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Master your email management: Train ChatGPT to write your emails in 5 easy steps

The incessant stream of emails can be overwhelming, especially for those who work online a lot or run a growing business. It can often feel like an endless cycle: For every email you respond to, several new ones arrive. Although ignoring emails is not an option for many, finding enough time in the day to maintain constant communication is a challenge. Gmail's Smart Compose feature offers some relief, but it's not a complete solution. This is where ChatGPT comes into play. With Smart Compose, you can not only train ChatGPT to mimic your writing style, but also edit your email responses. This unique setup process is especially beneficial for busy writers and entrepreneurs as it allows them to utilize their inbox more efficiently.

business woman training chatgpt for writing

Streamlining email responses with a large language model (LLM): a step-by-step approach

1) Start of the training process

Begin by preparing ChatGPT for the task ahead, similar to how you would train a new assistant. Your first prompt should lay the groundwork and inform ChatGPT of the upcoming email response training. For example, use this template: "I want you to reply to my emails. I'll start by showing you my previous email responses. After each example, reply with 'Here we go' until I say 'Done'. Then we'll move on to the next step.

2) Use real e-mail examples

Use your previously written emails as training material for ChatGPT. Collect different examples that match your communication goals, whether they are addressed to potential customers, team members, investors or other groups. The more detailed and specific the examples are, the better. In this step, include these examples whenever ChatGPT prompts you to do so. Try to create at least five examples with greetings and goodbyes to ensure a comprehensive understanding of your style.

3) Personal and professional context

Tell the test person something about yourself. After the final "Done" command, give a detailed description of your role, your target group and the benefits you offer. This step is used to personalize the training to ensure that the responses generated match your identity and communication goals.

4) Validate ChatGPT's understanding of your style

After you've fed ChatGPT your emails and resume, you can take a short quiz to test how well ChatGPT understands your style. Ask ChatGPT to summarize your email style and resume into specific categories, such as your identity, your communication tone, general topics, and your interaction style with different groups. Based on the responses, make the necessary adjustments.

5) Generate and refine e-mail responses

Finally, instruct ChatGPT to generate email responses. Specify an email and specify the desired length and elements of the response (e.g. compliments, stories, quotes). Review ChatGPT's output and make any necessary adjustments by changing the tone, length or content to better suit your style.

If you follow these steps, you can efficiently manage a large volume of emails.

and ensure personalized and consistent communication with less effort. This approach not only saves time, but also maintains the quality and personal touch of your email interactions.

Would you like to use ChatGPT for your purposes or get more out of it? Contact our expert today!


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