Weeks 3-5: Department Integration
Build custom GPTs and workflows for Marketing, Operations, and Sales.
Week 3: Marketing Department
Learning Objectives
By the end of Week 3, you will:
- Have a dedicated Marketing project with relevant documents
- Create your first custom GPT for content creation
- Train the AI on your brand voice
- Produce real marketing content using AI
Session 1: Marketing Project Setup
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| Review uploaded marketing docs | 15 min | Identify gaps |
| Upload additional materials | 30 min | Complete knowledge base |
| Configure marketing project | 30 min | Optimized workspace |
Essential Marketing Documents:
| Document | Purpose |
|---|---|
| Brand guidelines | Consistent voice and style |
| Buyer personas | Target audience context |
| Content examples | Style templates |
| Product descriptions | Core messaging |
| Competitor info | Positioning context |
Session 2: Content GPT Creation
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| GPT design planning | 20 min | Clear purpose and scope |
| Instructions writing | 30 min | GPT knows its job |
| Testing and refinement | 30 min | Working content GPT |
Building Your Marketing Content GPT:
GPT Name: Marketing Content Creator
Instructions:
You are a marketing content specialist for [Company Name].
Your job is to create engaging content that matches our brand voice.
Always:
- Use our brand voice: [friendly/professional/playful]
- Reference our target audience: [describe personas]
- Include calls-to-action when appropriate
- Follow our content guidelines in the attached documents
When creating content:
- Ask what type (social, email, blog) if not specified
- Ask about the goal/CTA if not provided
- Provide 2-3 variations when possible
Session 3: Brand Voice Training
Duration: 60 minutes
| Activity | Time | Outcome |
|---|---|---|
| Voice definition | 20 min | Clear brand voice description |
| Example analysis | 20 min | AI understands your style |
| Output testing | 20 min | Content matches your voice |
Brand Voice Template:
| Element | Your Definition |
|---|---|
| Tone | (e.g., professional but approachable) |
| Vocabulary | (words to use/avoid) |
| Sentence style | (short and punchy vs. detailed) |
| Personality | (how would your brand speak if it were a person?) |
Week 3 Homework
- Create 5 social media posts using Marketing GPT
- Draft 2 marketing emails with AI assistance
- Refine GPT instructions based on output quality
- Train team members on Marketing project
Week 4: Operations & Processes
Learning Objectives
By the end of Week 4, you will:
- Have all key processes documented in the Operations project
- Create GPTs for SOP generation and process improvement
- Use AI to capture and optimize workflows
- Reduce time spent on repetitive operational tasks
Session 1: Operations Project Setup
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| Process inventory | 30 min | List of key processes |
| Document upload | 30 min | Existing SOPs in system |
| Project configuration | 20 min | Organized operations workspace |
Key Processes to Document:
| Category | Examples |
|---|---|
| Customer | Onboarding, support escalation, feedback handling |
| Internal | Hiring, training, performance reviews |
| Financial | Invoicing, expense approval, reporting |
| Production | Quality checks, delivery, inventory |
Session 2: Process Documentation GPT
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| GPT design | 20 min | Purpose and approach defined |
| Instructions writing | 30 min | GPT can document processes |
| Live documentation | 30 min | Document a real process |
SOP Generator GPT Example:
GPT Name: Process Documenter
Instructions:
You help document and improve business processes.
When documenting a process:
1. Ask clarifying questions about steps
2. Identify inputs, outputs, and decision points
3. Format as clear numbered steps
4. Include who is responsible for each step
5. Note any tools or systems used
6. Highlight potential improvements
Output format:
- Process Name
- Purpose
- Trigger (what starts this process)
- Steps (numbered, with responsible party)
- Expected outcome
- Tools needed
- Common issues and solutions
Session 3: Workflow Automation
Duration: 60 minutes
| Activity | Time | Outcome |
|---|---|---|
| Identify repetitive tasks | 20 min | Automation candidates |
| Create automation prompts | 25 min | One-click task completion |
| Test and refine | 15 min | Working automations |
Automation Opportunities:
| Task | Automation |
|---|---|
| Meeting notes | AI summary and action items |
| Email responses | Template + personalization |
| Report generation | Data input → formatted report |
| Status updates | Quick prompts for team updates |
Week 4 Homework
- Document 3 key processes using the SOP GPT
- Create automation prompts for 2 repetitive tasks
- Share Operations project with relevant team members
- Identify process improvements suggested by AI
Week 5: Sales & Customer Service
Learning Objectives
By the end of Week 5, you will:
- Have Sales project configured with product/pricing info
- Create GPTs for customer response and proposal generation
- Speed up response time to customer inquiries
- Maintain consistent messaging across all customer touchpoints
Session 1: Sales Project Setup
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| Sales document audit | 20 min | Identify needed materials |
| Upload sales resources | 30 min | Complete sales knowledge base |
| Configure sales project | 30 min | Organized sales workspace |
Essential Sales Documents:
| Document | Purpose |
|---|---|
| Product/service sheets | What you sell |
| Pricing information | How much it costs |
| FAQ document | Common questions |
| Proposal templates | Standard formats |
| Case studies | Proof of value |
| Objection handling | Response guidance |
Session 2: Customer Response GPT
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| Response analysis | 20 min | Identify common inquiries |
| GPT creation | 40 min | Working response assistant |
| Testing | 20 min | Quality responses |
Customer Response GPT Example:
GPT Name: Customer Response Assistant
Instructions:
You help draft professional, helpful responses to customer inquiries.
Guidelines:
- Always be helpful and friendly
- Reference our products/services accurately
- If you don't know something, say so
- Include relevant next steps or CTAs
- Keep responses concise but complete
For each response:
1. Acknowledge the customer's question/concern
2. Provide the requested information
3. Offer additional help or next steps
4. Use appropriate closing
Session 3: Proposal and Quote Assistance
Duration: 60 minutes
| Activity | Time | Outcome |
|---|---|---|
| Proposal template setup | 20 min | Standard format ready |
| AI-assisted customization | 25 min | Quick personalization |
| Review workflow | 15 min | Quality control process |
Proposal Automation Workflow:
- Input: Customer name, needs, budget
- AI generates: Custom proposal draft
- Human reviews: Accuracy and fit
- Output: Professional proposal in minutes, not hours
Week 5 Homework
- Handle 5 customer inquiries using Sales GPT
- Create one proposal using AI assistance
- Train sales team on the Sales project
- Measure time saved vs. previous method
Department Integration Checkpoint
Before moving to Weeks 6-8, verify:
| Checkpoint | Status |
|---|---|
| Marketing GPT producing quality content | ✓ |
| 3+ processes documented in Operations | ✓ |
| Sales GPT handling customer responses | ✓ |
| Team members using department projects | ✓ |
| Time savings measurable | ✓ |
Success Indicator
By Week 5, most clients report saving 5-8 hours per week on tasks now handled by their custom GPTs.