How to Use ChatGPT in Your Business

Most people think of ChatGPT as a clever chatbot.

Smart business leaders see something else: a chance to radically streamline processes, spark innovation, and give their teams back precious time.

Managed IT Support – dev test version

If you’re still just “trying it out,” you’re only scratching the surface.

In this guide, we’ll show you how to use ChatGPT effectively (and securely) in your organisation, including prompt-writing tips, a breakdown of free vs paid plans, and the security steps every team should take before adopting AI tools at scale.

Quick Start: How to Use ChatGPT in Business

To use ChatGPT safely and effectively:

1. Structure your prompts using role, task, context and format
2. Avoid sharing personal or sensitive information, use placeholders instead
3. Use ChatGPT Plus or Team for more advanced controls and features
4. Double-check all outputs, especially facts, links and legal copy
5. Establish an internal AI Use Policy to guide secure adoption

Used strategically, ChatGPT can improve decision-making, reduce admin, and empower teams, without compromising security or quality. But it’s not plug-and-play. Treat it like any other enterprise tool: with structure, clarity and oversight.

What Is ChatGPT, Really?

ChatGPT is an AI-powered assistant developed by OpenAI. At its core, it’s a conversational interface for generative AI capable of tasks like writing, summarising, analysing, and idea generation, all based on natural-language prompts.

Used right, it becomes an extension of your team: a research partner, copy assistant, spreadsheet whisperer, and sparring partner for strategy.

But it’s not magic. It requires direction, structure, and guardrails.

CYAN played a critical role in the transition of the Toto operations to EDF and provided uninterrupted and professional IT services in what was a very uncertain environment.

Which ChatGPT Plan Do You Need?

Before we dive into use cases or prompting techniques, let’s clarify what you’re actually getting:

Plan	What You Get
Free	GPT-3.5 access only, slower performance, no file uploads, no memory
ChatGPT Plus	GPT-4 access, faster, file uploads (e.g. PDFs, spreadsheets), basic customisation
Team/Enterprise	GPT-4 with admin control, enhanced security, API access, longer memory

Data sensitivity matters:

• Free/Plus users’ prompts may be used to train models.
• Team and Enterprise users get strict data isolation by default.

Learn more on OpenAI’s plan comparison

Prompting Like a Pro: Our 4-Part Formula

To get high-quality results from ChatGPT, structure is everything. At CYAN, we use a 4-part prompting framework. Below are 2 examples of how to use this framework within your business:

Objective: You’re a business leader preparing for a board meeting and need to summarise the key IT risks and upcoming investment priorities. You want a structured briefing you can share internally or use to guide discussion.

Element	Example Prompt Snippet
Role	“You are a virtual CIO with experience supporting SMEs…”
Task	“…create a summary of current IT risks and future investment priorities…”
Context	“…for a professional services firm with 50 staff, using Microsoft 365 and no in-house IT team.”
Format	“…return as a short briefing with bullet points under ‘Risks’, ‘Recommendations’, and ‘Next Steps’.”

Objective: You manage operations or logistics and need to create a clear onboarding checklist for new delivery suppliers — something structured that keeps everyone aligned.

Element	Example Prompt Snippet
Role	“You are a logistics coordinator with experience in supply chain planning…”
Task	“…create a checklist for onboarding a new delivery supplier…”
Context	“…for a UK-based e-commerce business with warehousing in two locations.”
Format	“…return as a table with task, owner, deadline, and notes columns.”

💡 Tip: Be specific about tone, audience, and output. You’ll get far more relevant, actionable responses the more in-depth your prompt is.

⚠️ Reality check: ChatGPT can be confident – and confidently wrong. Always double-check legal terms, links, and figures, especially for anything HR, finance, compliance or contractual. AI tools are a co-pilot, not an autopilot.

Business Use Cases You Might Be Missing

Most teams use ChatGPT to summarise emails or write social media content. Fair. But here’s how to push further:

Strategic Planning

Use it to map out new processes, spot risks, or compare vendors using custom criteria.

Idea Sprinting

Give it a seed concept and ask for 10 taglines, 3 campaign ideas, or 5 angles for your next board pitch.

Internal Training

Create draft onboarding checklists, training scenarios, or explainers tailored to your team’s tools.

Data Wrangling

Paste spreadsheet data and ask it to clean, format, or summarise patterns. (Premium plan required.)

How to Use ChatGPT Without Leaking Confidential Data

Most AI guides stop at prompting. But security? That’s where things get real.

If your team is using ChatGPT like a casual Google doc, pasting in client data, internal messages, or sensitive contracts, it’s time to rethink your approach.

Here’s your essential safety checklist:

• Never paste customer names, emails, or sensitive contracts
• Replace identifiable data with placeholders (e.g. “Client A”)
• Turn off “Chat history & training” (available on the Plus plan)
• Use ChatGPT Team or Enterprise for anything high-risk or regulated
• Create a clear internal AI Use Policy (we’ve written one for you → check it out here)

💡Remember: ChatGPT is a third-party platform. If you’re not treating it like any other software vendor, with controls, boundaries and risk reviews, you’re taking avoidable risks.

Why You Need an AI Policy Before You Scale

If you’re experimenting with AI tools across departments, consistency matters. A written AI policy:

• Sets expectations for ethical, secure use
• Guides staff on what data is fair game
• Reduces legal and reputational risk
• Aligns AI use with your existing security strategy

We’ve created a clear, editable AI Policy Template you can adapt to your organisation.

👉 Get the free AI policy template here

TL;DR: Your ChatGPT Implementation Checklist

Step	Action
1	Define your use cases and priority teams
2	Choose the right ChatGPT plan for data needs
3	Train staff on prompt structure and tone
4	Lock down sensitive data protocols
5	Roll out an internal AI policy
6	Review performance quarterly and refine use

Final Thought: Use ChatGPT with Purpose

AI isn’t here to replace your team. It’s here to unlock their potential.

The businesses that win with ChatGPT (or any AI tool) aren’t using it because it’s trendy. They’re using it because they’ve thought deeply about risk, training, process and have built a structured approach that makes it a genuine advantage.

Written by Team CYAN

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