For Product Managers, Product Owners and Product Leaders, effective communication is key. Whether you’re liaising with engineers, data analysts, or stakeholders, the ability to convey your message in a style that resonates with your audience is invaluable. Though, while communication is important, it can also take up a lot of time. Writing emails, hosting meetings and doing presentations all take up a lot of our time on a day-to-day basis, and we always need to adapt the communication to the sender.
Therefore, we have used ChatGPT to overcome that problem by getting it to help us draft emails. Normally, you would get a generic response, but we have found a way to do it so that it adapts and imitates your unique writing style.
Here’s a step-by-step guide on how you can use ChatGPT to tailor your communication effectively. Note that this works best for ChatGPT Plus or OpenAI API users.
Step 1: Gather Writing Samples
Start by collecting ‘perfect’ examples of your writing. These could be emails, blog posts, or journal entries – any content that you feel represents your writing style.
This step is crucial as it forms the basis of ChatGPT’s learning process, enabling it to understand and replicate your unique voice. We will use it as the ‘perfect’ example of a writing. The more you have, the better, though a handful emails or similar should do it.
Step 2: Fire Up ChatGPT
Once you have your samples, open a new chat with ChatGPT. Preferably use the GPT-4.
Feed ChatGPT with the following prompt to guide it in analyzing your writing:
“Analyze my writing below in the following categories:
– Syntax and Grammar
– Vocabulary and Diction
– Tone and Voice
– Imagery and Figurative Language
– Rhythm and Pace
Provide an analysis for each category in one sentence. Also provide one example from my writing that is representative of this analysis.
My emails/blog posts/journals: [insert your writing]“
Then, let ChatGPT do its work and when it’s done, move to step 3.
Step 3: Apply ChatGPT’s Analysis
After receiving the analysis from ChatGPT, you’ll have a clearer understanding of your writing style across various dimensions. This insight is what ChatGPT will use to mimic your style effectively.
Copy the output from ChatGPT and paste it in your custom instructions under “How would you like ChatGPT to respond?“.
To find the custom instructions, go to: https://chat.openai.com/chat and click on your profile in the bottom-left corner. Click where it says “custom instructions” and put the content in the second box.
Step 4: Draft Emails In Your Own Style Using ChatGPT
Now, whenever you create a new chat in ChatGPT, it will answer you in the way that you would write.
So, to use it to draft emails, you could build up your prompts like this:
- Define the type of person you’re writing to. E.g. is it a Software Developer, a Data Analyst, a Designer, or something else?
- Give it context. Are you answering an email, writing about a new project, or something third? The more context it has, the better the response.
- How would you like the structure of the email to be?
When you have found a standard way of prompting ChatGPT for writing emails, then save it as a template, and use it again and again. This is where it really becomes useful.
Template Prompts for Tailoring Messages
Now that you have the writing style in place, you can go into ChatGPT and get it to draft emails for you.
Below are a few template prompts that you can customize based on who you write to:
For Writing To Engineers:
“Please write an email to our lead engineer, Jordan, imitating my writing style. The email should [whatever you want to write about. e.g. inquire about specific technical challenges related to a specific issue or feature], and encourage a discussion for potential solutions in the next team meeting.“
For Writing To Data Analysts:
“Please write an email to our data analyst, Alex, imitating my writing style. The email should discuss the recent trends observed in user engagement data, ask for a deeper analysis on the causes behind these trends, and suggest scheduling a meeting to discuss further.“
For Writing To Stakeholders:
“Please write an email to our key stakeholder, Ms. Thompson, imitating my writing style. The email should provide a summary of the recent progress on [project or feature], highlight the alignment with our broader company objectives, and invite feedback or suggestions for future directions.“
By using these templates and adjusting them for each person you’re writing to, you can maintain consistency in your communication, ensuring that it’s always in your tone of voice, no matter the audience.
Remember, the key to effective communication in product management is not just what you say, but how you say it. ChatGPT can be a powerful ally in ensuring your message is not only heard but also resonates with your intended audience.
Want to learn how to build your own GPT? Check out this article: How To Create Your Own GPT for Product Management.
Want to learn more about AI-Powered Product Management? See all our materials about it here.
Or listen to our Podcast Episode on AI-powered product management: