AI, Google Workspace & ChatGPT for Everyday Work Productivity

Fundamental

9:00am - 5:00pm (1-Day)

Pre-requisite: No

INTRODUCTION

“AI does not replace humans; rather, humans who know how to use AI will replace those who do not.”

Today’s work environment demands speed, accuracy, and consistency in the preparation of information and communication across multiple channels. Administrative workloads, document preparation, and repetitive digital communications often erode focus on higher-value work.

The emergence of Artificial Intelligence (AI) and generative models such as ChatGPT has created new opportunities to systematically enhance departmental productivity. However, effective use of AI requires a clear understanding of its capabilities, limitations, data security considerations, and proper prompt-writing techniques.

This training program is designed to be practical and task-focused, supporting participants in using AI as a daily work support tool rather than a replacement for human judgment. Emphasis is placed on workflows that are department-agnostic and easily adaptable to organizational needs.

WHO SHOULD ATTEND?

Administrative officers and support staff
Executives and professional support officers
Supervisors, unit heads, and section heads
Managers level
Officers and staff from state agencies or statutory bodies involved in official documentation and formal communications

COURSE OBJECTIVE

Participants will be introduced to the use of Artificial Intelligence (AI) and generative models such as ChatGPT, as well as comparable platforms (Claude, Grok, Gemini), to accelerate and standardize daily office tasks across all departments—whether Administration, Human Resources, Finance/Accounts, Procurement, and others.

The primary focus is on how AI can support the preparation of official letters and memo, meeting minutes, Excel sheets, document and circular summaries, multi-channel announcements (email, portals, WhatsApp), and presentation materials with greater speed and consistency.

LEARNING OUTCOME

Explain and understand the fundamental concepts of generative AI and the use of ChatGPT within the context of government agencies or state corporations, including its benefits, limitations, and data security considerations.
Apply effective prompt techniques to produce and standardize work documents such as official letters, memo, meeting minutes, Excel tables, and presentation materials more efficiently and consistently.
Transform a single informational text into multiple digital communication channels (email, WhatsApp, portal/intranet, and meeting minutes), and develop a reusable departmental prompt library.
Develop a reusable “departmental prompt library” that can be adopted by any unit, enabling a department-agnostic productivity approach that is easily adapted to specific departmental functions.

By the end of the course, participants will :

TRAINING METHODOLOGY

Facilitation of interactive workshops based on real workplace tasks
Group discussions and experience sharing
Repeated hands-on practice sessions
Case studies and simulations of real work scenarios
Use of interactive digital applications such as Kahoot and Mentimeter

COURSE CONTENT

Module 1: Introduction to AI & ChatGPT Fundamentals

Objective: To identify and understand the fundamental concepts of Artificial Intelligence (AI) and commonly used generative AI applications.

History and evolution of AI
How AI works
Understanding generative AI and ChatGPT in the context of government agencies and state corporations
What AI can support (drafting, summarization, translation, formatting)
Limitations and data-related issues: what should not be shared
Core principle: AI generates → humans review
AI security and ethical usage

Module 2: Effective Prompt Techniques

Objective: To enhance workplace productivity through the ability to write clear and effective AI instructions for daily administrative and digital communication tasks.

Prompt structure: Role–Action–Target–Structure (RATS)
Iterative prompting for more accurate results
Prompt strategies: role-play, step-by-step, and few-shot prompting
Sample prompts for administration, communication, and program management
Common prompt-writing mistakes and how to avoid them

Module 3: AI for Workplace Productivity (Microsoft Office + ChatGPT)

Objective: To transform work processes in preparing official documents, monitoring tools, and professional presentations using the power of AI.

Preparing official letters, memo, and meeting notes using AI
Generating action trackers, monitoring lists, and converting text into Excel tables
Creating PowerPoint slide outlines from reports or long-form text
Workflow approach: source text → AI refinement → departmental document
Bonus: Creating full slide decks using Gamma AI

Module 4: Digital Communication with AI

Objective: To master effective digital communication using AI tools.

Drafting professional emails (internal and external)
Writing concise WhatsApp messages (3–4 lines)
Preparing portal/intranet content (50–80 words)
Structuring complete meeting minutes with action items, persons-in-charge (PIC), and due dates
Core concept: one message → multiple channels → action