1 00:00:00,640 --> 00:00:04,480 Speaker 1: If you're sick of repeating yourself every time you open 2 00:00:04,600 --> 00:00:07,760 Speaker 1: a new chat with Jenai. You know, Here's who I am, 3 00:00:07,880 --> 00:00:11,360 Speaker 1: here's my tone, Here's what I do, then this episode 4 00:00:11,560 --> 00:00:17,239 Speaker 1: is for you. Neo Applan, Inventium's Jenai Guru is back 5 00:00:17,320 --> 00:00:20,960 Speaker 1: to walk us through one of his favorite tricks for 6 00:00:21,000 --> 00:00:25,919 Speaker 1: getting consistently great results from Jenai, and it's all about 7 00:00:26,160 --> 00:00:34,600 Speaker 1: having a briefing document. Welcome to How I Work, a 8 00:00:34,720 --> 00:00:38,720 Speaker 1: show about habits, rituals, and strategies for optimizing your date. 9 00:00:39,280 --> 00:00:43,560 Speaker 1: I'm your host, doctor Amantha Imber. Two years ago, I 10 00:00:43,680 --> 00:00:48,120 Speaker 1: completely overhauled how I work with Jenai and I'm now 11 00:00:48,200 --> 00:00:52,839 Speaker 1: saving over forty hours every single week. That is no exaggeration, 12 00:00:53,640 --> 00:00:57,240 Speaker 1: and that's exactly why my company, Inventium created the Jenai 13 00:00:57,440 --> 00:01:01,280 Speaker 1: Productivity Upgrade. It's a twelve whe course designed to move 14 00:01:01,360 --> 00:01:05,880 Speaker 1: you from AI doubler to productivity machine. No fluff, just 15 00:01:06,000 --> 00:01:09,200 Speaker 1: practical strategies that will pay off from week one, saving 16 00:01:09,240 --> 00:01:12,720 Speaker 1: you at least ten hours every single week. You'll learn 17 00:01:12,800 --> 00:01:15,919 Speaker 1: how to make AI sound exactly like you, use AI 18 00:01:16,080 --> 00:01:19,480 Speaker 1: as your second brain to excel at your job, and 19 00:01:19,800 --> 00:01:23,680 Speaker 1: so much more. Whether you're a complete beginner or already dabbling. 20 00:01:23,760 --> 00:01:26,920 Speaker 1: We've got you covered, starting with prompting fundamentals and going 21 00:01:26,959 --> 00:01:30,080 Speaker 1: all the way through to advanced automations and agentic AI. 22 00:01:30,680 --> 00:01:33,880 Speaker 1: We kick off on July fourteen, and spots are limited. 23 00:01:34,280 --> 00:01:38,240 Speaker 1: Visit inventium dot com, dot au, forward slash Genai hyphen 24 00:01:38,360 --> 00:01:41,520 Speaker 1: cohort to secure your place now. There's a link to 25 00:01:41,560 --> 00:01:43,920 Speaker 1: that in the show notes, and you've got nothing to 26 00:01:43,959 --> 00:01:47,200 Speaker 1: lose because there's a seven day money back guarantee, So 27 00:01:47,440 --> 00:01:49,800 Speaker 1: head to the link in the show notes and check 28 00:01:49,800 --> 00:01:54,600 Speaker 1: out the program today. So, Neo, what's the actual problem 29 00:01:54,640 --> 00:01:57,280 Speaker 1: that we're trying to solve for When we talk about 30 00:01:57,360 --> 00:01:59,440 Speaker 1: using briefing documents. 31 00:02:00,120 --> 00:02:03,600 Speaker 2: JENAI generally doesn't know everything about you, and so every 32 00:02:03,600 --> 00:02:05,840 Speaker 2: time you open up a new chat thread, you need 33 00:02:05,880 --> 00:02:08,440 Speaker 2: to give it the context about what you're trying to achieve, 34 00:02:09,440 --> 00:02:13,400 Speaker 2: where you're working, potentially, your industry, all those kind of things, 35 00:02:13,400 --> 00:02:15,839 Speaker 2: and so building up that context can take a fair 36 00:02:15,880 --> 00:02:19,240 Speaker 2: bit of time. We've talked in previous episodes about getting 37 00:02:19,240 --> 00:02:21,560 Speaker 2: it to ask you questions and things like that. This 38 00:02:21,639 --> 00:02:24,760 Speaker 2: is all about building context so it understands a lot 39 00:02:24,800 --> 00:02:26,959 Speaker 2: more about you and it can give you a personalized 40 00:02:27,000 --> 00:02:30,160 Speaker 2: result because knowing more about you and what you're trying 41 00:02:30,200 --> 00:02:33,000 Speaker 2: to achieve. Turns it from being a pretty good result 42 00:02:33,120 --> 00:02:37,440 Speaker 2: engine into giving you an engine which produces an excellent result. 