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A live, facilitated online session in which your team sets up custom GPTs in ChatGPT using your tone of voice, templates and internal documents. Setting up a GPT means giving it written instructions and reference files. The underlying model stays the same, and the GPT draws on your material when it answers.
- Format
- Live online
- Length
- 09:30 to 13:45
- For
- Teams
- Where
- Online, live
- Price
- Quoted for your team
How it runs
How the session runs
The session runs as a sequence of build phases. Your material goes in at the start, so each GPT works from your content from its first test.
- 01Context loading
Your material goes in first
The session starts with the data and sharing settings for your account. Each participant then gathers the brand guidelines, tone examples, templates and key documents they will upload.
- 02Build session 1
Tone of voice GPT
The whole team builds the tone of voice GPT together, testing it on sample tasks and refining its instructions until the drafts read like your business.
- 03Build session 2
Workflow GPT
Each person or small group builds a GPT for their highest-volume output. Team members may build different GPTs depending on their roles.
- 04Test and refine
Tested on real tasks
Each GPT is tested on real tasks before the session ends, and instructions that produce poor drafts are revised with the facilitator. Some GPTs will need further adjustment once the team uses them day to day.
Walk Away
What you will build
A general AI tool starts with little or no information about your business. A custom GPT holds written instructions and reference files you supply, such as copy samples, templates and process documents. During the session your team sets up and tests up to three of them.
Using your brand guidelines, existing copy and client communication samples, your team writes instructions for a GPT that drafts in your house style. A person still reads and edits its drafts before they are used.
A second GPT set up for the type of document your team produces most, such as reports, proposals, brief responses, research summaries or client updates. It works from your templates and past examples, so its drafts follow your format.
A GPT loaded with internal documents such as processes, policies, FAQs and service descriptions. Your team can ask it questions and get answers drawn from those documents. Answers can be wrong, so staff check important ones against the source document.
A plain-language document explaining how team members access and use the GPTs built in the session: what each one is for, how to prompt it, what to check before using its output and how to update it as your business changes.
Tested prompts written for the GPTs you have built, organised by GPT and task.
Who For
Who it is for
The session suits teams whose AI drafts need heavy editing because the tool has none of their business context.
Teams that use AI but get inconsistent drafts because the tool does not have their voice, formats or business information
Businesses with a defined brand voice or client communication standard
Teams with documented processes, policies or internal knowledge that is hard to find quickly
Businesses that want the whole team using shared AI tools that are set up once
Marketing, professional services, creative and client-facing teams
Agenda
Sample agenda
The session runs from 09:30 to 13:45. We adapt the agenda using the pre-session materials brief.
- Setup and context loading30 mins
Participants join the session and confirm they can create custom GPTs on their ChatGPT plan. We review the material each person has prepared (brand guidelines, tone examples, templates and internal documents) before building begins.
- How custom GPTs work: what you need to know20 mins
A practical explanation of how custom GPTs use instructions and uploaded files, what they can and cannot do, where they are reliable and the mistakes that lead to poor drafts.
- Build session 1: tone of voice GPT70 mins
The whole team builds the tone of voice GPT together. We start with a written description of your voice, add example content, test the GPT on standard tasks (an email, short copy and a longer draft) and revise the instructions until the drafts match your style. The facilitator works with participants as they build.
- Break15 mins
- Build session 2: workflow GPT60 mins
Each person or small group builds a GPT for their highest-volume output, such as reports, proposals, brief responses or research summaries, set up with their own templates and past examples. The facilitator moves between groups.
- Build session 3: internal reference GPT30 mins
Teams that have prepared the material build a third GPT from internal documents such as policies, processes and service descriptions. Teams without the material ready use this time to refine their workflow GPT.
- Testing, usage guide and close30 mins
Each GPT built in the session is tested on a real task, and we draft the usage guide and prompt library together. Each person says how they will use their GPT next. We send the written outputs after the session.
Included
What is included
Each train AI on your business session includes the following.
Sent before the session. It tells each attendee which materials to prepare (brand guidelines, copy samples, templates and internal documents) so building can start straight away.
A Reformat Labs facilitator runs the session live and works through the breakout rooms during the build phases, helping each person or group as they go.
A tone of voice GPT, a workflow GPT and, where the material is ready, an internal reference GPT, built and tested during the session in your own ChatGPT account.
A plain-language guide for your team covering what each GPT does, how to access it, how to prompt it and how to update it.
Tested prompts written for the GPTs built in the session, organised by GPT and task.
A live call 30 days after the session to review how the GPTs are working, refine any that need it and answer questions from day-to-day use.
Team
Who runs the session
A Reformat Labs consultant runs each session live. For larger groups, a second consultant provides technical support.
Runs the session live, leads the build phases and works through the breakout rooms during the hands-on sections, helping with instructions, document uploads and prompt design.
On larger sessions, a second consultant deals with technical problems such as access, document formatting and GPT settings, so the lead facilitator can stay with the build.
Quotes
Quotes
Faqs
FAQs
Questions teams ask before they book.
What tools do participants need?
Each participant needs a ChatGPT account on a plan that allows custom GPTs. If your organisation has a business workspace, we use that. Plans and terms change, so check OpenAI's current plans for your account type. If your team uses Claude or another platform with a similar custom assistant feature, tell us and we can discuss adapting the session.
What materials do we need to prepare in advance?
Each participant should bring brand guidelines or tone of voice notes, two or three examples of past work in the style you want, templates you use regularly, and any internal documents you want the reference GPT to use. Check that each document is approved for upload under your data rules. We send a detailed brief before the session.
How many people can attend?
Include the number of attendees in your enquiry. For a large team we can run more than one session or add a second facilitator, and a small team can take the same session with more time on each build.
Do the GPTs we build stay private to our business?
A custom GPT's sharing setting controls who can use it, and you choose that setting when you create it. Data use differs between personal ChatGPT plans and business workspaces, so check OpenAI's current terms for your plan. We go through the sharing and data settings at the start of the session.
What if our brand guidelines are in a format AI can't read directly?
Common formats such as PDF and Word documents can usually be uploaded to a custom GPT. If your guidelines are in a format that does not upload well, we help you convert the relevant content before the session.
We don't have formal brand guidelines. Can we still do the tone of voice GPT?
Yes. Without written guidelines, we use existing work (emails, copy, proposals and reports) to describe your tone during the session. This takes a little longer, and the result reflects how your business writes today.
What does the session cost?
Pricing depends on how many people attend and whether a second facilitator is needed. Send those details through the form and we will reply with a quote for your team.
Talk to us
Enquire about this workshop
Tell us about your team and your preferred dates.