By now, you’ve probably tried using ChatGPT. Maybe you’ve even opened it up and asked it a few questions. But there’s a big difference between casually using AI and putting it to work in your business.
If you’re wondering where to begin, or you’ve felt overwhelmed by the jargon and hype, you’re not alone.
This guide breaks down the most practical advice for getting started with using ChatGPT for business use. We’re going to help you understand it, use it, and avoid wasting your time.
Key ChatGPT Terms (And What They Actually Mean)
ChatGPT is already helping businesses like ours streamline processes and improve communication. It’s a tool worth understanding, and we’re here if you want help figuring out how it fits into your workflow.
To begin with, you’re going to want to understand a few terms being thrown around. Understanding this vocabulary will help you feel more comfortable with ChatGPT as you’re testing it out or asking questions.
GPT:
GPT stands for “Generative Pre-trained Transformer.” It’s not your kid’s cartoon robot. It’s an AI language model that can process tons of information and generate responses that sound human. It doesn’t “think” like us, but it’s trained to put information together quickly and in a way that feels conversational.
GPTs:
GPTs are custom versions of ChatGPT you can build to handle specific tasks. You can make your own, you don’t have to be a coder. Businesses can use these to create their own tools or even sell them.
Open AI:
OpenAI is the company behind ChatGPT. Think of it like the Linux of AI, founded to be open and accessible, though it’s shifted over time. Still, it’s the most flexible and widely adopted platform out there.
Workspace:
Workspace is your personal environment where chats, files, tools, and custom GPTs live. It’s not Google Workspace, it’s more like your own AI desk.
Memory:
Memory is how ChatGPT remembers things you’ve told it. It can store preferences, your role, even your tone. But you control what it remembers and whether it uses that memory at all.
Chatbots:
Chatbots are those annoying boxes that pop up on websites asking if they can help you. They were never very helpful. They don’t understand context or conversation, just basic scripts.
Agents:
Agents are the next evolution. Think of them like your own AI assistants that can follow instructions, complete tasks, and help with repetitive work. The best part? You don’t need to be a programmer to make one. If you can teach an employee how to do something step-by-step, you can build an agent.
The Difference Between ChatGPT vs. Old-School Chatbots
Basic chatbots are fine for one thing: answering “What are your hours?” But ask anything outside the script and you’re out of luck.
ChatGPT, on the other hand, is a conversational tool. It can:
- Understand and respond in plain English
- Learn your preferences over time
- Build on past conversations
If you’ve been burned by chatbots before, don’t lump ChatGPT into that same category. It’s like comparing a flip phone to a smartphone.
How to Set Up ChatGPT (Step-by-Step Tutorial)
If you’ve already created an account, great. But here’s what you need to know to do it right. To go along with these steps you can check out this live training session we recently recorded.
Step #1
Go to chat.openai.com and sign up using your email, or use Google, Microsoft, or Apple to make it even easier.
Step #2
Verify your email and phone number. Yes, you’ll need to give your number.
Step #3
Create a strong password. Use a passphrase, not something simple. You want at least 16–20 characters.
Step #4
Enable multifactor authentication. Always. This is your business data, treat it like it matters.
Step #5
Pick a plan. And here’s where we’ll give it to you straight: we are not talking about the free version in this guide. The free version uses outdated technology and doesn’t give you access to the best tools. It’s great for your kids to play with, but if you’re using this for work, you need ChatGPT Plus or higher.
Step #6
Once you’re set up, bookmark the dashboard and download the mobile app. Everything syncs if you have memory turned on.
The Most Important Setting You Need to Check
Before you start prompting away, there’s one security setting you don’t want to miss. Go into your settings and find the option that says: “Improve the model for everyone.”
Turn it OFF.
This one setting controls whether your prompts, files, and conversations are used to train OpenAI’s global model. If it’s on, your business info could be added to the learning pool. If it’s off, your data stays private.
Even if you’re using memory inside your workspace, that’s for your benefit. It doesn’t mean your data is being shared unless this switch is turned on.
Also, if you’re using a business account, don’t merge your personal workspace with it. Keep them separate. You can toggle between them but merging them opens up a messy can of worms for privacy and data separation.
Further Reading: AI Security and Privacy Checklist
What Is ChatGPT Teams?
A “prompt” is just how you talk to ChatGPT. It’s your instruction. And yes, people are out there selling $50 prompt guides. Let me save you the money: you don’t need them.
If you’re unsure what to say, just say it like you would to a human assistant.
Examples:
- “Summarize this email thread and write a follow-up.”
- “Create a to-do list for this project.”
- “Give me 3 options for rewording this paragraph in a more casual tone.”
Still not getting what you want? Just say: “That’s not quite right, can you make it shorter/more formal/add stats?”
ChatGPT is a conversation, not a one-shot command. It will go back and fix what you ask.
If you need help writing a better prompt… ask ChatGPT to help you write a better prompt. Yes, really.
Business Prompts You Can Use Today
For productivity:
- “Summarize this meeting transcript into key takeaways.”
- “Based on these 5 goals, create a weekly to-do list.”
For communications:
- “Draft a thank-you email after a discovery call.”
- “Write a professional response to this customer complaint.”
For training and onboarding:
- “Turn this document into a 5-step internal SOP.”
- “Create an onboarding checklist for new hires.”
For creativity and planning:
- “Give me 5 ideas for a team-building event.”
- “Plan a murder mystery party for 10 people with a tech theme.”
There’s no limit. The more detail you give it, the more helpful it gets.
What Are Agents (and Why They’re a Big Deal)
Here’s the real magic.
ChatGPT responds to what you ask. Agents act on what you ask. They follow multi-step instructions. They can connect to other tools. And they can perform actual processes without you having to do each step manually.
This is like training an employee. “If they ask this, send them here. If they say that, do this.” You’re not writing code, you’re just laying out the steps logically.
Agents can:
- File documents based on content
- Automate internal workflows
- Read incoming files, extract key info, and organize them automatically
One of the systems we use, Square 9, has already built this in. It can read scanned documents, recognize invoice numbers, and file them in the correct folders automatically.
That’s not just OCR (Optical Character Recognition), which only reads the text on a page. It’s AI comprehension, meaning it can actually understand what that text means and take action on it. And it’s only going to get more powerful.
Which AI Tool Should You Use?
People ask all the time: “Is ChatGPT the best tool?”
Here’s the honest answer: there’s no one winner. ChatGPT is the most flexible and widely used right now, which is why we recommend it. But Google has Gemini, Microsoft has Copilot, Meta has its own projects, and IBM Watson is still doing its thing.
Don’t think of it like picking a phone plan. Think of it like picking the right tool for the job:
- ChatGPT for custom prompts, brainstorming, and writing
- Copilot for help in Excel, Word, Outlook
- Gemini for deep Google Workspace integration
Eventually, you’ll probably use more than one. And that’s okay.
Start Using ChatGPT In Your Business Today
There’s a race happening, and not just between AI companies. It’s a race between businesses who use AI well and those who get left behind.
You don’t need to master it overnight. But you do need to start.
Start asking questions. Start trying prompts. Use it to write something. Summarize something. Automate one annoying process.
And remember, AI is impressive, but it still takes real intelligence to use it well.
If you’re ready to start using ChatGPT at work, or want help getting your team set up on ChatGPT Teams, Just Solutions is here. We have plenty of additional resources for you. Message us at sales@justinc.com and we’ll send them your way!