How to Boost Team Productivity with Custom GPTs

Reading Time: 6 Minutes

Personal and corporate digital transformation journeys are complex. However, custom AI tools equip both employees and businesses by enhancing their productivity and helping them stay ahead of most competitors. Special attention is paid to custom GPTs as the next step in meeting businesses’ specific needs.

In this short article, we’ll shed light on the nature of custom GPTs and how a business can use them to boost a team’s productivity.

What Are Custom GPTs?

A custom GPT is the ChatGPT’s no-code feature, allowing users to tailor the chatbot to their specific needs. A special GPT builder lets users enter a group of text prompts, thus giving instructions. The builder then draws up these instructions to perform as the guiding rule. 

Users can provide extra context through the files they upload to the platform, link their custom GPT to 3rd-party services, etc. Such GPTs are typically shared among ChatGPT users and can become public. Public custom GPTs are available via search engines.

Convenience is probably the core benefit of custom GPTs. They become a user’s own prompt library, excluding the need to retype particular prompts. In other words, custom GPTs deliver a chatbot that helps users engineer prompts and distributes what they engineered. 

How Custom GPTs Can Help Teams

Though the hows can be multiple, depending on the niche, there are common ways custom GPTs can become highly adaptable, offering completing positions for companies prepared to embrace a technology shift in their craving for efficiency and redefined productivity. 

Use Custom GPTs to Facilitate Communication

Custom GPTs are easily automated to facilitate in-team communication. They respond to frequent questions and inquiries, quickly deliver the searched information, and help draft documents or emails. The benefit of GPTs is they can cut through the noise and avoid delivering misheard instructions or losing emails. With them, clarity quickly displaces confusion in communication.

Use Custom GPTs to Optimize Repetitive/Routine Tasks

Every team starts its day with mundane, routine tasks (report generation, data entry, etc.). These repetitive tasks take much time and effort but don’t really drive productivity or performance. In other words, they drain your team’s productivity. Custom GPTs can optimize your team’s work by automating repetitive tasks, freeing up your team to spend more time on more important, complex, and strategic assignments. 

Use Custom GPTs to Bolster In-Team Collaboration

Collaboration is a cornerstone for growth and team synergy. When you know how to build custom GPTs and introduce them into your operations, they will start assisting you and your team in brainstorming new ideas, sharing knowledge and research results, completing ambitious projects, and solving problems. These instruments have the power your team may need to enter the era of creativity and productivity.

Use Custom GPTs to Improve Project Management

Project management is about planning, launching, executing, overseeing, supervising, and closing. With so much on board, it often becomes a complex and challenging process. However, it can be simplified by custom GPTs. These models are advantageous for creating plans and tracking progress. They sometimes help to detect flaws and potential risks. Unlike human managers, GPTs can quickly process big data sets for your team to maintain focus and meet deadlines.

Use Custom GPTs to Augment Decision-Making

It’s crucial to analyze lots of data to make the right decisions. While teams may need a lot of time to gather data, analyze it, generate insights and reports, deliver alternative possibilities, and evaluate many other options, custom GPTs work like X-ray vision tools. They offer insights instantly, thus guiding a team through the most complex projects with maximum ease. You can use custom GPTs to make informed choices with speed and confidence. 

Use Custom GPTs to Keep Learning

In 2023, about 35% of the global population used AI-driven instruments to learn new things regularly, while 47% used such instruments occasionally. Whatever your core domain is, your team requires ongoing learning and improvement so your business can keep up with the ever-changing world. After you train your custom GPTs on certain industries and specific domains, your team can utilize these instruments in a specific context to train and develop without much effort. This not only helps to save time but also guarantees efficient support and consistency of education.

Building Your Custom GPT for Team Productivity

While custom GPTs offer a treasure trove of benefits, successfully implementing one requires careful planning and execution. Here’s a step-by-step guide to building your own custom GPT for team productivity.

Step 1: Define Your Needs and Goals

Before diving into technical aspects, it’s crucial to clearly define your team’s specific needs and goals. Here’s what to consider:

  • Identify Productivity Pain Points: What repetitive tasks hinder your team’s efficiency? Are there knowledge gaps or communication challenges?
  • Prioritize Areas for Improvement: Focus on the areas where a custom GPT can deliver the most significant impact on your team’s productivity.
  • Set Measurable Objectives: Establish clear goals for your GPT, such as reducing email response times or automating specific report generation by a certain percentage.

