Use ChatGPT Projects Like A Pro: Organise, Save Time & Get Better Results

I've been waiting all my life for someone like you. Like you.

I would watch the days go by Wasted in blue I was out of use. Now I live every day, every night, every moment with you I'm walking on air. And every day, every way I feel I can lose.

I want to shout it out, Ain't a living I want to shout it out to the world. You got me all w. Got me spinning. I'm crazy for love, Crazy for love, Crazy for love.

Crazy for love.

Crazy for love.

Whenever lost, whenever down. You know what to do to do.

There's no mountain I will climb Right by your side.

Right by your side. Now I. Every day, every night, every moment with you I'm walking on air. And every day, every way I feel I can lose.

I want. Shout it out Ain't a living I want to shout it out to the world you got me all.

Crazy for love, crazy for love. Crazy for love.

Crazy for love.

Crazy for love. I find. Found a miracle. I found the dream. Living is beautiful with you and me. I found the miracle, I found the dream. Living is beautiful with you and me.

I want to shout it out. Ain't a living hell. I want to shout it out to the world. You got me all worked up, got me spinning? I'm crazy for love, Crazy for love? Crazy for.

You know I'm crazy for Crazy for love? I'm crazy for.

You know I'm crazy for crazy.

I've been waiting all my life for something.

I've been down the darkest roads and up in the clouds. But I've always felt that something's missing.

That was until I found you right there in the crowd. You came into my life and started a fire. You made me feel like I could touch the sky? Oh, there's nothing missing? All that you might desire. Now all I have to do is to make it mine. Cause I know and you know what? We could be like a song. Like a perfect melody. Baby, don't say you don't believe in me. Cause you know and I know we're onto something good. You know and I know we got something good.

Finally I got you, baby, here in my heart. When I'm with you, I feel so much better. Oh, yeah? Before you I was just a shell. So stuck in the dark? You came into my life and started a fire. It made me feel like I could touch the sky? Oh, there's nothing missing? All that you might desire. Now all I have to do is to make it mine. Cause I know and you know what we could be like A song like a perfect melody. Baby, don't say you don't believe in me. Cause you know and I know?

You know and I know. We got something good.

Follow your heart, baby, don't be shy?

Just follow yours and I'll follow mine? Cause I know and you know what? We could be like a song like a perfect melody? Baby, don't say you don't believe in me. Cause you know I know.

Hey, welcome. We're about to kick off with another live stream and we're going to get practical today and I'm going to do a live demonstration. We are kicking off in about a minute, so I'm a bit, little bit later than normal. I apologize. So anyway, if you are here, let me know in the chat that you're here, let me know where you're from. I can see first person to chat today is the lovely Sarah Bridges. Good to see you, Sarah. And you're from Louisiana. So I'm a bit late starting because we Normally go to LinkedIn as well and other social platforms and as I hit the live button it said I need to re log into the account and of course you've got two factor authentication, all sorts of stuff and in the end we couldn't get there in time. So anyway, we're just on YouTube today but you're here so that's good. We also have Rachel's here. Hi Rachel from Arizona. Good to see you. If you're new and not been to one of my live streams before, just type new. I'll give you a special shout out as well. Mike is here from Florida in Miami. I expect it's nice and warm there. So so far just Americans, but we also have Stephanie, also from the us. Hi, Stephanie, great to see you. And then from the UK is my good friend John. Hi there, John, great to see you. And hopefully John, I'll see you again at the portrait retreat next year. We've almost sold out all of our places but you're next on the list to invite. Tony is here, who's new. Hi there, Tony. Welcome to the live stream and let me just say one more welcome and then we'll start because I can see it is on the hour but let's just say hello to Sherry as well from New Jersey. Good to see you as well. Welcome. So let's kick off, it's on the hour, it's four o' clock here in Portugal where I live and for those of you like Tony who have not been before, we keep these to 60 minutes. It's a hard finish. Of 60 minutes. And what we do is I have a few announcements, we'll get into the content fairly quickly and then I'll ask questions at the end. So please, please do ask me questions. And please also just use the chat if you've got anything you want to say. I love to. To read your comments. So please put the comments in the chat as you think of things. If you have a question, if you have a question, can you please do it by putting two capital Q's in front as well as that question mark icon thing at the end? Why? Because sometimes I get lots of chat during the session and it just helps the questions. I can filter to anything starting with a qq. So if you just do that for me when you ask a question, I then won't miss your question, will answer as many as I can. If we run out of time, we do finish on the hour. And so Sarah at this point has kindly. That's what two capital Q's are. Just in case you're not sure if you can ask your question in that format. That's great. That will jump out. Hi there, Kay. Really good to see you. And I've also noticed that actually three people have clicked the like button already, which is amazing because I've not said anything useful whatsoever yet. But please do, if you enjoy this, please click that like button. That would be amazing. Okay, so I'm gonna get started. I know there's more chat going on, but let's get started. At this stage, you might want to get your cameras ready if you are new. I have a few announcements, the first of which is. The first of which is we're part of the amazing B1G1 to help make the world a better place. And what we do is every time you show up live to one of our events, we make a contribution on your behalf to a project to help people that are not as well off as we are. So all you need to do is get your smartphone, hold up the QR code, you'll go to a page that looks like what you can see on the screen. There are four projects listed, and you just pick whichever one resonates most with. You click on the orange button. There's no opt in. You just click on the orange button. And that essentially just sucks money out of our bank account and pays them automatically. So we make a contribution on your behalf. Please do make. That contribution.

Comes out of our money pocket. If you don't have your QR codes, if you don't usually have your phone, Sarah's just put the link in the chat, you can use that instead. Okay. Second announcement. Second link is if you are not yet on our VIP list, then every Monday we send out a newsletter and that tells you the dates of our next live streams webinars. It tells you if we've got a podcast episode that's been released. It also has a popular AI prompt of the week. Every week there's a new prompt that you can use in your AI system.

Third announcement. Very quickly and again, if you haven't got the QR code, Sarah will put the link into the chat. In fact, she has just done that. Next, next one. If you are wanting to add value to your clients by offering business advisory, we are running our annual business advisory masterclass. It's next week. Tickets are complimentary, they are free. I will be live on Tuesday, Wednesday, Thursday of next week. If you want to join me and learn how you can add value to your clients, then make sure you grab a ticket. Again, either use the QR code or Sarah will post the link in the chat. I think it's there already. Okay. Right, let's.

Let's get started with AI then. And what I want to do first is before we dive in today's topic. So today's topic is how we can use projects better. And we're going to. What we'll do today is we'll make it practical. What I'm going to do is we're going to build a project together. I'll show you how to do it step by step. But before we get into that, there's been a lot of stuff happening in June so far in the world of AI as there always is. But even with ChatGPT. So I thought it might be useful for you if I just went through a quick run through of what's new, because some of these things you might not be aware of. So I'll cover the very quickly a countdown of the top things they've released this month. And if I just go across to here, this is OpenAI's release notes. So just the other day, June 13th, they announced some improvements to their search. I don't know whether you use that or not. I love search. I Now go to ChatGPT if I want to search rather than Google. It's my place of choice and there's lots of reasons for that. It gives you some great results and they've improved it. What else have they done? They've expanded model Support for custom GPTs. If you're not using custom GPTs, they're awesome. And what that Means is and if I just go across at this point to chatgpt you if you want to build a GPT and you do need to be on the plus or the teams account, if I create a brand new GPT.

One of the things you will now see is that you've now got recommended model appeared which means that you can now for the user of your custom GPT, if you're building it for your team, you can suggest a particular model. Why would that be useful? Well, it might be that if you're building a GPT for your team to use that does things like looking for strategic insights or analyzing data like financial data, then you might be better with using an advanced reasoning model like O3 for example. So you might suggest that recommend that in the GPT. I think that's a really impressive good update with GPTs. Not only that, when you use a GPT. So if I go to my email responder GPT which I use for answering emails, what we can now do is we can also change and select a different model inside a GPT. Until a few weeks ago with GPTs you always had the default model of GPT4O. Now we have a lot more flexibility with custom GPT. So I think that's a really positive thing. Came out just last week also they brought out some new capabilities with projects which is really timely for today's session. I'll come back to this later once we've looked at projects. But what else have they done? They've got a new O3 Pro model, but this is for pro users. You would need to have a Pro account. I do have a Pro account because I need to know what's coming. This is the $200 a month account, so you may not have that. Don't worry. What will likely happen is they will be rolling out O3 Pro at some point to teams and to plus. But they've done various tests. It performs extremely well. They've made some big updates to advanced voice mode. If you don't use that, you should. I find it fantastic the voice mode. They've also done some improvements with launching connectors. So now and I think Emily did a. I think it was in the last live stream if you want to find out more. They've now hooked up. You can hook up ChatGPT to things like Google, for example.

To Google, to Dropbox, to SharePoint and so on. Which if you're interested in that, we've done a session recently on it. Okay, so there's some of the things that have just happened in just the last two weeks. It's extraordinary how fast OpenAI are just rolling out new features and so you might want to check some of those out.

Okay. Before we dive in, let me just see if I've got any important.

Comments just to refer to. So where do we get to? Karen's here. Hi there, Karen. Welcome to you. And also Carol. Hi there, Carol. Good to see you from South Africa. And Karen said thank you for doing that donation. Well, thank you for being here so that we can make the donation.

Kay says, do you have a guide about the different models to use for different use cases? Yes, Kay, we have a guide that's in the AI academy. I'll tell you about that later. Also timely, we also post things like that in our free AI community. Just let me just mention that. And Sarah might want to post the link in a second. So we have a. We have two communities all dedicated to helping accounting firm owners master AI and ChatGPT. One of them is a free community. And so let me just show you that very quickly. And Sarah can share the link in a second if you're not in it. It's called Chat GPT for Accountants. It's on the school platform at the moment. It's completely free. We launched it at the end of March. We have now 800 plus members in it. And when you go to the link that Sarah will share, it'll go to a page like this. You can then join the community. Remember, it's free, so why not do that now, once Sarah's given you the link and when you come here, you will find there is in the classroom a number of courses that I've created to help you get more out of ChatGPT. And there is also the community where you can ask questions. You'll also see as well, if I'm ever live, you'll see that inside the community and so you can come here. We post regularly. There's some great comments going on here where people are sharing how they're using ChatGPT and so on. So if you're not in the community yet, then make sure that you join this. It is at the moment completely free to everybody that joins. In the future. It may be future people have to pay for it, but we want to let you have access for free as an early adopter. So that is the ChatGPT for Accountants platform community. Right, let's. Let's dive into our topic for today, which is, which is Chat GPT projects. Your guide, your, your guide and what we're going to cover in this is. I'm going to go, I'll look at firstly, well, what on earth are projects? What are they? Why would you have projects? We'll talk a bit about the importance of custom instructions or project instructions about adding files. And then what I want to do is make it really practical and we'll build one together. I'll go through a step by step guide and then you will. If you've not already seen the power of this, then you will do. It's one of my favorite features and we may look at some different use cases as well. They launched projects back in November of last year, November 2024. And it was a feature that I'd been wanting for 18 months. What I wanted was some way of being able to organize my chats, but actually in November they went way beyond that. So projects are essentially, they are smart workspaces if you like. They are a place to keep your chats, to keep files, to keep instructions. And so the power of them is it allows you to stay organized, be efficient and save time. So let me just go across to ChatGPT and if you are listening on the podcast then I will try to explain everything. But you might want to come to YouTube if you're a visual person. So projects, firstly, you do need to have a paid for account. It's not part of the free account yet. I'm not sure whether there is a plan for that, but if you have been to my sessions on ChatGPT regularly, you'll know I am a big advocate and fan of having at least the ChatGPT plus account. It's 20 bucks a month, $20 plus tax, which I think is tiny considering all the amazing things that you can do with it and the time that you can save. There are a lot of features you get in a plus account which you don't get with the free account. The free account's great. You can do some amazing things, but you can really up your game with the plus account. Now I don't have a plus account because we've gone to the next level. We have a teams account. Everybody in our business has the teams account. So that's what I'm on right now. It is the teams account. And what you will find is on the left hand side, underneath your GPTs and above your chats is an area that has got these little folders. This is your projects. And projects are partly, we can think of them as a folder to store things which is really useful. And therefore one of the things we can do is you can start organizing by moving your existing chats. So if you go to your chats, any old chat, so let me just pick one random. If I was to take, oh, I didn't mean to click on it, if I took a chat, I can click on the three dots and you now have, as well as being able to rename the chat or archive or delete it, you have to, you have add to project. So you can move your existing chats into projects. So you group them all together. Think of it as a folder in Dropbox or whatever system you use for your filing system. So that's the first thing we can do. We can move our existing chats into projects to keep them organized.

