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This is the first of two articles where I’ll dive deeper into the GPT builder features offered by OpenAI and Microsoft Copilot. For this post, I’m focusing on one of the three use cases outlined in my January 9 article, “How to Build an AI Chatbot to Boost Customer Retention.”

Creating high-impact, polished customer materials is essential but it doesn’t have to be time-consuming. With AI tools like OpenAI’s GPT, you can build a customized assistant that streamlines this process. Let’s explore how to configure your GPT to deliver top-notch proposals, emails, or RFPs while staying on-brand.

Step 1: Name Your GPT

Your GPT’s name is more than a label—it sets expectations for its role and value. Choose a name that reflects its purpose and resonates with users.

Examples:

• “Proposal Genius” for sales proposals.
• “Customer Engagement Assistant” for client communication.
• “Marketing Materials Wizard” for marketing content creation.

Step 2: Define Its Purpose with a Description

A clear and concise description helps users understand what your GPT is designed to do. Highlight its key features and the specific problems it solves.

Example Description:
“This GPT specializes in creating personalized customer materials, including proposals, RFPs, and follow-up emails. It ensures consistency with your brand voice and style while saving your team time.”

Step 3: Set Clear Instructions

The way your GPT communicates and operates is defined by the instructions you provide. This step is crucial to aligning its outputs with your brand and objectives.

Effective Instructions Examples:

• “Write in a formal, professional tone. Avoid jargon and use concise sentences.”
• “Focus on SaaS trends, customer pain points, and actionable solutions.”
• “When drafting proposals, emphasize ROI and cost-saving opportunities.”
• “Present the information on a table, including the following fields [Fields name]

These instructions shape how your GPT approaches tasks, ensuring consistency across all materials.

Step 4: Define the Knowledge It Needs

Your GPT’s effectiveness depends on the knowledge it has access to. Equip it with relevant, structured information to deliver high-quality outputs.

What to Include:

• Product or service details: features, benefits, and value propositions.
• Brand guidelines: tone, voice, and formatting preferences.
• Templates: standard structures for proposals, emails, or RFPs.
• FAQs or sales playbooks: common customer questions and answers.

What to Exclude:

• Irrelevant industry topics or outdated product details.
• Internal processes that aren’t customer-facing.

Tailoring your GPT’s knowledge base ensures it produces accurate, on-brand, and impactful content.

Put Your GPT to the Test

Once your GPT is configured, it’s time to see it in action. Test it with prompts like:

• “Draft a proposal for [Client Name] focusing on cost savings and ROI.”
• “Create a follow-up email after a meeting with [Client Name].”

Evaluate its outputs for tone, accuracy, and quality. Fine-tune the configuration as needed to align with your goals.

With a well-configured GPT, your team can save hours on routine tasks while delivering polished materials that impress your customers.

What’s Next?

In my next post, I’ll explore how to configure “capabilities” and “actions” to further enhance your GPT, using this same use case as an example.

What customer materials would you like your GPT to handle first? Start experimenting, and let AI take care of the heavy lifting.