Step 2: Data Preparation

The quality of your data is paramount for training an effective GPT. Here’s what you need to consider:

  • Data Sources: Identify the data your GPT will be trained on. Depending on your goals, this could include internal documents, emails, project materials, code repositories, or industry-specific data sets.
  • Data Cleaning and Pre-processing: Raw data often contains inconsistencies or irrelevant information. Clean and pre-process your data by removing duplicates, correcting errors, and ensuring it aligns with the format your chosen GPT platform requires.
  • Data Quantity: The amount of data you have significantly impacts the effectiveness of your GPT. While a larger data set is generally better, explore transfer learning techniques if your data volume is limited. Transfer learning involves using a pre-trained GPT model and fine-tuning it with your specific data for faster and more efficient training.

Step 3: Choosing the Right GPT Platform

Several GPT platforms offer varying features and capabilities. Consider these factors when making your choice:

  • Cost: Pricing models for GPT platforms can vary. Evaluate your budget and choose a platform that aligns with your needs and usage expectations.
  • Ease of Use: Some platforms offer user-friendly interfaces with minimal technical expertise required. Others cater to developers with more control over the training process. Choose a platform that matches your team’s technical skillset.
  • Customization Features: Ensure the platform allows for training on your specific data and offers the customization required for your desired functionalities. Some platforms provide pre-built templates or tools for specific tasks like building chatbots or knowledge bases.

Step 4: Training and Testing Your Custom GPT

Once you’ve chosen your platform and prepared your data, it’s time to train your custom GPT.  Here’s a general overview of the process:

  • Upload your data: Follow the platform’s instructions to upload your prepared data set.
  • Define training parameters: Specify the desired functionalities and performance metrics for your GPT.
  • Training process: The platform will train the GPT model on your data set. This process can take time, depending on the model size and data complexity.
  • Testing and Iteration: Evaluate your GPT’s performance through testing. The platform may offer built-in testing tools, or you can develop your own test cases based on your initial goals. Refine your training parameters or data set based on the test results and iterate until you achieve the desired level of accuracy and functionality.

Step 5: Integrating Your Custom GPT into Your Workflow

A well-trained GPT is only valuable if it’s seamlessly integrated into your team’s existing workflow. Here’s what to consider:

  • API Integration: Many GPT platforms offer APIs (Application Programming Interfaces) that allow you to integrate your GPT with existing tools and platforms your team uses.
  • User Interface: To encourage user adoption, consider developing a custom interface for your GPT that aligns with your team’s existing tools.
  • Training and Support: Train your team to utilize the custom GPT effectively and troubleshoot any potential issues.

Remember, building a custom GPT is an ongoing process.  As your team’s needs evolve, you can retrain and update your GPT with new data to ensure it remains relevant and continues to contribute to enhanced team productivity.

Real-World Examples: Custom GPTs Boosting Team Productivity

Custom GPTs are no longer a futuristic concept; companies are actively utilizing them to enhance team efficiency and collaboration. Here are a few real-world examples:

Marketing Agency Streamlines Content Creation:  A marketing agency deployed a custom GPT trained on their past marketing materials, client emails, and industry best practices. The GPT assists with content creation by:

  • Generating initial drafts for blog posts, social media content, and email campaigns.
  • Suggesting relevant keywords and SEO optimization strategies.
  • Summarizing competitor content and market trends.

This GPT empowers marketing teams to create high-quality content faster and more consistently.

Legal Department Automates Contract Review:  A large law firm developed a custom GPT trained on a vast legal document corpus, including contracts, case law, and regulatory frameworks. This GPT assists legal teams by:

  • Identifying potential risks and clauses requiring closer examination within contracts.
  • Highlighting inconsistencies or missing information within legal documents.
  • Automating routine contract review tasks, freeing up lawyers’ time for complex legal analysis.

Software Development Team Enhances Internal Knowledge Sharing:  A software development company built a custom GPT knowledge base powered by internal code repositories, bug reports, and developer discussions. This GPT empowers developers by:

  • Providing instant access to solutions for common coding problems faced by past team members.
  • Offering code snippets and debugging suggestions based on specific error messages.
  • Facilitating knowledge transfer between experienced and new developers, ensuring continuity and faster onboarding.

These examples showcase the diverse applications of custom GPTs in various industries. As this technology continues to evolve, we can expect even more innovative ways to leverage custom GPTs to unlock a new era of team productivity and collaboration.


Efficiency is the king of the current world. To ensure your team keeps up with the times and leads the charge into a smarter and more productive future, you need to introduce custom GPTs into your most crucial operations. These instruments will help reduce downtime, boost productivity, and guarantee that your team, and thus your business, improves. 

I'm Allison Dunn,

Your Business Executive Coach

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