And also the other way around, we can take things out of projects. So if I was to find a file, if we go into a project, you will see in your projects you now have your chats that you've put into a project. And for each of these chats, if you click on the three dots to the far right, you have the ability to move it to a different project or remove from the project and put it back in general chat. So it's very easy to move your existing chats around into projects, out of projects, or into different projects.

So that's one of the things I like about it is just this ability to now organize because I'm a, I'm a heavy user of chat GPT and I use it. I start new chats every single day. And I was finding that what I was having to do was before November 2024 was what I would have to do is on a weekly basis I would go through my chats and start to either delete them, archive them, or rename them. Because as you know, when you create a chat, ChatGPT gives it a name. And sometimes that name's useful, but sometimes it's not. And so I was coming up with naming conventions so I could identify particular types of chats easily. And they did help us because they brought in the search facility a little sometime mid last year. So you can now search, which is really useful, but much better. Now they've given us these projects so we can just organize things better.

But they've gone much further. You see, projects is way more than simply organizing things. They're smart workspaces. So what we can do in a project like this one that I got here, as well as organizing all of our chats, which you can see in the bottom half, we also have an area called project files. And in this particular one, there are eight files I've Got loaded and instructions. So let me describe both of those quickly. Instructions. If you're familiar with custom instructions, then this is similar to custom instructions. Custom instructions.

Is your systems prompt that you set up. That is the instructions for all of your chats. Custom instructions is really powerful. It's where you can specify things like who you are, who is your audience, what's your writing style, and that will apply your custom instructions to all chats. Really useful strongly recommendations that you set those up. Project instructions is very similar. It's another level of systems prompt, if you like, that applies to any chat that you start inside a project. So this means that when you have a project you can set some instructions. It may be that in a particular project you always want it to use a particular writing style or you always want to output in a particular way. It may be a specific format. Perhaps you always want in a project, anything that you do, you want to put it in a new canvas. So we can specify in the project instructions how we want it to behave inside that particular project. And so you can have different instructions, different ways that your that chat behaves inside different types of projects. So that's the instruction.

Then we have the project files. And so as you know, you can upload files into a chat and that's really useful. You could upload a CSV file, you could upload Word documents, PDF documents, images and so on. And that's great. But before we had projects, you would have to upload them every time you started a brand new chat. Well, what we can do now in a project is we can figure out what are the most important files, what's the most important information that we have to give chatgpt within this project. And it will then have access to those files every time you start a brand new chat. You do not have to upload them each time when you start a new chat. And we're going to look at an example of how you do that.

So that's a quick overview of projects. That's what it does. Let me know if you have questions, but let's build one. There are so many things we can use projects for, so many use cases. I've got dozens of different projects. If you look at. I've got projects for both business and personal. I have projects for things like health and fitness, where it's got all sorts of information about my personal health, about my medical records and I track my progress.

Things like body mass, composition and so on. And it has all that data. So if ever I want to ask questions and get some Health insights. Then it's got all my data inside that project. I have projects for the business, for strategic planning. So I have a business where, sorry, a project where I can do planning for the business. And it's already got things like my business plan, my SWOT analysis, It knows all about the business, it's in the project file. So every time I want to start a new chat and do some strategic thinking, I just go to that project. One that I use most frequently is copywriting. Whenever I want to write any marketing material, like for example, the synopsis summary for this particular live stream, this was written inside my copywriting project. In fact, I've just done the copy for the next live stream, which we'll be doing in two weeks time. In fact, let me show it to you. So I have the copywriting project and in here it's got custom instructions or project instructions. And it's got various project files in here giving examples of the format of different types of copy, one of which is how I lay out my live stream copy. And so if I just click on the chat, this is the very latest one that will be the next live stream. I'm going to look at the seven costly mistakes we make with ChatGPT. I'm going to go through seven things that we tend to do wrong with ChatGPT that we can improve next time around. And.

