Okay, let’s be honest. Everyone’s talking about ChatGPT like it’s the second coming of Excel—but how many are actually *using* it beyond a weird poem or a dinner idea?
It’s because they’re treating it like a toy, not a tool. A glorified search engine. The key isn’t finding some magic “perfect prompt.” It’s building a dead-simple system that offloads the work you hate doing. Let’s build the thing you’ll actually use when Monday morning hits.
What We’ll Actually Do
Step 1: Finally Set Up Custom Instructions
This is the most important setting in ChatGPT, and almost nobody uses it. Full confession: I ignored this for months. Total mistake. This is like giving a new assistant a cheat sheet on how you operate.
It’s a five-minute, one-time setup that pays you back every single time you open the app. No more explaining your job or your tone from scratch.
My “Read This First” Briefing Template
Box 1 (About Me):
“I’m a strategist coaching non-technical managers. Think practical, no-fluff advice for people who are busy and skeptical. I hate corporate jargon. Get to the point fast.”
Box 2 (How to Respond):
“Give me the answer first, then the explanation. Use bullets for lists. Keep the tone like a smart, informal colleague. If a process has more than 5 steps, it’s too complicated.”
Step 2: Start Delegating the Annoying Stuff
Now that it knows your rules, stop asking it trivia. Start handing over the brain-draining, repetitive tasks that make you want to poke your eyes out. I’m talking about untangling meeting chaos, drafting follow-up emails, creating first drafts of anything.
My system for this isn’t a fancy Notion template. It’s a chaotic little .txt file on my desktop, and it saves me hours every single week.
Workflows I Can’t Live Without
The “Translate This Mess” Prompt:
“Read these chaotic notes from my last call: [PASTE NOTES]. Pull out: 1) A one-sentence summary. 2) A bulleted list of action items with names next to them. 3) A draft email to the group so we all know what’s next.”
The “Cure My Blank Page Syndrome” Prompt:
“I need to start [PROJECT/DOCUMENT NAME]. The goal is [GOAL]. Give me a starter outline with sections for Objectives, Key Metrics, and Potential Roadblocks. Just get me started.”
Step 3: Use the Features That Aren’t Obvious
The free version holds its own. But the paid version, ChatGPT Plus, is where you get the tools that do the heavy lifting. This is where it stops being clever autocomplete and starts becoming a real workhorse.
ChatGPT Plus ($20/mo)
- Live Web Access: It can read today’s news. No more “my knowledge cutoff is…” nonsense. Crucial.
- Voice Mode: I use this constantly while walking the dog to talk through ideas. It’s like having a thinking partner in your pocket.
- API Access & Integrations: This is the pro-level stuff. Connect it to other tools and build automations that run while you’re doing other things.
Free Version
- It’s a sandbox. A great place to learn and play.
- Perfectly good for summarizing text or brainstorming on things that don’t need current info.
- You’ll hit a wall the second you need it to know what happened yesterday.
If your time is worth more than $20 an hour, the paid version is a no-brainer. Don’t overthink it.
Trick Your Brain Into Being Productive
Look, I know this one sounds ridiculous. A “productivity game”? But the part of your brain that likes leveling up in a video game is the same part that will power through a boring Tuesday afternoon. Lean into it.
The Daily Accountability Nudge
The Prompt:
“You’re my accountability coach for the day. My #1 goal is [THE BIG THING]. I’m also working on [TASK 2] and [TASK 3]. Set up a simple points system. I’ll check in at EOD, and you tell me if I won the day.”
It’s not about the points. It’s about the ritual. A 60-second check-in that creates a sense of progress on days that feel like a slog.
I once used ChatGPT to outline a vacation packing list. Still forgot my socks. AI isn’t magic.
Weave It Into the Tools You Already Use
Most people stop using ChatGPT. Why? Because it lives in a separate tab. Out of sight, out of mind. The real breakthrough happens when it’s right there in the apps you already have open all day.
Put AI Where You Work
- In your Email: Get a browser extension. Draft, shorten, and rephrase emails without ever leaving Gmail.
- In your Slack/Teams: Use an integration to summarize a 100-message thread you just got added to. Lifesaver.
- On your Phone: The mobile app’s voice mode is criminally underrated for capturing ideas on the move.
Step 6: See If It’s Actually Working (No Dashboards Needed)
You don’t need a dashboard. Or a tracker. Or some AI-generated chart with 47 data points. Just take 3 minutes at the end of the week and ask yourself:
- What soul-crushing task did I avoid this week because I delegated it?
- First draft felt like cement? Did I use this to loosen it up?
- Did that saved time go toward something that actually matters?
If the answer to all three is “no,” then your system is too complicated. Go back to Step 2 and just offload one simple, annoying thing.
So, let’s get brutally honest. What’s one task you’ve been avoiding for three days straight? That’s your starting point.
No-Nonsense FAQ
Is ChatGPT Plus really worth the money?
If you’re just messing around, no. If you’re trying to get real, messy work done, the free version is like trying to build a house with a toy hammer. The second you need real-time info or want it to work with other tools, it becomes a necessity.
What’s the #1 mistake people make?
Biggest mistake? Assuming it’s psychic. It’s not. Think overconfident intern—quick with answers, but half the time it’s guessing. Give it guardrails, or you’re in for chaos. And please don’t drop company secrets in here.
When will I actually feel the time savings?
You’ll feel it the first day you hand off a task you hate. If you’re not saving a noticeable amount of time within a week, you’re trying to do too much. Simplify. Pick one annoying task—like untangling meeting chaos—and delegate only that. Master it, then add another.
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