43 00:02:38,000 --> 00:02:40,800 Speaker 2: And so if you're going to give this context all 44 00:02:40,800 --> 00:02:42,919 Speaker 2: the time, it can be a little bit painful every 45 00:02:42,919 --> 00:02:46,640 Speaker 2: time you've got a new chat thread. So briefing documents 46 00:02:46,919 --> 00:02:50,680 Speaker 2: are a cheat fast way to get that context into 47 00:02:50,720 --> 00:02:52,680 Speaker 2: the GENAI to get a better result. 48 00:02:52,960 --> 00:02:57,359 Speaker 1: Okay, so what exactly does a briefing document look like? 49 00:02:57,360 --> 00:02:57,480 Speaker 2: Like? 50 00:02:57,560 --> 00:02:58,880 Speaker 1: What should go into one? 51 00:02:59,360 --> 00:03:03,919 Speaker 2: Okay, Really it's up to you and may some people 52 00:03:04,000 --> 00:03:07,200 Speaker 2: might have many briefing documents, but at its heart it 53 00:03:07,200 --> 00:03:10,840 Speaker 2: would be things like your role, what you do, the 54 00:03:10,919 --> 00:03:15,000 Speaker 2: company you work for, maybe your team structure, maybe your KPIs. 55 00:03:15,440 --> 00:03:17,760 Speaker 2: It might have some things about how you want to 56 00:03:17,800 --> 00:03:20,720 Speaker 2: work with jen AI. It might be your voice and 57 00:03:20,760 --> 00:03:23,959 Speaker 2: style prompts and how you want to have different tones 58 00:03:24,000 --> 00:03:27,760 Speaker 2: in there. So pretty much everything that AI would need 59 00:03:27,800 --> 00:03:29,800 Speaker 2: to know so it can do a great job. So 60 00:03:29,840 --> 00:03:32,240 Speaker 2: you don't have to give that information every single time. 61 00:03:32,600 --> 00:03:35,600 Speaker 2: So to see this as a living, breathing document of 62 00:03:35,920 --> 00:03:38,480 Speaker 2: here's me, here's what I need to do, Here's how 63 00:03:38,520 --> 00:03:40,720 Speaker 2: I need to work with you AI. Here's the briefing 64 00:03:40,760 --> 00:03:42,920 Speaker 2: document for you, and so you'll have this, you just 65 00:03:43,000 --> 00:03:45,240 Speaker 2: upload it to a new chat thread and then it 66 00:03:45,320 --> 00:03:47,600 Speaker 2: has a fair bit of background in what you're trying 67 00:03:47,640 --> 00:03:48,160 Speaker 2: to achieve. 68 00:03:48,840 --> 00:03:53,720 Speaker 1: So do you recommend having the one mega briefing document 69 00:03:53,960 --> 00:03:57,480 Speaker 1: with basically a full history of your life and everything 70 00:03:57,520 --> 00:04:00,440 Speaker 1: about it, or like, in all seriousness, I should we 71 00:04:00,480 --> 00:04:03,920 Speaker 1: be splitting them out and having different categories of briefing documents. 72 00:04:04,080 --> 00:04:07,600 Speaker 2: I do recommend that, Yes, for most people, you might 73 00:04:07,600 --> 00:04:11,560 Speaker 2: find that one briefing document is fine and enough. But 74 00:04:11,640 --> 00:04:13,760 Speaker 2: you might find that you might have maybe there's a 75 00:04:13,800 --> 00:04:15,880 Speaker 2: project at work and you need to have a lot 76 00:04:15,880 --> 00:04:20,120 Speaker 2: of background for this particular project. The people as different stakeholders, 77 00:04:20,160 --> 00:04:24,320 Speaker 2: different needs, different goals, different communications you need to build 78 00:04:24,400 --> 00:04:26,520 Speaker 2: for it. In that case, I would have a separate 79 00:04:26,560 --> 00:04:30,440 Speaker 2: briefing document to say me my normal job and certainly 80 00:04:30,440 --> 00:04:34,200 Speaker 2: one from my own personal life. So I would recommend 81 00:04:34,240 --> 00:04:37,320 Speaker 2: most people would have two to three briefing documents, one 82 00:04:37,360 --> 00:04:40,520 Speaker 2: for each kind of facet on why you would