All of my copy is always consistent because it's been trained in the project files. Here's if I open this one up, this is the copy for today's session. It was written in a matter of seconds inside ChatGPT because I've trained it inside the project on the writing style, the framework, how I want to write the information, the synopsis, the summary of each live stream that I do. Okay, so that's enough about use cases. Let's do something practical. Let's build one. Let's build one. And so.

What we're going to do is the first thing you do is you go to where you can find your projects. You will see it says new project. So we simply just hit new project and we give the project a name.

So let's think about something that owners of accounting firms would probably do fairly regularly. I guess you have to do marketing of some sort. So why don't we create a project for our marketing? Now, over time, as you get more sophisticated, you might want to break this down to different projects. You might have projects for social media marketing, which is different to a project for doing blog posts and articles. We could break down different ones, but let's just start with this and keep it fairly broad. Let's create a marketing project. And so we could just call it marketing. I'm going to call it marketing demo just for now, because I will delete this afterwards. And then we just hit create project. So that's the first step. Let's just give it a name. And it's doing that. Let me just close the sidebar as well. And we could just simply start chatting. There's nothing else you need to do at this stage. If all you want to do is organize chats into one place, then you can get started straight away. You'll see that it's got right at the top, it says new chat in marketing demo. So we start our chats inside the project and that means it will automatically be filled file there. But if you do that, you're missing out on. You're missing out on some of the real power of projects. The real power of projects is the instructions and uploading files. So let's do that. Let's create some instructions. What we do is we click on the instructions and what we want to do here, what we need to do is tell it the project instructions, the custom instructions. This is the systems prompt. And you could keep it really simple. It gives you an example here it says respond in Spanish. Reference the latest JavaScript documentation. Keep answers short and focused. And so something like that might be sufficient. However, we know from prompt Engineering that one of the keys is specificity. The more specific we are, the more clear we are, then we will tend to get better results, Better results, more consistent results, the results that we're expecting. And so there are a number of elements of things that I would recommend that you build into your project instructions. For example, giving it a Persona. We know from prompt engineering that when we ask ChatGPT to play a role, we get a better answer because by default it's a helpful assistant. And as a helpful assistant, it's really good. But if, let's say you want a project for analyzing financial data and you ask ChatGPT to play the role of a financial accountant skilled in analyzing financial data, the sort of response that you would get would be the response that you would expect from a financial accountant. It will tend to be better. It'd be more nuanced, more detailed. So when we create our project instructions, we want to make sure we include elements that will get us a better result. And the way that I do that is I've built a standard prompt that does that really, really easily. And so let me just go across for a second too.

If you've been to my sessions regularly, you'll know I'm a big fan of having prompt templates, standard prompts that you can reuse over and over again. And I'm also a big fan of organizing somewhere them somewhere so that you can grab the prompts that you want. In other words, having a prompt library is what I call it. And you should definitely start collecting prompts, having a way to organize them, a prompt library. And some people organize their prompt libraries in notion, some people in Trello, some people in Airtable. I've created my own software for doing exactly this because it makes life even easier still. And so what I'm going to do there are I've written over a hundred prompts specifically for the owners of accounting firms and business owners. And one of the prompts, if I just type in project, I have a project file setup prompt. So I'm just going to grab this prompt, here's the prompt, I'm going to just grab the markdown of that. I want to copy that to my clipboard, which I've done. And I'm going to go into ChatGPT, not into there. I'm actually going to go outside of the outside.

No, I can do it in here. It's fine. Control V. So I've got a prompt here that I'm going to run. It's quite a long prompt and the purpose of this prompt is it will build out my project instructions and also another document called the project overview. Let me run this prompt and we'll see what it does.

So it's asking me for some information about what's this project all about. And so all we need to do is feed it some information, what's the project about? And then it's going to go and create my project instructions. And so to save you watching me type, I thought about this earlier, wrote it down, I'm going to copy and paste it. So it's asking for what's the project about? What are the main goals, the objectives? What are we trying to do inside this project? Who's the target audience? Are there any special requirements? And also list the project files. So I've done that and what I've put for this project. As you can see here, this project is for creating marketing material and promotional articles for our accounting firm. The main goal is to create great copy that addresses the pain points and wants and wants of our ideal clients. The target audience are the owners of small businesses, in particular plumbing businesses. We have included our detailed customer avatar files in the project files. When writing copy, always make sure you know who the target audience is. If not ask clarifying questions. We will include the following project files. A client Persona, success stories, testimonials. So there's some spelling mistakes there. I'm just giving it an idea of what I want to create and from that is going to create two documents. It's going to create the project overview inside of Canvas. The project overview is something I like to create. It's a more detailed version of what the project does, which I will turn to a separate document and feed it as a file. In other words, this means that the project, every time I use it, it knows exactly what I'm trying to do inside this project with marketing. So I would review that and change it where necessary. And what it also does if I go down to here, that's the project overview and it's also just finishing up. It also creates the project instructions. So let's have a look at these project instructions. It says here role you are a marketing copy strategist with a deep understanding of small business psychology, especially tradespeople like plumbing business owners. Your unique skills include audience specific messaging, persuasive copywriting, testimonial integration, avatar alignment. I want it to use Canvas for all draft developments. Canvas is what we can see on the right hand side where it puts the chat on the left and the output on the right. If you're not familiar with Canvas, it's one of my favorite features. They launched that in November of 2024 if I remember right and I love it. I use Canvas for most things and then it also specifies the project files.

That I'm going to use. So I'm going to have a project overview which it wrote for me and I'm going to feed it some other files which I've listed here. So what I would do is having got your, having got your project instructions, I would just copy this. If you're happy with it, you can edit it. We're inside chatgpt if you're not happy, if it's not quite right, you can edit it, you can change it and then we can copy it. And what we can now do is I can close that down, go back to the.

