The modern working world is all about efficiency. With an endless flow of tasks, information and to-do lists, it is essential to organize your workflows as effectively as possible. AI offers a huge opportunity for everyone in this, and one of the most powerful tools in this regard are Custom GPTs . These custom AI models can automate repetitive tasks for you. By breaking down the steps you often go through for your work or hobby into small pieces, you can create specific assistants that carry out complex assignments in your specific way.
But how do you ensure that AI does exactly what you want? How do you organize your workflows so that you don't waste valuable time writing extensive prompts over and over again? At Synthwave Solutions we have developed the DUID method . This framework helps you write clear, targeted prompts that effectively drive your Custom GPTs.
In this blog you will discover how the DUID method works, how to apply it to optimize your workflow, and how our Custom GPT, the Prompt Engineer , helps you quickly and efficiently create new GPTs to automate your workflows and more get your time!
What is a Custom GPT?
Automating workflows with AI may sound like something of the future, but thanks to Custom GPTs, this is now easy for every professional. Custom GPTs are AI assistants that you can provide with special instructions and files so that chatGPT can use all its intellect for the task you want to do. They are designed to perform specific and repetitive tasks.
The most obvious benefit of Custom GPTs is the enormous amount of time you save. Instead of writing a long and detailed prompt every time, you can train a Custom GPT who knows exactly what your work routines and preferences are. This means you don't have to start over every time, but can use a pre-trained model that understands your specific workflows and context. In addition to saving time, using Custom GPTs also offers a major advantage in terms of consistency. By providing established formats and guidelines, you can achieve strong output that is consistent and in line with your working method.
Example:
Suppose you regularly have to prepare intake forms according to a standard format. Instead of manually drafting a document every time, you can train a Custom GPT who automates this process for you, exactly according to your method & format. You only have to provide relevant data, and the AI will do the rest: from analyzing the data to generating a personal intake form that perfectly suits your way of working.
How Custom GPTs simplify your workday
Think carefully about all the repetitive work you have to do every day: writing emails, drafting documents, analyzing data or answering customer questions. These types of tasks consume time and energy, which would be much better spent strategically on the human part of your work! This is where the power of Custom GPTs into play. A tailor-made GPT can help you by automating many of these tasks, allowing you to focus on the work that really has an impact.
With a Custom GPT that is specifically trained on your unique processes and working methods, you can automate tasks that would otherwise take a lot of time. But how exactly does that work in practice?
1. Automation of repetitive tasks
One of the biggest advantages of Custom GPTs is that they can take over repetitive tasks. For example, consider drafting standard emails, completing standard templates, or drawing up reports. A Custom GPT can perform all these actions independently, provided you manage it correctly.
Example:
You want to send a weekly update email to your team, based on data from different departments. Instead of manually writing these emails every week, you can instruct your Custom GPT to automatically collect the necessary data and compose an email according to the format you specified. All you have to do is send the email (or even that can be automated!).
2. Consistency in your work
Another benefit of Custom GPTs is the consistency they provide. Sometimes you have a huge amount of data for a large job that you all need. Consider previous proposals, transcripts, umbrella plans and other relevant documents. You can now create an assistant that specializes in your job and always has the relevant files and context at hand.
Example:
Suppose you regularly have to prepare intake forms according to a standard format. Instead of manually drafting a document every time, you can train a Custom GPT who automates this process for you, exactly according to your method & format. You only have to provide the relevant data, and the AI will do the rest: from analyzing the data to generating a personal intake form that perfectly suits your way of working.
3. Workflow optimization in small steps
Custom GPTs are not only useful for large projects, they can also help optimize your daily workflows, step by step. A well-trained GPT can act as an assistant who thinks along with you and helps you break down complex tasks into manageable pieces.
Example:
Imagine you're working on a marketing campaign and you want to carefully plan every step of the campaign, from the initial strategy to the final evaluation. Your Custom GPT can help you structure every part of the campaign. For example, it can automatically generate a list of action items, set reminders and even assign tasks to team members. This way, you no longer have to worry about the minute details, but can focus on the bigger strategy.
Using these custom AI tools, such as Custom GPTs , will not only make your workday easier, but also more efficient and productive. You have more time for the tasks that are really important and can trust your AI to do the daily maintenance work.
