Weeks 6-8: Advanced & Handoff
Finance integration, team training, and preparing for independence.
Week 6: Finance & Analysis
Learning Objectives
By the end of Week 6, you will:
- Have Finance project configured for reporting and analysis
- Create GPTs for report generation and data analysis
- Use AI for faster business insights
- Understand AI limitations with financial data
Session 1: Finance Project Setup
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| Finance document audit | 20 min | Identify reporting needs |
| Upload finance resources | 30 min | Templates and references ready |
| Configure finance project | 30 min | Organized finance workspace |
Finance Project Documents:
| Document | Purpose |
|---|---|
| Report templates | Standard formats |
| Budget documents | Reference for analysis |
| KPI definitions | Metrics context |
| Historical reports | Pattern examples |
Important Note
Never upload sensitive financial data like bank statements, credit card numbers, or detailed customer payment information. Use aggregated data and summaries instead.
Session 2: Report Generation GPT
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| Report needs analysis | 20 min | What reports you need |
| GPT creation | 40 min | Working report assistant |
| Template testing | 20 min | Quality report output |
Report Generator GPT Example:
GPT Name: Report Assistant
Instructions:
You help create business reports and analysis summaries.
Capabilities:
- Format data into professional reports
- Calculate basic metrics when given numbers
- Identify trends and patterns
- Generate executive summaries
- Create presentation-ready content
Process:
1. Ask what type of report is needed
2. Request the relevant data/numbers
3. Generate structured report
4. Highlight key insights
5. Suggest action items if appropriate
Output formats:
- Executive summary (1 page)
- Detailed report (multi-page)
- Presentation bullets
- Email summary
Session 3: Data Analysis Workflows
Duration: 60 minutes
| Activity | Time | Outcome |
|---|---|---|
| Analysis use cases | 20 min | Where AI helps most |
| Prompt templates | 25 min | Reusable analysis prompts |
| Limitations review | 15 min | Know what AI can't do |
What AI Can Do with Data:
| Good For | Not Good For |
|---|---|
| Summarizing trends | Complex calculations |
| Formatting reports | Auditing accuracy |
| Explaining variances | Real-time data |
| Drafting narratives | Proprietary formulas |
Week 6 Homework
- Create one business report using Finance GPT
- Develop 3 reusable analysis prompts
- Train relevant team members on Finance project
- Document which finance tasks AI helps most with
Week 7: Team Training
Learning Objectives
By the end of Week 7, you will:
- Have all team members with appropriate access
- Each department trained on their specific tools
- Collaboration workflows established
- Clear guidelines for team AI usage
Session 1: Team Access Setup
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| Access planning | 20 min | Who needs what access |
| Account creation | 30 min | All team members set up |
| Permissions configuration | 30 min | Appropriate access levels |
Access Levels:
| Role | Access | Projects |
|---|---|---|
| Business Owner | Full admin | All projects |
| Department Lead | Project admin | Their department |
| Team Member | User | Assigned projects |
Single Login Option
For smaller teams, sharing one login is fine initially. The AI remembers everything regardless of who's logged in. Team accounts can be added later when there's a need for individual tracking.
Session 2: Role-Based Training
Duration: 90 minutes
| Activity | Time | Outcome |
|---|---|---|
| Marketing team training | 30 min | Marketing GPT proficiency |
| Operations team training | 30 min | Operations GPT proficiency |
| Sales team training | 30 min | Sales GPT proficiency |
Training Checklist Per Department:
- Navigate to correct project
- Find and use custom GPTs
- Upload documents when needed
- Understand when to create new thread vs. continue existing
- Know where to get help
Session 3: Collaboration Workflows
Duration: 60 minutes
| Activity | Time | Outcome |
|---|---|---|
| Shared project protocols | 20 min | How to work together |
| Handoff procedures | 20 min | Passing work between team members |
| Best practices | 20 min | Team-wide standards |
Collaboration Best Practices:
| Practice | Why It Matters |
|---|---|
| Name conversations clearly | Easy to find later |
| Use projects consistently | Keeps context organized |
| Document in threads | AI remembers for everyone |
| Regular cleanup | Remove outdated conversations |
Week 7 Homework
- Every team member completes one task in the system
- Each department lead trains their team
- Document team-specific best practices
- Identify any gaps in training
Week 8: Independence & Optimization
Learning Objectives
By the end of Week 8, you will:
- Have fully optimized all custom GPTs
- Know how to troubleshoot common issues
- Have a plan for expanding AI usage
- Be ready for independent operation with optional support
Session 1: Advanced Customization
Duration: 60-90 minutes
| Activity | Time | Outcome |
|---|---|---|
| GPT performance review | 30 min | Identify improvement areas |
| Instructions refinement | 30 min | Better outputs |
| Advanced features | 30 min | Power user capabilities |
GPT Optimization Tips:
| Issue | Solution |
|---|---|
| Outputs too generic | Add more specific examples |
| Wrong tone | Include voice guidelines |
| Missing context | Upload more reference docs |
| Too verbose | Add length constraints |
| Inconsistent | Strengthen instructions |
Session 2: Troubleshooting Skills
Duration: 60 minutes
| Activity | Time | Outcome |
|---|---|---|
| Common issues review | 20 min | Know what can go wrong |
| Problem-solving practice | 25 min | Fix issues independently |
| Support resources | 15 min | Where to get help |
Common Issues and Solutions:
| Issue | Cause | Solution |
|---|---|---|
| AI "forgot" something | New conversation | Reference project docs |
| Wrong output format | Unclear prompt | Be more specific |
| Slow response | Complex request | Break into smaller parts |
| Off-topic response | Lost context | Start new thread with context |
Session 3: Growth Planning
Duration: 60 minutes
| Activity | Time | Outcome |
|---|---|---|
| Success assessment | 20 min | What's working well |
| Expansion opportunities | 20 min | Where else AI can help |
| Roadmap creation | 20 min | Plan for continued growth |
Expansion Roadmap Template:
| Timeline | Action | Expected Benefit |
|---|---|---|
| Month 1-2 | Optimize current GPTs | Better output quality |
| Month 3-4 | Add 2-3 new GPTs | Cover more use cases |
| Month 5-6 | Advanced integrations | Connect to other tools |
| Month 7+ | Team GPT upgrade | Individual accounts |
Program Completion
What You Now Have
| Asset | Description |
|---|---|
| Private AI Workspace | Secure, organized, business-specific |
| 5-10 Custom GPTs | Marketing, Operations, Sales, Finance, Custom |
| Trained Team | Everyone knows how to use the system |
| Documentation | Guides and best practices |
| Growth Plan | Roadmap for continued expansion |
Success Metrics
| Metric | Target | How to Measure |
|---|---|---|
| Time saved | 10+ hours/week | Compare before/after task times |
| Tasks automated | 20+ per week | Count AI-assisted completions |
| Team adoption | 100% | All members using system |
| ROI | Positive by Day 90 | Time savings × hourly rate |
Ongoing Support Options
| Option | Description | Investment |
|---|---|---|
| Self-service | You manage everything | Free |
| Monthly check-in | One support call/month | $500/month |
| Managed support | Priority help + optimization | $1,000-2,000/month |
| Team expansion | Add individual accounts | Custom quote |
Final Deliverables Checklist
Before program completion, verify:
- All department projects configured and active
- 5-10 custom GPTs created and tested
- All team members trained
- Documentation complete
- Support level selected
- Growth roadmap created
- Time savings documented
Congratulations!
You've completed the 8-week AI training program. Your business now has a competitive advantage that compounds over time.