Back to the project. Let me just go back to the slide here. It's marketing demo. So we just go into add instructions and I can paste that in there. Okay, so we've got the role. We're telling ChatGPT in this project you are a marketing copy strategist and we've got, we're telling it all the instructions, the output format, always use canvas. And we're telling it about project files. Okay, let me save that. So that's done. So then what we have to do is give it the files and let me give you an idea of if it's marketing, the sorts of things that you might want to create. So let me just move across to here.

So one of the files I like to give is a project overview, which is little bit more detail than the instructions themselves. That really describes the project. What are the key objectives? What's the problem statement? What are we trying to solve with marketing? And that was all done in that prompt. So this doesn't take me long to do. I just put it into a document so I can upload that into the project. What I've also decided to put in here, oops, wrong way, is what about if you're doing marketing, if you're collecting testimonials, if you've got a file of testimonials, which I really recommend that you do, keep all your testimonials in one place. And then what you can do is you can put your testimonials in a document into a project file. So if you have marketing, then if you fed it the testimonials you've got as you create things like the words for your website, creating a brochure, creating an email, creating a landing page, then it will pick out appropriate testimonials. It's got them already built into the project, linked to that. Even better still is you should be collecting success stories. So if you've got success stories, clients that you've helped, and they've got great results, then record those and put those into your project as well, because you'll use those in your marketing. Another thing that you should have if it's marketing, is you'll definitely want to have a customer avatar or client Persona, whichever term you prefer. In other words, you want to make sure that you are clear. What are the frustrations and pain points of your ideal customer? What are their demographics? What are their psychographics? What do they want in life? What are their fears? What keeps them awake at night? And so I've created this one for plumbing businesses. It's a detail customer avatar. And you should create customer Personas and avatars for all your main types of client. And the reason for that is when you're doing marketing, when you're writing things like if you're writing an ebook, you're writing the pages for your website, you're writing emails, you want to make sure that the words you use, the copy, is speaking to your specific type of clients, that you are addressing their pain points, their challenges. Because when you do that, they're going to take notice, they're going to think, oh, crikey, this accountant understands me. And my challenge is I need to read more.

So when it comes to marketing, having detailed insights into your ideal clients is really powerful. So they're the documents that I'm going to put into this particular project. There are many different project documents that you could put in. If it's marketing, you could also put in there. For example, you could put in examples of how you write your social media posts, your Facebook posts, your. If your marketing project was going to also be writing your blog posts for you, you might create a file with some example blog posts and you feed that into your projects. I showed you mine for creating livestream copy. I fed in there the examples and templates of exactly how I wanted to write live stream copy as opposed to website copy or, sorry, webinar copy as opposed to different types of copy. So these are all the sorts of things you can put into your projects. And all you need to do is, if I go back to ChatGPT, all you have to do is get those projects and you can simply just drag them in and I've got them on. Let me just do exactly that. And it's now uploading into the project. I've done it wrong. I always do this. I put it into the chat at the top. Just drag them into the right place. It's where it says add files. I should have clicked there first. Okay, let's do that again. Here we go. It's now adding the four project files. So it's always got access to these. Going forward, it knows who my ideal customer is. If I'm an accountant specializing in plumbing business, it's got my success stories, it's got my testimonials, it's got all this information, and this is all about feeding it with context. If you followed my training on prompt engineering, one of the things you'll know is that context is so powerful when you are creating prompts. The more context, the more background information you can give to the AI, the better the results that you will get. And this is just a great way of feeding context that it can use every single time. So having done that, let's now use this project. Let's do something with it. And so it might be that. Imagine that you want to write a blog post article and let me just grab a prompt so let's start a brand new chat.

I've got.

Write a 500 word blog post about the importance of having a cash flow forecast include a relevant success story about one of our clients. Okay. Now normally I would say that's a really, really bad prompt. And it is a pretty bad prompt because we're not giving it any context. We've not told it who is our ideal client. We've not told it our writing style. There's lots of information that we should be giving to get a better result. But even so, even with a fairly poor prompt like that, as you're about to see, we'll still get a reasonable result because it knows the instructions. So it already knows that it's playing the role of a marketing copy strategist. We don't have to tell it that in the prompt because it's got that in the instructions and it's also got access to project files. So let's see what it does with this particular.

Prompt. So you might have noticed it did very briefly say analyzing files. So that's one of the things that tells us that it is looking at the files that we've put in and if we go over to the left hand side, it's then telling us, here's a draft blog post and it's putting it in a canvas. Because we said that in the instructions. I said, I always want you to put it into a separate canvas. And so it's done exactly that and it's writing our blog post here.