The power of the DUID method
get the most out of your Custom GPTs Think of it as a kind of genie in a bottle, you can wish for anything, but how you express your wish is very important for what you get! This is what the DUID method helps with. The DUID method stands for Goal, Explanation, Instruction, Details and helps you think about what you want to achieve and how you can best communicate that to your AI assistant. Let's see the method step by step:
Goal
This is the first and most important step. The purpose of your prompt should be clear. What exactly do you want the GPT to do? Maybe you want to have a report analyzed, a marketing text written, or customer feedback summarized. The more concrete the goal, the better the AI will perform. Consider determining the end result and the desired format that you expect from the GPT.
Example:
You want your GPT to perform a marketing analysis based on customer data. Your goal might be: “Create an overview of key customer trends based on feedback from the past year.”
Explanation
Here you provide the background information or context that the GPT needs to properly carry out the assignment. By giving the GPT this context, you ensure that your assistant understands not only what to do, but why it is important. This helps the GPT to generate better and more relevant answers for you.
Example:
“Our company has been collecting customer feedback over the past year through various channels, including email, surveys and social media. We want to analyze this feedback to understand what trends there are in customer satisfaction and complaints.”
Instruction
This is the heart of your prompt. Here you give the GPT specific commands. Make sure these instructions are clear and actionable. Try to break complex tasks into smaller, manageable steps so that the GPT knows what is expected and proceeds step by step.
Example:
"Analyze customer feedback and identify the three most common complaints and suggestions. Provide a brief summary for each complaint and suggestion and identify possible solutions."
Details
Here you specify any additional information, limitations or points of interest. Do you want the output to stay within a certain word count? Should the GPT only focus on certain data points? These details ensure that the GPT focuses on what matters most to you.
Example:
"Maximum 300 words per trend. Focus on feedback from customers who have purchased a product at least three times in the past year."
Building your prompts this way ensures that the AI gets the job done efficiently and in your way, without having to resort to long, complicated prompts.
The DUID method provides structure and clarity, which is crucial when driving AI models such as ChatGPT. By taking the time to clearly formulate your goal and make your instructions clear, you can greatly improve the AI's output. Plus, this method helps you write prompts consistently, so you don't have to reinvent the wheel every time.
The biggest advantage? You can use this method to have the ChatGPT itself write prompts for other Custom GPTs, meaning you'll work faster and more efficiently as you automate more workflows.
Chapter 4: The Synthwave Prompt Engineer – Your Practical Tool for Custom GPTs
In the previous chapters we talked about the DUID method and how Custom GPTs allow you to optimize your workflows without having to write long prompts. Now we introduce the Prompt Engineer , our specially designed tool that helps you quickly and efficiently create new Custom GPTs that perfectly suit your needs.
What is the Prompt Engineer and why should you use it?
The Prompt Engineer is a tailor-made GPT that we have trained on our DUID framework and all the insights we have gained from our 3 years of experience within AI. It is an assistant that supports you in designing and generating effective system prompts for your Custom assistants. The unique thing about the Prompt Engineer is that he not only writes prompts for you, but also thinks along with you to find the best possible solution for your specific situation.
Why use the Prompt Engineer?
- Save time: You don't have to write extensive prompts over and over again; the Prompt Engineer does the hard work for you.
- Ensure quality: Thanks to our investment in training this tool, you get high-quality system prompts that are effective.
- Ease of use: Whether you know exactly what you want or need help developing your idea, the Prompt Engineer will guide you through the entire process.
How do you use the Prompt Engineer?
The Prompt Engineer is easy to use and adapts to your needs. This is how it works:
1. Get started right away with clear instructions
If you already know what kind of Custom GPT you want to create, you can give the Prompt Engineer a clear assignment. It will then immediately generate the correct system prompt for you.
Example:
"Write a system prompt for a Custom GPT that rewrites my emails in my personal tone of voice, with a friendly and professional style. Here are example emails that I want to base the tone of voice on."
