Why Everyone’s ChatGPT Workflow is Unique

When it comes to using ChatGPT, everyone develops their own unique workflow. The way you engage with it can be deeply personal, tailored to your specific needs, tasks, and goals. In this article, I’ll walk you through my journey, the challenges I faced, and the system I ultimately developed to make my ChatGPT experience seamless, powerful, and adaptable.

I started with role-play prompts and single-use GPTs, but soon realized I needed something more versatile. This led me to build a modular knowledge base—a single, consolidated assistant that can handle everything I throw at it, from brainstorming ideas to improving emotional intelligence.

Starting with Single-Use GPTs

In the beginning, I created different GPTs for different tasks:

  • Writing Prompts
  • Blog Writing
  • Brainstorming

At first, this approach felt effective. Each GPT served a specific purpose, and I thought I had everything covered. But as my projects grew, my tasks began to overlap. For example, I’d write content with one GPT and then need to refine it with another. Switching between GPTs became cumbersome and inefficient. Each GPT lacked context about what I’d done previously, making the workflow messy and frustrating.

The Challenge of Multi-Agent Workflows

In the AI community, this problem is often referred to as a multi-agent workflow—where different agents handle different tasks. Ideally, these agents should communicate seamlessly. However, ChatGPT doesn’t currently support agents talking directly to each other. Managing multiple GPTs manually led to several issues:

  • Context Loss: Each GPT was unaware of what others were doing.
  • Time Inefficiency: Constantly switching between GPTs slowed me down.
  • Mental Fatigue: Keeping track of which GPT did what was overwhelming.

I knew I needed a more streamlined, integrated solution to handle everything in one place.

The Breakthrough: A Modular Knowledge Base

The breakthrough came when I built a modular knowledge base. This approach allowed me to:

  1. Combine Multiple Expert Personas: Instead of separate GPTs, all personas lived within one assistant.
  2. Seamlessly Switch Contexts: Move between tasks without losing information.
  3. Integrate Templates, Guides, and Resources: Everything I needed was in one place.

With this modular setup, I could write, brainstorm, strategize, and reflect—all within a single assistant. No more juggling multiple GPTs. Everything became streamlined and efficient.

How to Build Your Own Modular Knowledge Base

If you’re inspired to create your own all-in-one assistant, here’s a step-by-step guide to get you started.

1. Define Your Expert Personas

Identify the different roles your assistant needs to fill. For example:

  • Content Strategist: Helps generate blog ideas, refine drafts, and create social media posts.
  • Product Consultant: Assists in creating product strategies, consulting reports, and market analyses.
  • Workshop Facilitator: Guides you through brainstorming sessions, retrospectives, or design sprints.

Each persona should have a clear purpose and a defined set of tasks they excel at.

2. Create Templates and Guidelines

Templates ensure your assistant responds consistently and efficiently. Examples include:

  • Content Templates: Structures for blog posts, newsletters, or social media content.
  • Reflection Templates: Prompts for introspection, identifying goals, and tackling challenges.
  • Strategy Templates: Frameworks for product roadmaps, marketing plans, or consulting reports.

I update the Templates & Guides section a few times a month. Anything I find myself doing repeatedly becomes a template. This practice ensures my assistant stays effective and aligned with my evolving needs.

3. Organize with Craft.do

I use Craft.do to build and organize my knowledge base because of its intuitive design and effective PDF export capabilities. Here’s how I structure it:

  • Nested Pages: Organize content hierarchically for clarity.
  • Card System: Break down information into manageable chunks.
  • Hyperlinked Table of Contents: Helps the assistant quickly find relevant information.

I prefer Craft over Notion because Craft’s PDF exports maintain a cleaner format, making it easier for ChatGPT to parse the content.

4. Maintain Privacy and Personalization

Initially, I included Personally Identifiable Information (PII) like my name, location, and age. However, I later removed all PII to enhance privacy. This change not only made my assistant safer to use but also increased its reusability and utility.

To personalize my assistant, I added high-level information about my skills, business, and preferences, as well as empathetic guidelines to ensure emotionally intelligent responses. This balance of personalization and privacy makes the assistant both effective and secure.

Real-World Examples of My Workflow in Action

1. Brainstorming and Idea Generation

One of the most valuable ways my assistant supports me is during brainstorming sessions. I’ve developed structured workshops for idea generation, such as:

  • Push It: Uncover ideas for improving existing solutions.
  • What Next?: Explore new creative directions and possibilities.
  • Get to Fully Baked: Refine half-formed ideas into solid, actionable plans.

These workshops help me uncover insights, generate creative solutions, and refine ideas efficiently.

2. Decision-Making and Prioritization

For decision-making, I use a UX Scorecard method that evaluates ideas through the lenses of desirability, feasibility, and viability. This method helps me prioritize ideas that are innovative yet practical.

My assistant guides me through this process step-by-step, ensuring I make well-informed decisions quickly and confidently.

3. Growing Emotional Intelligence (EI)

One of the most unexpected and transformative uses of my assistant has been in developing my emotional intelligence. I’ve had conversations with my assistant about real-life scenarios where I needed help understanding different perspectives. The assistant offers insights into possible viewpoints, helping me navigate interactions with more empathy and understanding.

This practice has improved my communication with my partner, friends, and colleagues, leading to healthier and more productive relationships.

Challenges and How I Overcame Them

Building this workflow wasn’t without its challenges. Here are a few I encountered and how I addressed them:

  1. Redundant Information:
    • Problem: Adding too much info initially led to redundancy and slowed down knowledge retrieval.
    • Solution: Streamlined the knowledge base by reducing redundancy, improving parsing speed, and enhancing efficiency.
  2. Privacy Concerns:
    • Problem: Including PII made the assistant less secure.
    • Solution: Removed all PII, making the knowledge base safer and more reusable.
  3. Keeping the Assistant Effective:
    • Solution: Regularly update the Templates & Guides section. This habit ensures the assistant evolves with my needs and stays aligned with my workflow.

Future Potential: Where This Workflow is Heading

As AI technology evolves, I see exciting possibilities for further enhancing this workflow:

  • Multi-Agent Systems: Assistants that can communicate and collaborate seamlessly.
  • Dynamic Context Management: Smarter ways to maintain context across long, complex sessions.
  • Enhanced Personalization: Deeper customization without compromising privacy or security.

I’m excited to see how these advancements will further streamline workflows and expand the potential of AI assistants.

If you’re ready to build your own assistant or optimize your ChatGPT workflow, let’s connect! Book a call with me, and I’d be happy to help you get started.

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