And if we go back to here, let's just. I won't read it all, but it says why every plumbing business needs a cash flow forecast. So look, if your ideal target market is plumbing businesses, it's put that into the title. We didn't tell it that in the prompt because it was a poor prompt, but it knows that because we fed it into the instructions and we've put in the customer avatar. Running a plumbing business is tough work. Between emergency call outs, staff scheduling and managing supplies, there isn't always time to step back and look at the bigger financial picture. But if there's one tool that can change everything. For business owners like John and Mike, our typical client Personas, I would actually change that. I wouldn't put that in there. It's a simple cash flow forecast. And it's going on to talk about the importance of cash flow problems in plumbing businesses and what a cash flow forecast will do. It's then got a success story. So Blue Pipe Plumbing Co. Tom, owner of Blue Pipe Plumbing Co. Had built a Solid reputation. It goes on to say some months I didn't know if I'd make payroll. He admitted it was like playing financial whack a mole, which is interesting. So where's he got all that from? Well, it's because the project files. In the project files, we gave it success stories. And the very first one is the success story, the case study with Tom, the owner of Blue Pipe Plumbing. And so it's taken that success story and it's used it. It's not used the same words. It's changed some of the wording so it fits the blog post. So it's the same success where then he talks about in the success story. It's taken that story, it's reworded it in a way that will fit with this particular blog post, which I think is really amazing. That saves a lot of time. And then it's then got a call to action. Let us show you how. Book a no pressure call and get clarity on your cash flow today. And it's even ended with a great little testimonial as well. The sound bite, where's it got that from? Again, it's taken it from the project file. So hopefully you're starting to see now that if you want to do, let's say, marketing, it's much easier once you've built a project and you've given it information. Likewise, if you want to do, let's say, financial analysis, perhaps you want to create a financial report at the end of everybody's financial year end. It may be that you could have in your projects a file of how you want to structure and specify year end financial analysis report, for example.

So let's do something else because we're doing okay for time. Let me try a completely different prompt. I mean we could carry on. In fact, let's do, let's do this. I will have to come back to it in a bit, but let's start going. Let's stay in the same prompt. So we're doing our blog post. You've written a blog post, let's say you're happy with it. One of the things that you might want to do when you publish your blog post is you might want to have a little thumbnail image. So I did a session recently on the new AI image generation in ChatGPT, which is pretty extraordinary. So let's now say create a thumbnail image for this blog post, make it photorealistic and include one of our testimonials from a plumbing firm as well as the title of the blog post. Again, this is not a great prompt at all. If you've done my training course on how to do a use AI image generation, I talk about how to create prompts for getting consistent images. But nevertheless, even with that, as you will soon see, we'll get a pretty good image that we can use with this blog post. Now, if you've used the image generation, it's not super fast like everything else. This will probably take little while. So while it's doing that.

Let'S look at another thing that we could do. So I'll let it carry on with the image. Whilst it's doing that, let's think about another way that we could use this project. What we might do, for example, is perhaps you want to send out an email to your ideal client Persona and let's say it is the owners of small plumbing firms and perhaps you've drafted an email you want to send out, but you're not really. You don't feel confident about the quality of the email. You want some ideas on how to improve the email. And so we could do exactly that. And.

So I've just created an email that we're going to use ChatGPT to help us improve. Let me read the email to you and I'll just turn that off for a second because it'll be distracting us. So I've got an email I've written. It says, worried about cash flow? Let's talk. Hi, first name. If you've ever felt the pressure of money going out fast and it comes in, you're not alone. Even profitable businesses can run into trouble if they don't manage cash flow carefully. It's one of the most common issues we see and one of the most avoidable. The truth is, cash flow problems often don't come from a lack of sales. They come from poor timing, slow paying customers, or simply not having a clear plan. That's where we come in. We help business owners understand their numbers, spot the gaps and build a simple realistic cash flow strategy. One that gives you more control and fewer surprises. It goes on and it says book a 20 minute call and then it signs off with our name. And that's not a bad email. But perhaps we want to get ChatGPT help us improve that email. And so we're going to look at that next.

Before we do, let's just quickly now see we do have our image and I don't know, I think this is pretty cool. We could use this with the blog post why every Plumbing Business Needs a cash flow forecast. So it's Got the title of the blog post and it's also got then our testimonial from Tom, the director of Blue Pipe Plumbing Company. We now budget with confidence and have a better handle on cash flow. It's pretty good email, pretty good image. We could perhaps use that with our blog post. So let's now go. Let's go back to.

Let's go back to our.

Marketing demo project and let's do a completely new chat. I'm actually not sure why the chat's not appeared there. Sometimes ChatGPT plays up. It's not put the chat in there, but never mind. We're going to do another chat. Another one. We're going to review this email and what I'm going to do, first of all is I'm going to go back to my prompts. And what I'm going to do as well is I'm just going to.

Go.

To my favorites because I have one called rewriting an email to a task. So this is rewriting and improving a email. If I copy that to Clipboard, if I take my standard prompt for improving emails and I put that in here at the end of it, all I've got to do is add the email, which I just read to you earlier. I'm just going to put that in there. Ctrl C Control V. So I'll put the email in as well. There it is. Okay. That's my prompt for reading an email, reviewing it and improving it. And what I've not done with this prompt is given it any context at all about the fact that we work with plumbing businesses. I don't have to because that's in the project file. So let's see what this does.

And so firstly, what it's doing is it's giving a brief summary of the client Persona, which is great because this is now telling us, it's telling me that it understands the ideal client. So the ideal client is someone like John and Mike, co owners of a small plumbing and heating business in the UK with a turnover of 200,000. That might not be your typical ideal client, but if it was, you'd have that in your customer Persona. It goes on then to rewrite the email, which it's doing, struggling with cash flow. Let's fix together. And it's rewritten the email and then what it does is it's explaining why it's doing it. And this is the better one to really cover because it's really interesting. It says the original subject was worried about cash flow. Let's talk. It's now saying struggling with cash flow, let's fix that together. And it then gives the reason, because struggling mirrors how tradespeople like John and Mike describe their day to day challenges. Direct and honest. Let's fix that together conveys partnership, a key differentiator when they feel alone navigating business finances. And it's got the link. I don't know if you can notice, but afterwards there's the link to our client Persona that's in the project file. So it's read that Persona and it's worked out some words that would probably be more compelling to that particular type of person. Likewise with the tone. It was originally polish and professional, which is what we would probably write in email. But now the revised one uses everyday practical language like juggling quotes, getting paid on time, hold off hiring. The reason for that is because John and Mike are hands on practical thinkers. They respond better to conversational language that mirrors their world, not corporate jargon, which is probably right. A plumber would not want the formal stuff. They want something they can relate to in terms of the language. And it goes on with other ways that we could improve that copy to better speak to our target market. So I'm hoping you're starting to see the real power now of if you've got a project, let's say for marketing and you've given it your details of your ideal clients and their Personas, it means you're going to create so much better copy because ChatGPT now understands. And so having standard prompts that you can use to critique your copy, to improve your copy is going to make your marketing so much more effective, helping you to attract better clients, better clients in your marketing. And we can do this in a tiny fraction of the time that we used to because of projects. Okay, let me wrap up with what I want to finish off with is I said that there are some brand new changes to projects that have come out in the last, just in the last few days. If I go back to the release notes, I think it was June 12th, which is as we're filming this live, it's six, six days ago. So let's just have a look at what, let's have a look at what these improvements are.

