The Generative AI User Guide For Staff and Managers

Your learning pathway

Staying on track with the course is important as 1 topic prepares you for the next !

Before we dive too deeply into the amazing things AGI can do, it’s really important to take a short pause and talk about how to use it safely and responsibly.

Don't be left out of the conversation!

These terms are worth remembering especially when discussing AI.

This lecture was 95% assembled using AGI generated topic images and a read aloud of my script, demonstrating the power of AGI as a productivity tool

No history of your chat or uploaded files, generated images is kept

But there is a gotcha that may catch you out if you do not pay attention

How ChatGPT remembers you and how to turn it off !

Why type when you speak to ChatGPT !

You'll see/hear how voice mode is driven by different models based on subscription plans.

When the chat is finished I'll show you how to archive your chat for later use.

Using canvas mode will increase your productivity when working with content like documents, text, code etc

A quick demo of connecting to apps using a paid plan

Organise your work and keep chats in context

Why you should consider the "Thinking Style" when writing prompts

Give a person an answer, they win today. Teach them to prompt, they win every day.

Use this pattern for common tasks where format is familiar.

Introducing template use to ensure consistent output

Use this pattern for specific tone/structure and repeatability

Use this pattern for custom schemas, rigid formats, niche styles.

Use this pattern for better assumptions without long instructions.

Use for: deterministic, copy-pastable results.

Use this pattern for controlling length, tone, scope, quality.

How to structure the pattern and apply as a prompt

Run the prompt and observe the results

Make a prompt change to test rejections

Testing if quality criteria is really necessary

Use this pattern for multi-stage tasks to reduce errors

Have the model prompt you for the plan parameters like a data entry process

Generate the plan and review how well it followed the pattern

Use this pattern for improving a first draft quickly e.g. Cover letters for job applications, management reports etc.

Set a scorecard scale to ensure output quality is met

Use this pattern for catching assumptions and weak claims.

Use this pattern for concise trade-off summaries.

Use for: keeping content but changing voice/tone.

Use this pattern for pulling facts into tables/fields.

Great for data analysts wrangling data for analysis

Understand what embeddings, vector indexes, and retrieval are (no code).

Creating projects to organise your work

Add files for grounded AI

Chunk & Index the file for more accurate answers

Incorporate the chunk file into the project

What are instructions ? 

Are there different types and uses ?

Why are they important ?

Specific Data Analysis Instructions , watch this lecture closely if you are a data analyst !

Zero shot prompt to analyze supplied retail data and let the instructions do the rest

You are a busy book keeper that needs to organise a clients spending data and get it ready for their tax return

The data is a mish mash of business and personal spending.

How can Gen AI help with this ?

In this section we'll use ChatGPT 5.1

Create the project, set the instructions, upload the data , QA check, Stats Report

The project data and prompt(s) are included for you to try out

Clean and normalize the data as per the schema specification

Create rules that will transform the data e.g. Define account categories , expense splits

Apply the book keeping rules to classify the data (Use provenance as Audit Trail)

Apply the book keeping rules to classify the data (Use provenance as Audit Trail)

Understanding the importance of rule definition is highlighted here

Flag ambiguous data for further processing to ensure data completeness

Finalise the Book Keeper client data

Now that you are very familiar with workflow in projects let's build a project you can use to optimize your job seeking activities that will improve your chances of an interview at the very least!

Create a Job Target Statement that will keep you focused during your job hunt

AI based job search using the Job Target Statement

Extract details about the job , this will be used to test you CV applicability

More and more job applications are assessed using AI based ATS and get rejected, in this step we'll address this!

Write the prompt and generate the cover letter for the job application

Run the refinement using Canvas

ChatGPT Voice mode will interview you for the job you applied for, helping you build confidence for the real interview

We need to be strict with the pattern to keep ChatGPT on track

ChatGPT Voice mode will interview you for the job you applied for, helping you build confidence for the real interview

Have some fun with Voice mode and see how this will help build your interview confidence for the real interview

Your interview is scored and feedback ready for you to do another rehearsal to refine your style and attend the real interview with confidence

A GPT is not a new model but a configured AI workspace with a role (and more)

Why this approach to building a GPT is not recommended

Naive RAG and the GPT

Embedding & Indexing source files for use in the GPT

Preparing the the material for the GPT ( a focused/specialised GPT)

Chunking & Indexing using a specialist chunking pattern

Create the GPT with concise instructions

Design, document choice, and the real limits of UI-based RAG

We look at how agents connect to external data, what permissions you’re granting, and the key privacy considerations to understand upfront.

Defining a clear job for an agent and how simple execution prompts trigger that job reliably without restating instructions

Run the agent for the first time, review its analytics and charts, and validate the results against the same dataset in a Qlik Sense app

Demonstrating how re-running the same agent job against new data highlights changes visually without altering the job instructions.