want 83 00:04:40,560 --> 00:04:44,520 Speaker 2: to use GENAI. The fewer the briefing documents is better 84 00:04:44,560 --> 00:04:47,400 Speaker 2: because you're not going to confuse the AI. It's going 85 00:04:47,440 --> 00:04:49,800 Speaker 2: to know if you're talking about project day with a 86 00:04:49,880 --> 00:04:52,120 Speaker 2: project day briefing document that it's only going to have 87 00:04:52,080 --> 00:04:54,320 Speaker 2: all information for that and it doesn't need to know 88 00:04:54,360 --> 00:04:57,080 Speaker 2: anything else, so it won't get confused as much. So 89 00:04:57,240 --> 00:05:00,480 Speaker 2: the other thing about that is it's a smaller document, 90 00:05:00,600 --> 00:05:03,200 Speaker 2: which means it won't fill up the context window, which 91 00:05:03,240 --> 00:05:04,920 Speaker 2: is its short term memory. Gives it a little bit 92 00:05:04,920 --> 00:05:06,160 Speaker 2: more memory there for it as well. 93 00:05:06,480 --> 00:05:09,160 Speaker 1: Okay, so when you say shorter document, I mean how 94 00:05:09,160 --> 00:05:12,479 Speaker 1: many pages in a word document should it ideally be 95 00:05:12,600 --> 00:05:13,279 Speaker 1: kept under. 96 00:05:13,640 --> 00:05:17,400 Speaker 2: I'd say under ten pages for sure. I'd say five 97 00:05:17,480 --> 00:05:20,679 Speaker 2: pages is probably a good number for a briefing document. 98 00:05:20,839 --> 00:05:23,000 Speaker 2: So if you're going to blow over five pages, I'd 99 00:05:23,000 --> 00:05:25,159 Speaker 2: say look at maybe splitting it up into two or 100 00:05:25,160 --> 00:05:26,560 Speaker 2: maybe three briefing documents. 101 00:05:27,200 --> 00:05:29,720 Speaker 1: Okay, so let's imagine that I've created a briefing document. 102 00:05:30,200 --> 00:05:34,400 Speaker 1: How does that actually change how I'm prompting the AI 103 00:05:34,640 --> 00:05:36,599 Speaker 1: to do the task that I want it to do. 104 00:05:37,520 --> 00:05:40,320 Speaker 2: All you need to do is, in each new thread, 105 00:05:40,440 --> 00:05:43,320 Speaker 2: you upload the briefing document and then you ask your question, 106 00:05:43,600 --> 00:05:46,080 Speaker 2: but also get it to refer to the briefing document. 107 00:05:46,200 --> 00:05:49,479 Speaker 2: So you might upload the document say I need you 108 00:05:49,560 --> 00:05:53,560 Speaker 2: to do this task, refer to the briefing document for 109 00:05:54,560 --> 00:05:57,479 Speaker 2: the tone, or for the background, or for the context 110 00:05:57,480 --> 00:05:59,920 Speaker 2: and things like that, and then Jenna I will get 111 00:06:00,120 --> 00:06:02,840 Speaker 2: all the information from the briefing document and put it 112 00:06:03,320 --> 00:06:06,119 Speaker 2: in the outcome. So here's an example. You might say, 113 00:06:06,720 --> 00:06:08,919 Speaker 2: I need to write an email to a stakeholder on 114 00:06:08,960 --> 00:06:12,440 Speaker 2: a project. Here's the project briefing document. It will then 115 00:06:12,520 --> 00:06:14,960 Speaker 2: know your name, it'll know what you're trying to achieve, 116 00:06:15,040 --> 00:06:17,440 Speaker 2: it'll know who that stakeholder is, and will then be 117 00:06:17,480 --> 00:06:20,120 Speaker 2: able to craft the email in a right way for 118 00:06:20,240 --> 00:06:23,479 Speaker 2: that project, for you and for that stakeholder. So the 119 00:06:23,520 --> 00:06:25,799 Speaker 2: first draft is a lot closer to what you need 120 00:06:26,040 --> 00:06:28,800 Speaker 2: rather than just a generic first draft of an email 121 00:06:28,839 --> 00:06:31,160 Speaker 2: to any kind of person. This one will sound like you. 122 00:06:31,480 --> 00:06:33,880 Speaker 2: It'll fit with your needs and your context and what 123 00:06:33,880 --> 00:06:36,640 Speaker 2: you're trying to achieve a lot faster, so it's less 124 00:06:36,680 --> 00:06:38,440 Speaker 2: tweaking for you to have to do later on. 125 00:06:38,920 --> 00:06:43,560 Speaker 1: Okay, so let's imagine I'm in a thread. I've prompted 126 00:06:43,720 --> 00:06:47,080 Speaker 1: the AI to do the task with the briefing document 127 00:06:47,520 --> 00:06:51,280 Speaker 1: within that thread, do I need to keep reminding the 128 00:06:51,320 --> 00:06:55,080 Speaker 1: AI to refer to the briefing document or once I've 129 00:06:55,200 --> 00:06:58,520 Speaker 1: uploaded it, does it just remember and it knows always 130 00:06:58,560 --> 00:07:00,800 Speaker 1: refer to this briefing document for this thread. 