So they have firstly.

Firstly, as you can see now that's the GPT here we've got deep research and voice mode support. We didn't have that before. If we go back into our projects, you will see that they're expanding. Now the tools we can run deep research if you haven't used that yet. That is one of the most powerful users of ChatGPT, and that wasn't available until a few days ago. Also, we have the advanced voice mode as well, which is really powerful. So what else have we got? If we go back to the release notes, they've improved memory to reference past chats. So this one's really interesting because one of the shortcomings of projects was that whilst it's got access to all the information when you start a chat, all the information inside the project instructions and the project files, it didn't know what you had in other chats. Now it's suggesting here that it's going to start to memorize things in recent chats. In other words, it might start to learn stuff from your other chats inside the project. This is only a few days ago, if this is the case. This is a really powerful feature. It's only available to plus and Pro users right now. And I use the teams account, so I haven't been able to test this out yet. But if it's. If it's as it rolls out to teams as well, this could be really powerful. Also, you can share chats from projects, so this is brand new. One of the downsides of projects is you couldn't share the chats with other people in your team. For example, now you can, you can also start a new project from the chat. What that means is that if you go to an existing chat that's not in a project, then as well as being able to add it to a project, you have the option with a chat to create a new project from that chat. So that's just come out as well. And finally, if you do use ChatGPT on a mobile, then you can now upload files and you can access the model selector on mobile as well. So Prompts Projects has got those five updates just in the last few days, which has taken what is already an amazing feature in ChatGPT and just makes it better still. So I hope, if nothing else, I hope I've inspired you to start playing around with it. Remember, you do have to be on one of the paid plans, but I think it's absolutely worth it. It's extraordinary. Okay, let me just wrap up with a few things and then I'll answer some questions. If you've had some value so far, please thumbs up and like this. I'd really appreciate that. I can see some people doing that straight away. And if you're not subscribed to the YouTube channel yet, please also do that. That way, if you do that and Hit the bell. You'll get notifications when we create new videos and live streams. Let me remind you that next week we have our business advisory masterclass. We put the link in the chat earlier, but I'll ask Sarah just to put the link in again. You can get tickets right now, completely free, complimentary. And spend three days with me next week where I'll show you how to add value through advisory. My next live stream is in, I think a couple of weeks, first of July. Make a note of that. And then the last thing I'll mention is.

I showed earlier the prompt library where I've written dozens and dozens of prompts specifically for accounting firms. You saw a couple of those and you might be wondering how you can access those prompts. Well, one of the things we created a short while ago, a few months ago is the AI Academy and this is a my. My community for helping accounting firm owners master AI. It's a tiny monthly subscription. We are putting the price up soon in July, but when you join today, you lock in the price forever. The price that you pay. We've currently got founder members and so we've got a crazy low price right now. I'm going to ask Sarah to put the link into the chat. And when you join the AI Academy, there are a number of things that you will get. Firstly, in the classroom section, I have created many, many courses to help you get more out of ChatGPT. Some of my favorite ones are just a couple of weeks ago I filmed mastering ChatGPT projects. So if this has whetted your appetite, there's more training on projects, including some prompts to help you set them up. I did some training on how to build out custom GPTs. There's training on AI image generation, there's training on prompt engineering and so much more. I am building lots of training courses to help you get better results. So all that training is available for AI Academy members. Secondly, you have access to the community where there's some amazing.

Accounting firms owners here. One of my favorites is Randall, who I think is here right now. I think I saw him. Randall is always commenting and sharing amazing tips. He is a power user of ChatGPT. So you'll find some amazing people in the community when you join the AI Academy. And also, and thirdly, by the end of June, and we're nearly there by the end of June, we will be making available to AI Academy members the prompt library software. It will be a free gift to AI Academy members and they'll get access to many of the prompts that we have written to help you get much faster results, whether it's marketing, pricing, strategy and so on. So all of that is in the AI academy. The prompt library is coming towards the end of June.

Right. Let's look at questions. What questions have we got? I just have to go back. We have eight minutes.

Let me just scroll back. Howard was the first question. Hi there, Howard. Let's see what you said. I've asked ChatGPT to perform a function telling to perform on a selected item, but I have many selected items. Can ChatGPT finish one selected item and automatically start the next selected item? Howard? I'm not sure what you mean by that. It's quite a long question, that one. I think I'd need a bit more context, a bit more detail. So what I'm going to recommend, Howard, is I recommend that go and at least join.

