ChatGPT: saving time and money with artificial intelligence

Thanks to the artificial intelligence of ChatGPT, lift companies too can greatly accelerate text-based processes in everyday work. But in what areas is its use worthwhile? And how can good results be achieved?

By Thomas Busch

Lift companies also have to deal with writing texts as part of everyday work: the tasks involved range from e-mails, offers and job adverts to texts for their home page, newsletter or social media posts. Those who do not want to spend their time coming up with attractive phrasing and grammatically correct texts should rely on digital support: companies can compose their documents in next to no time with the artificial intelligence (AI) of chatbots. All this takes is a few content pointers in the form of key words.

The most famous chatbots featuring artificial intelligence are ChatGPT (Generative Pre-trained Transformer) and Google Gemini. The digital assistants can not only write, abbreviate and translate texts but also research information or boil down lengthy specialist articles or various websites to their essentials.

In addition, chatbots simplify looking for offers, technical subjects, products or materials. In future, many companies want to benefit from these advantages of artificial intelligence: according to an April 2023 international survey of the management consultant McKinsey, a third of all companies already make regular use of AI applications while another 25 percent want to look into their use. At the same time, 40 percent have announced their intention to boost investment in future in artificial intelligence.

Using ChatGPT free of charge

Photo: © Mantel/iStock.com

ChatGPT is ideal for initially getting to know artificial intelligence. All you need to make use of the helpful chatbot is an Internet connection for employees to get into contact with artificial intelligence via a website or app.

Just as in messenger apps, the communication occurs quite simply via a text input field or by speaking. When communicating with the chatbot, you can either refer to previous contents or ask the artificial intelligence to revise the results supplied, taking particular aspects into account.

If you want to use the latest version of ChatGPT, you have to take out a subscription (currently $°20 a month). A free version is available for testing but its functionality is restricted. Microsoft’s "Copilot" is a good alternative: in its free version, the chatbot offers far more functions than the free ChatGPT and is based on the current GPT-4 speech model – including access to the Internet as source of information. However, creating a free Microsoft account or using the "Microsoft Copilot" app on your smartphone is needed to use all functions.

Check facts and copyright

Since artificial intelligence is only just getting off the ground, companies should check whether ChatGPT’s answers are correct before using them – incorrect facts sometimes crop up. You should also bear copyright in mind when using AI-generated texts.

While the contents created by artificial intelligence are not protected by copyright, the results may greatly resemble a pre-existing text – and this could constitute a breach of copyright. Furthermore, when using chatbots, companies should respect the GDPR and never enter personal data into ChatGPT.

Many everyday areas of use

Photo: © Mantel/iStock.com

There are many areas where lift sector companies can use ChatGPT: apart from daily business correspondence, occupational safety instructions can be easily translated into several languages – just like the texts of their own websites or online shops, in order to reach international customers.

When conducting research into particular subjects or products, you no longer have to scroll through Google hit lists, since ChatGPT provides a clear summary of the most interesting contents. If companies make clever use of the opportunities of ChatGPT in this way, they can make targeted time and money savings in everyday work.

Overview of selected chatbots using artificial intelligence:

Table: As of: 16.05.2024. All information subject to correction.

Checklist: ideas for using ChatGPT - Inspiration: Chatbots become the source of ideas when you have broadly-framed questions, such as, "Can you help me to find more skilled labour from the lift sector for my company?", "Can you help me to get more followers on Instagram for my specialist firm for lift technology?"
- Overview: Simple questions are enough for an initial overview of a field of knowledge, such as, "What does an employer have to take into account when formulating references?", "How are photovoltaic installations taxed?", "Give me ideas for saving energy in my company."
- Adopting roles: For more precise replies, you can assign ChatGPT a role, such as, "Behave like a legal specialist for employment law," or "Behave like a digitalisation expert." You then ask your specific technical questions.
- Texts: To generate texts, stating the desired text form, any length restrictions and specifying the most important contents in the form of key word is advisable. For example, "Write a speech celebrating the 20th anniversary of my lift sector company with the following contents: …", "Write a Facebook post with a maximum of 100 words and the following contents: …" or "Write an e-mail to a customer that the delivery of his lift has been delayed with the following contents: …"
- SEO: ChatGPT is also helpful for optimising website texts for search machines. To do so, simply copy the page text you wrote after the request, "Make an SEO analysis of this text."
- Tasks: ChatGPT can also provide solutions to more complex questions, such as, "Give me ideas for a healthy breakfast for every day next week. Plus a shopping list for every day, for four employees."
- Offers: ChatGPT finds the best offers in response to requests such as "Find the cheapest offer for smartphone xy" or "Where can I find the best price for xy"

ChatGPT: Better texts with the CIDI method The AI expert Gianluca Mauro developed a concept for improved ChatGPT replies: the CIDI method. The four letters stand for the building blocks with which artificial intelligence generates more precise texts: "Context", "Instruction", "Details" and "Input".

An example:
1.) (Context:) Behave like a creative text professional.
2.) (Instruction:) I will give details about an open position for lift sector specialists You write a convincing job advert for interested parties.
3.) (Details:) Use a relaxed, modern writing style and focus on the benefits for specialists.
4.) (Input:) We are lift technology specialists. Location: Dusseldorf. Your tasks: repairing hydraulic and rope-operated lifts, lift maintenance. Performance-related pay, paid holidays and Christmas bonus, overtime bonus, full-time employment agreement, company retirement plan, company car also for private use.

Important: The four text blocks must be written directly after each other in the same entry field – without words in brackets and without using the return key in between.

Not every detail of the text generated by ChatGPT will fit your company but it can usually be optimised in a few simple steps. Of course, automated revision by ChatGPT is also possible, for example with the request, "The text sounds quite old-fashioned. Can you make it a little more modern, youthful, relaxed?"