131 00:07:01,360 --> 00:07:03,960 Speaker 2: There are a couple of reasons why you would need 132 00:07:04,000 --> 00:07:07,480 Speaker 2: to remind it to look at the briefing document. One 133 00:07:07,520 --> 00:07:10,560 Speaker 2: of them is some of the genais they want to 134 00:07:10,640 --> 00:07:13,600 Speaker 2: draw information from their own memory rather than from documents 135 00:07:13,600 --> 00:07:17,440 Speaker 2: who have uploaded, and so sometimes they forget that they 136 00:07:17,480 --> 00:07:20,440 Speaker 2: need to refer to this briefing document. They call it 137 00:07:20,520 --> 00:07:22,600 Speaker 2: prompt adherents. So all you need to do is, if 138 00:07:22,640 --> 00:07:24,320 Speaker 2: it's not referring to it, all you need to do 139 00:07:24,360 --> 00:07:26,560 Speaker 2: is write the words, make sure you refer to the 140 00:07:26,600 --> 00:07:29,360 Speaker 2: briefing document, and then it all redo its last response 141 00:07:29,680 --> 00:07:33,240 Speaker 2: and give you a much better response from there. Other 142 00:07:33,280 --> 00:07:36,400 Speaker 2: things you need to have to use with the briefing 143 00:07:36,400 --> 00:07:39,600 Speaker 2: document is if you're having a really long conversation with 144 00:07:39,720 --> 00:07:42,880 Speaker 2: the genai, it might run out of its short term 145 00:07:42,880 --> 00:07:45,720 Speaker 2: memory that context window, so you may need to re 146 00:07:45,800 --> 00:07:48,000 Speaker 2: upload it and re remind it if you need to. 147 00:07:48,280 --> 00:07:51,000 Speaker 2: But most of the time they're pretty good in being 148 00:07:51,040 --> 00:07:53,520 Speaker 2: able to recognize that you have this briefing document and 149 00:07:53,560 --> 00:07:56,080 Speaker 2: you continually refer to it, and so therefore it needs 150 00:07:56,080 --> 00:07:58,040 Speaker 2: to continually refer to it as well. 151 00:07:58,520 --> 00:08:01,480 Speaker 1: Okay, are there any simple tests that you have built 152 00:08:01,520 --> 00:08:05,120 Speaker 1: in to just check, oh it is the GENAI. Still 153 00:08:05,160 --> 00:08:07,200 Speaker 1: referring to the brief email documents. 154 00:08:07,480 --> 00:08:10,040 Speaker 2: Yeah, you will know that. Most of the time, I've 155 00:08:10,080 --> 00:08:14,200 Speaker 2: got a little cheat's way, which is, whenever it writes emails, 156 00:08:14,280 --> 00:08:17,400 Speaker 2: I hate that GENAI loves to write, I hope this 157 00:08:17,480 --> 00:08:20,680 Speaker 2: email finds you well. I'm sure people have seen that. 158 00:08:21,080 --> 00:08:23,880 Speaker 2: It's a common sign for this is written by AI. 159 00:08:24,080 --> 00:08:27,000 Speaker 2: It's the same thing as the m dash being in there. 160 00:08:27,440 --> 00:08:29,880 Speaker 2: So I've got a line at the bottom of my 161 00:08:29,960 --> 00:08:34,040 Speaker 2: briefing document. So for any email, never write I hope 162 00:08:34,040 --> 00:08:37,080 Speaker 2: this email finds you well. And if I find that indeed, 163 00:08:37,160 --> 00:08:38,680 Speaker 2: I'm getting it to write me an email and it 164 00:08:38,720 --> 00:08:41,040 Speaker 2: does say hype funds you well, then clearly it's not 165 00:08:41,160 --> 00:08:44,320 Speaker 2: reading everything in the briefing document or it's not taking 166 00:08:44,360 --> 00:08:47,520 Speaker 2: that into account with its output. And so that's a 167 00:08:47,559 --> 00:08:50,280 Speaker 2: great tell for me to see that it isn't reading 168 00:08:50,280 --> 00:08:52,600 Speaker 2: the briefing document. Same thing you might want to use 169 00:08:52,800 --> 00:08:57,240 Speaker 2: is Australian English right in there. Use Australian English spelling, 170 00:08:57,320 --> 00:09:01,240 Speaker 2: but not aussieisms, otherwise it'll go guy mate. And if 171 00:09:01,280 --> 00:09:03,520 Speaker 2: it starts talking in America, and then you'll know that 172 00:09:03,760 --> 00:09:06,720 Speaker 2: it hasn't actually read everything in the briefing document, so 173 00:09:06,760 --> 00:09:08,800 Speaker 2: you might need to re upload it or re reminded 174 00:09:08,880 --> 00:09:11,600 Speaker 2: of the briefing document. So there's two great techniques there. 175 00:09:11,960 --> 00:09:15,120 Speaker 1: Okay, So one final question, I mean, is this the 176 00:09:15,160 --> 00:09:19,080 Speaker 1: same as building a custom GPT in chat GPT or 177 00:09:19,120 --> 00:09:21,760 Speaker 1: a gem in Gemini? Like, are we talking about the 178 00:09:21,760 --> 00:09:22,360 Speaker 1: same thing here? 179 00:09:22,760 --> 00:09:26,680 Speaker 2: Your kind of It's the document itself can be used 180 00:09:26,720 --> 00:09:29,600 Speaker 2: in so many different ways. So the first one is 181 00:09:30,679 --> 00:09:33,679 Speaker 2: some people like to use more than one Genai, so 182 00:09:33,720 --> 00:09:35,920 Speaker 2: they can say, oh, I got one output from a Jenai, 183 00:09:36,040 --> 00:09:38,520 Speaker 2: I don't want a second opinion from another Jenai. In 184 00:09:38,559 --> 00:09:41,040 Speaker 2: this case, I can upload my briefing document to both 185 00:09:41,080 --> 00:09:43,679 Speaker 2: of them and then I can get different responses. So 186 00:09:43,679 --> 00:09:46,200 Speaker 2: that's one of the great ways. The other is some 187 00:09:46,240 --> 00:09:48,960 Speaker 2: people don't have the paid plans, and so if you 188 00:09:49,080 --> 00:09:51,560 Speaker 2: don't have the paid plan, you cannot build your own 189 00:09:51,559 --> 00:09:55,760 Speaker 2: custom GPT, so therefore there's not available for you. There's 190 00:09:55,800 --> 00:10:00,280 Speaker 2: also another one which is in the Microsoft ecosystem. Their 191 00:10:00,360 --> 00:10:03,600 Speaker 2: agents are slightly different to the GPTs, and I've found 192 00:10:03,800 --> 00:10:07,360 Speaker 2: they sometimes work differently with briefing documents. So it's great 193 00:10:07,360 --> 00:10:11,679 Speaker 2: to have these documents as a core tool. But yes, 194 00:10:11,920 --> 00:10:14,800 Speaker 2: if you do upload them into a GPT or a 195 00:10:14,880 --> 00:10:19,520 Speaker 2: projecting Claude or a gem in Gemini, then these are 196 00:10:19,880 --> 00:10:23,280 Speaker 2: the core source knowledge for each of these. So whether 197 00:10:23,280 --> 00:10:27,240 Speaker 2: you're using these great tools, GPTs or gems, this briefing 198 00:10:27,240 --> 00:10:29,319 Speaker 2: document is a great tool you'll need anyway. 199 00:10:30,160 --> 00:10:32,400 Speaker 1: Nio, thank you so much. I know that for me 200 00:10:32,840 --> 00:10:37,040 Speaker 1: creating different briefing documents has been such a time saver, 201 00:10:37,320 --> 00:10:42,160 Speaker 1: So for anyone listening, I strongly encourage you to try 202 00:10:42,320 --> 00:10:46,360 Speaker 1: this out today. If you like today's Joe, make sure 203 00:10:46,440 --> 00:10:49,640 Speaker 1: you follow on your podcast app to be alerted when 204 00:10:49,720 --> 00:10:53,040 Speaker 1: new episodes drop. How I Work was recorded on the 205 00:10:53,040 --> 00:10:55,800 Speaker 1: traditional land of the Warrangery people, part of the Cool 206 00:10:55,840 --> 00:10:58,400 Speaker 1: And Nation. A big thank you to Martin Immer for 207 00:10:58,440 --> 00:10:59,480 Speaker 1: doing the sound mix.