If you haven't already, join ChatGPT for accountants. This is the free community. Make sure you've used the link that Sarah shared. Join the community. And if you ask me that question and you can tag me in the. In the community and perhaps expand on that, Howard, then I will give that some thought and come back to you with a proper answer. So apologize. I apologize that I didn't fully understand that one. Right.

Mike says I'm using ChatGPT free version. Which paid subscription do you recommend for a single user? Practice. Okay, I did put a guide to that inside the Chat B for Accountants community, so you might want to check that out. But in a nutshell.

It depends how much you want to use it. If you are. If you are wanting to use it frequently, I would recommend upgrading from the free account. The free account is a great place to start. It does some amazing things. But you've seen projects Now. I think projects alone is worth upgrading to A plus account. Now there's then the Teams account. Why would you choose the Teams account? You would use that if you want your entire firm to use it. The Teams account is almost the same price, but you do have to have a minimum of two people, so it's double and you pay for it annually in advance rather than monthly. There's not much difference other than that. So if you want other people in your team to use ChatGPT, I would recommend getting a teams account. Then you've got the plus, sorry, the Pro account, which I don't recommend unless you really are a power user. That's $200 a month and I only have it because I want to see the latest features coming your way. So I can tell you what's coming down the pipeline. So, really, in a nutshell, Mike, I would recommend that as soon as you're ready to upgrade, I would go for either plus or. Or teams, depending on whether you want to share with your team. Just bear in mind that you do not share your chats with the team. It's GPTs. If you build custom GPTs, it's easy to share them amongst your team and it also means that you have centralized billing as well, which makes life easier. I think they're the main advantages because you can still share individual chats with other people.

Right, let's see. Mike says he signed up for the course but not started. Okay, well, let me know when you've completed it. Let me know how you get on and let me know if you've got any questions. Right, next question. Carol, can you use projects with custom GPTs? How will that be done? No, Carol, you can't at the moment. So one of the frustrations with GPTs is you can do a chat in a GPT, but you can't put them inside a project. They are both very different. So what's the difference between custom GPTs and projects? Well, projects are, as I said at the outset, really, they're a contextual workspace. It's a place to keep things that are related, to keep related files. I tend to use projects more than custom GPTs, where custom GPTs are really powerful. Number one, if it's a GPT to do something super specific, the more specific it is.

The better a custom GPT is. Secondly, GPTs can be shared. You cannot share a project. You can share chats, and you can now share chats within projects, but you can't share a project. So if you've got a. You and your team are all doing, let's say, financial reports for clients and you build a project for doing that, then you can't share that with your team. You would have to show them how you set the project up and they would have to create their own version of that project. Whereas, in contrast, you could create a custom GPT, you could feed it the project files inside the GPT, you could have the instructions, and once you've built the GPT, you can then share that with your team. So custom GPTs are shareable, whereas projects aren't. And also, if you want to interact through APIs, you have got actions, but that's more advanced, you don't need that. So custom GPTs, I think, work best if they are highly specific. I have a GPT for Answering emails. I put in an email I've got, I give it some context, it answers the email and then I copy and paste back in and send the email out. I don't need to save them at that point. I then just delete that chat. So I don't need the flexibility of projects to organize things for answering emails, whereas something like marketing copywriting, I want to keep all my chats together so a project works better. Carol, I hope that helps on that one. But yeah, at the moment you can't combine the two and so you'll need to. Every time you want to do something.

You'Ll want to think through is this more appropriate for a customer GPT or is it more appropriate as a project? And if you've got a particular use case in mind and you're not sure, ask me the question in our community and I'll happily answer that question and give you some pointers as to whether I would do custom GPT or project. Okay, next question I think is also from Carol, which is can projects be made private? The content is not used by ChatGPT train on.

So.

One of the benefits of the Teams account and let me with the Teams account, when you have a teams account, it does specifically by default say right at the very bottom of the window it says OpenAI doesn't use value Pricing Academy, which is my team space workspace data to train its models. So one of the nice things about the Teams account is that your chats are not being used to train the models and therefore it gives you a little bit more.

A little bit more peace of mind that your, your chats are not being shared. That was a big advantage because if you're using the free or the plus account, that wasn't the case. But what they did do is they made a change a little while back where in settings you can choose, even with a plus account or the free account, I believe to also choose not to share your chats to train the model. Now that's always been the case, but until recently that also meant you couldn't save your chats beyond 30 days. They change that now so you can, you can turn that off. So really the only difference is with the teams account the default is they are not using your chat to train the data, but if you wanted to, you could turn that off. Whereas with the free and the plus account, the default is you are trained the data but you can turn it off. And I would recommend perhaps you would want to do that if you want if that gives you better peace of mind. So did I. I think I answered that question. Okay, we have. Actually, we're about out of time. I'm just having a quick look.

Mel. Hi there, Mel. Good to see you. If you have a teams account, does that mean that your team can see all of your chats? No. No.

Your chats are still private to you, as is your project. You can't share projects, so you can't share chats. You can't share projects, your team can't see them.

The main benefit is you can have a centralized place where your team can see all of your team's GPTs. If you make the setting as that so you can create GPTs, you can make them available to the team, and then your entire team can access those GPTs as and when they need them. That's really the. The only main sharing benefit of a team's account. Okay. Randall says for 20 bucks a month, upgrading to plus is definitely worth it. I would echo that. I think I've pretty much answered the questions. There may be some more if I've missed your questions. I apologize if I've missed your questions. Either wait till the next live stream in two weeks or go to one of my two communities on the school platform. And if you're in the community, I will then answer your questions there. Okay, thank you so much for coming along. I'm going to play with some music as normal. Please let me know what was the most valuable thing today. Let me know in the comments what that was and I will see you again online soon. Bye for now.

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