Example Generated Formula: "=AVERAGEIF(A2:A20,">500",B2:B20)", where Column A is how many units sold, and Column B is the sale price of the object. This formula calculates the average of values in column B where the corresponding value in column A is greater than 500. Step 4: Apply the Formula in Excel Once you have the formula, copy it from the chatbot and paste it into your Excel spreadsheet. Test the formula to ensure it works as expected. If there are any issues, you can return to the chatbot for further assistance or adjustments. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

Generative AI chatbots can be a valuable resource for tradespeople looking to learn new skills or techniques. The chatbot can provide explanations, tutorials, and step-by-step guides to help you expand your expertise.  Step 1: Identify the Skill or Technique You Want to Learn Start by determining the specific skill or technique you want to learn. This could be a new method for performing a common task, a tool you’ve never used before, or a more advanced technique in your trade. Example: Learning how to install a new type of plumbing fixture or mastering advanced electrical wiring techniques. Step 2: Ask the Chatbot for Information Input your request into the chatbot, specifying what you want to learn. The more detailed you are, the more tailored the response will be. You can ask for a general overview, a detailed explanation, or a step-by-step guide. Example Prompt: "I want to learn how to install a tankless water heater. Can you provide a step-by-step guide for this process?" Step 3: Review the Provided Explanation or Guide The chatbot will generate a response that could include an explanation of the skill, a tutorial, or a step-by-step guide. Review the information carefully to ensure it covers what you need to know. Example Guide: Step 1: Shut off the water supply and disconnect the old water heater. Step 2: Mount the tankless water heater on the wall, following the manufacturer’s instructions. Step 3: Connect the water lines and ensure they are properly sealed. Step 4: Connect the electrical or gas supply, as applicable. Step 5: Test the system for leaks and proper operation. Step 4: Apply What You’ve Learned After reviewing the guide or tutorial, apply what you’ve learned by practicing the skill. Follow the steps provided by the chatbot, taking care to perform each step correctly. NOTE:  AI generated responses can be incorrect.  Make sure to double check anything you do not have an understanding of.  Asking the AI to provide links to sources is a great way to double check. Example: Following the guide to install a tankless water heater in a residential setting, ensuring all connections are secure and the system operates efficiently. Step 5: Ask for Clarifications if Needed If you encounter any difficulties or need further clarification, return to the chatbot with specific questions. The chatbot can provide additional explanations or troubleshoot any issues you’re facing. Example Prompt: "I’m having trouble connecting the water lines to the tankless heater. Can you explain the best way to ensure a watertight connection?" Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

Generative AI chatbots can assist tradespeople by recommending the best materials and tools for specific jobs, offering comparisons, and helping you choose the most effective solutions for your projects.  Step 1: Define Your Project Requirements Start by clearly identifying the specific project or task you’re working on. Determine the type of materials or tools you need and any particular requirements or constraints, such as durability, cost, or compatibility with existing systems. Example: Installing a new HVAC system in a commercial building or choosing the best paint for an exterior surface that must withstand harsh weather. Step 2: Ask the Chatbot for Recommendations Input your request into the chatbot, providing details about your project and any specific requirements. The chatbot can suggest materials or tools that are best suited for the job, along with comparisons if needed. Example Prompt: "I’m installing a new HVAC system in a commercial building. Can you recommend the best materials and tools for this job, considering energy efficiency and durability?" Step 3: Review the Recommendations The chatbot will generate a list of recommended materials and tools, along with explanations of why they are suitable for your project. Review these recommendations carefully to ensure they meet your project’s needs. Example Recommendations: Materials: High-efficiency ductwork with insulated panels for better energy conservation. Tools: A digital manifold gauge set for precise HVAC system diagnostics and adjustments. Step 4: Compare Options if Necessary If you’re given multiple options, ask the chatbot to provide comparisons based on factors like cost, ease of use, and long-term performance. This will help you make an informed decision. Example Prompt: "Can you compare Tool A and Tool B for installing HVAC systems? I’m looking for the most reliable option that also offers good value for money." Step 5: Make Your Selection and Plan for Purchase Based on the chatbot’s recommendations and comparisons, choose the materials and tools that best fit your needs. You can then plan your purchase, ensuring you have everything required to complete the project efficiently. Example: Deciding to purchase the recommended insulated ductwork and the digital manifold gauge set, based on their energy efficiency and ease of use. Step 6: Ask for Additional Tips or Advice If you need further advice on using the recommended tools or materials, return to the chatbot with specific questions. The chatbot can provide tips on best practices or additional information to help you get the most out of your chosen solutions. Example Prompt: "What’s the best way to install the insulated ductwork to maximize energy efficiency in the HVAC system?" Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

