Staff ChatGPT Training Workshop

Creating a Meeting Agenda

During this activity, we’ll create a meeting agenda using ChatGPT and some notes from previous meetings (links to the files are to the right):

1. Make sure you’ve logged into ChatGPT (using your @upenn.edu email address).
2. At the ChatGPT prompt, attach the three meeting note documents (in the right sidebar) and type the following:
   Imagine you are a team of staff members in the finance department at a university discussing annual objectives and goals. Here are three weeks of meeting notes that we had recently. Create a meeting agenda for our upcoming 60-minute team meeting
3. Click the send button. ChatGPT will return a Meeting Agenda based on your previous notes.
4. Oh no! The date on the agenda is wrong, so let’s correct that by typing the following into the same ChatGPT chat:
   Set the date of our meeting agenda to October 20^th
5. Now we’ll change the Location to Outside near the Compass:
   Change the location to Outside near the Compass.
6. It is looking pretty good, so let’s export it as a Word file by typing:
   Export this meeting agenda to Microsoft Word file and call it upcoming_meeting_agenda.docx

Now, let’s explore how you could potentially take a picture of a whiteboard after a brainstorming session and create a meeting agenda from it:

1. Download the whiteboard file (in the right sidebar).
2. Click the paperclip icon in the ChatGPT prompt and upload the whiteboard image.
3. Ask ChatGPT to summarize the board into meeting notes:
   Here’s a picture of a whiteboard from a brainstorm meeting of our team. Identify the text from the image and create an organized meeting agenda for a one hour follow-up meeting to continue annual planning.

You’ll need these files for this activity:

• Word documents with meeting notes
• Photo of a whiteboard

Writing an E-mail

During this activity, we’ll write a welcome e-mail to a new colleague using ChatGPT and show how context can affect the output:

1. At the ChatGPT prompt, type the following:
   Write me an email introducing me to a new team member named Paul
2. Click the send button.
3. The resulting email may be written from the team manager’s perspective (ChatGPT often gives different answers for the same prompts!). Tell ChatGPT what your role is to generate a new draft:
   I am not a manager of this team. I am an IT Project Leader for Wharton Global Youth
4. ChatGPT will likely update the e-mail, but it still may be from the point-of-view of the team manager. Ask for that to change:
   The e-mail should be from me to Paul

You will sometimes see a “Memory Updated” note above a message from ChatGPT. This means it has committed something you said to it’s memory about you. To view or edit ChatGPT’s memory, follow these steps (and the screenshots to the right):

1. Click on the Shield at the top-right of ChatGPT.
2. Click on Settings.
   
3. Click on Personalization. From here you can click on either Manage (to review individual items ChatGPT has remembered about your interactions) or Clear Memory to clear all these items without reviewing them.
4. 
5. You can turn off Memory by toggling off the switch on the right.

Creating a Data Visualization

During this activity, we’ll create a simple chart from one data set and then update it after incorporating another data set. We’ll also learn how to use ChatGPT to modify the chart and export it to use in a report.

First, let’s create a visualization based on arrival times for students to an event:

1. Attach the Event 1 data (downloadable to the right) to ChatGPT and send the following prompt:
   Attached is a list of arrival times for students to an event. Create a heat map visualization of arrival times per hour throughout the day
2. Click Send.
3. Nice, but we wanted a bar chat. Let’s change the format of the chart. Enter the following into ChatGPT:
   Can you show a bar chart instead?
4. It is important to check ChatGPT’s work. Spot-Check the data compared to your original dataset. Ask ChatGPT:
   How many total check-ins were there?
   How many check-ins were there during the 10am-11am hour?
5. Let’s Add another dataset. Click the paperclip icon in the ChatGPT chat bar and upload the previous year’s arrival time spreadsheet, and type:
   Now I will upload check-in data for the previous year for the same event. Compare check-in patterns for both years.
6. That’s a nice chart, but let’s tweak it a little by typing in the following:
   Change the title to “Pre-Term Pop-Up Check-Ins”
   Change the label on the x-axis to “Time of Day”
   Make the bars blue and red

You can also click on the chart icons to make it interactive, change colors, download an image, or make it full-screen.

You’ll need these files for this activity:

• This year’s check-in data
• Last year’s check-in data