Based on this instruction, the Prompt Engineer will create a complete system prompt for you, ready to use. You can complete this prompt under the heading: instructions when creating a Custom GPT via ChatGPT
2. Interactive design support
If you don't yet know exactly how to best develop your idea, the Prompt Engineer offers interactive support. Using the buttons you can indicate that you first want to brainstorm or need help with the design.
This is how it works:
- Click the button: "Help me design my Custom GPT first."
- Design Mode: The Prompt Engineer enters a design mode where he asks you questions to better understand your needs and goals.
- Brainstorming together: He helps you refine your ideas and thinks with you about the best approach.
- Result: Ultimately, he writes an effective system prompt that meets your specific wishes.
Simplified example conversation:
- You: “I want a Custom GPT that analyzes customer interviews and summarizes key insights.”
- Prompt Engineer: "Are there any specific themes or topics you would like to focus on?"
- You: "Yes, I am especially interested in customer satisfaction and suggestions for improvements."
- Prompt Engineer: "Understood. I will create a system prompt for you that includes these elements."
3. Automatically generate the right prompts
After the conversation, the Prompt Engineer will write out the complete system prompt for you, including all details according to the DUID method. You'll get a ready-made prompt that you can use immediately to activate your Custom GPT.
Practical applications of the Prompt Engineer
With the Prompt Engineer you can automate various workflows and make them more efficient. Here are some suggestions for CustomGPTs you can create with this:
Analyzing transcripts
Create a Custom GPT that automatically analyzes transcripts of meetings or interviews and summarizes key points. This saves you hours of manual work and ensures consistent reporting.
Converting intake forms into follow-up documents
Do you have standard intake forms that you need to process into personalized quotes or plans? The Prompt Engineer will help you create a Custom GPT that automates this process, so you get professional documents with minimal effort.
Rewrite emails in your tone of voice
If you often need to send emails and want them to match your unique writing style, the Prompt Engineer can design a Custom GPT for you that rewrites your emails. This way you always communicate consistently and effectively.
Feedback on proposals
Would you like to suggest honest and constructive feedback? Have the Prompt Engineer create a Custom GPT that reviews your documents and provides suggestions for improvement based on your criteria.
Assistance with writing proposals
With a Custom GPT that helps you prepare proposals according to your format or structure, you ensure that you do not miss anything and always deliver a professional document.
This is just a short list of suggestions and the tip of the iceberg. We are happy to help you see how we can use this specifically for your work.
Practical example: Efficiency in our own workflows
At Synthwave Solutions we have used the Prompt Engineer to streamline our own processes. We use the following workflow for our workshops:
- Completing the intake form
We start by completing a standard intake form with all relevant customer information. - Generating a workshop outline
We upload the completed form to a Custom GPT, created with the Prompt Engineer, which automatically generates a detailed outline for the workshop. - Converting to a script
We enter the outline into another Custom GPT, also designed with the Prompt Engineer, which turns it into a complete script in Excel format.
By automating these steps, we reduced a process that would normally take two hours to just ten minutes. This allows us to focus on the content and quality of the workshops, while the logistical tasks are automated.
Getting started with the Prompt Engineer
Are you ready to optimize your own workflows and save time? The Prompt Engineer is your partner in efficiency. Click here to access the Prompt Engineer and discover how easy it is to create your own Custom GPTs.
Tips for optimal use:
- Be specific in your instructions: The clearer you are, the better the Prompt Engineer can help you.
- Take advantage of design mode: If you're still exploring ideas, this feature can provide you with a lot of insights.
- Experiment with different applications: The possibilities are endless; from data analysis to co
Conclusion
Setting up workflows with AI is no longer something for the future—it is a powerful tool that you can use today. With the DUID method and the help of Custom GPTs you can automate repetitive tasks, bring more consistency to your work and, above all, save a lot of time. Our Prompt Engineer is your AI partner that makes writing effective prompts easy, so you can create new GPTs in no time that do exactly what you need.
Are you ready to get started yourself? Try our Prompt Engineer and discover how easy it is to create Custom GPTs that can significantly simplify your workday. Do you need more guidance or advice on how to set up automated workflows with Custom GPTs ? Please contact Synthwave Solutions . We are ready to help you every step of the way, from strategy to implementation, so you can make the most of AI solutions within your organization.
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