Creating a structured outline is an essential first step in developing reports, proposals, or presentations. A well-organized outline ensures that all key points are logically and cohesively covered. Generative AI chatbots can assist in this process, helping you create clear and comprehensive outlines. Step 1: Define the Purpose and Scope Before interacting with the chatbot, take a moment to define the purpose of your document or presentation: What is the main objective? (e.g., to inform, persuade, propose a solution) Who is the target audience? (e.g., executives, colleagues, clients) What are the key topics or sections that need to be included? For example, if you’re creating a proposal, your objective might be to persuade the leadership team to adopt a new software tool, and your audience might be the IT and finance departments. Step 2: Outline the Main Sections Next, identify the main sections or headings that should be included in your document or presentation. These might include: Introduction or Executive Summary Background or Context Key Points or Arguments Data or Evidence Recommendations or Next Steps Conclusion Jot down these sections so you have a clear framework in mind. Step 3: Input Your Request to the Chatbot Now, you’re ready to interact with the generative AI chatbot. Provide the chatbot with the purpose, audience, and the main sections you’ve identified. You can also ask the chatbot to suggest additional sections or subtopics you might have missed. Example Input: "I’m preparing a proposal to recommend the adoption of a new project management software. The audience is the IT and finance departments. Can you help me create an outline that includes an introduction, background, key benefits, cost analysis, implementation plan, and conclusion?" Step 4: Review the Generated Outline The chatbot will generate a structured outline based on the information you provided. Review the outline carefully: Check for Completeness: Ensure all the main sections are included and that the flow makes sense. Assess the Structure: Make sure the points are organized logically, with a clear progression from introduction to conclusion. Refine if Necessary: If something doesn’t fit or feels out of place, ask the chatbot to adjust the order or suggest alternative headings. Example Generated Outline: Introduction Purpose of the proposal Brief overview of the recommended software Background Current challenges with existing tools Importance of efficient project management Key Benefits Improved team collaboration Enhanced tracking and reporting features Cost Analysis Initial costs vs. long-term savings Budget considerations Implementation Plan Timeline for deployment Training and support strategy Conclusion Summary of recommendations Call to action for approval Step 5: Customize and Add Details Once you have the basic outline, you can start customizing it to fit your specific needs. Add any additional subtopics or details that are unique to your project. If the outline includes sections you hadn’t thought of, consider how they might strengthen your document. Example Customization: Under the "Key Benefits" section, you might add subtopics like "Integration with existing tools" or "User-friendly interface." Step 6: Finalize the Outline After customizing the outline, review it one last time to ensure it covers all the necessary points logically and cohesively. Once satisfied, you can start filling in the details to develop your report, proposal, or presentation. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

Generative AI chatbots can assist in tackling specific cleaning challenges by offering practical solutions for issues like tough stains, unusual spills, or maintaining specialized surfaces.  Step 1: Identify the Cleaning Challenge Start by clearly identifying the specific problem or challenge you’re facing. This could be anything from a stubborn stain to a spill involving hazardous materials or maintaining a delicate surface. NOTE:  Consult Material Sheets and other safety information if you are dealing with hazardous materials.  AI can generate incorrect information.   Example: Removing a red wine stain from a carpet or safely cleaning a marble countertop. Step 2: Describe the Problem to the Chatbot Input a detailed description of the problem into the chatbot. Include information about the type of surface, the nature of the stain or spill, and any cleaning products you’ve already tried. Example Prompt: "I’m dealing with a red wine stain on a light-colored carpet. I’ve tried a standard carpet cleaner, but the stain is still visible. What should I do next?" Step 3: Review the Suggested Solutions The chatbot will analyze the problem and provide tailored solutions. This might include specific cleaning methods, recommended products, or step-by-step instructions for effectively resolving the issue. Example Solutions: Method: Blot the stain with a mixture of white vinegar and water, followed by a baking soda paste to lift the stain. Products: Use an enzymatic cleaner designed for organic stains, specifically formulated for use on carpets. Step 4: Implement the Solution Once you’ve reviewed the suggestions, choose the most appropriate solution and apply it to the problem area. Follow the instructions carefully to achieve the best results. Example: Apply the vinegar and water solution as recommended, then use the baking soda paste to remove the stain fully. Step 5: Evaluate and Adjust if Necessary After implementing the solution, evaluate the results. If the problem persists, you can return to the chatbot for alternative methods or further advice. Example Prompt: "The stain has lightened but is still slightly visible. Is there another method I can try?" Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat

Generative AI chatbots can assist in proofreading and editing by checking for grammatical errors, suggesting improvements, and enhancing the overall readability of your documents.  Step 1: Prepare Your Draft Start by having your draft document ready. This could be a report, email, policy, or any other written material that needs reviewing. Example: A draft of a company policy document or a formal email. Step 2: Input Your Text into the Chatbot Copy and paste the text of your document into the chatbot. Be clear about what you want the chatbot to do, such as checking for grammar, improving readability, or suggesting edits for clarity. Example Prompt: "Please proofread this draft for grammatical errors and suggest any improvements to make it clearer and more professional." Step 3: Review the Suggestions The chatbot will review the text and provide suggestions for corrections and improvements. Carefully review these suggestions to ensure they align with the intended tone and message of your document. Example Suggestions: Corrected grammar errors, like subject-verb agreement. Suggestions to simplify complex sentences for better readability. Step 4: Implement the Edits Accept or modify the chatbot’s suggestions based on your preferences. You may choose to incorporate all changes or only those that improve the document without altering its meaning. Example: Rewriting a sentence for clarity while maintaining the original intent. Step 5: Finalize Your Document After implementing the necessary edits, review the document one final time to ensure it meets your standards for professionalism and clarity. The document is now ready for use or further review. Click here to learn how to install ChatGPT, CoPilot, and Google Gemini. Click here to return to A VCSU Guide for Using AI Wisely. Click here to return to Staff Uses of AI. Created with assistance from ChatGPT.  (used to generate ideas and editing) OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat