ChatGPT 101 – What Business Owners Need to Know

ChatGPT 101 – What Business Owners Need to Know

You’ve probably heard the buzz about ChatGPT – but what is it exactly? And more importantly, how can it actually help you run your business?

If you haven’t had a play with it yet, this blog gives you the run down without the fluff.

So, what is ChatGPT?

In plain speak – it’s an AI tool that acts like a virtual assistant. You give it a prompt (like a question or task), and it replies with human-sounding answers. It can write, brainstorm, plan, research – and it’s available 24/7.

The name? Chat because it feels like you’re having a conversation, and GPT stands for "Generative Pre-trained Transformer" – the fancy tech behind the scenes that helps it generate responses like a human would.

It’s basically a super-helpful team member who doesn’t need coffee breaks.

How can it help your biz?

Here are just a few ways it can save time and give your productivity a bit of a kick:

  • Content Creation – Need blog inspo, Insta captions or a batch of email templates? Sorted in minutes.

  • Customer Support – Draft auto-replies, FAQs, or chatbot scripts for your website.

  • Business Writing – Professional emails, policies, proposals... you name it.

  • Brainstorming – From naming a new service to planning your next event, it’s got ideas for days.

  • Templates – Onboarding docs, meeting agendas, workflows – build them once and reuse.

  • Marketing & Strategy – Get quick outlines for campaigns, launches or content plans.

Why business owners are loving it


As business owners, we’re spinning a lot of plates – and ChatGPT is like your 2IC who never sleeps.

In a world where outsourcing is the norm, tools like this are game-changers. If you’re working with a Virtual Assistant (or planning to), here’s a hot tip: ask if they’re using AI. It’ll be my number one question when I hire next. Why? Because I want value for my money – and I’m happy to share my custom bots to make sure my brand still sounds like me, not a junior who’s guessing.

ChatGPT won’t replace your personality or expertise, but it will get things out of your head and into action faster. It saves your VA time, saves you money, and keeps your biz humming along smoothly.


What it can’t do

It’s smart, but not a mind-reader. It doesn’t replace your judgement, personal voice, or that spark only you bring to your business. You’ll still need to review and guide it. But with a bit of context and training, it can learn to sound more like you.

Getting started is a breeze

No tech degree needed. Just sign up at chat.openai.com, type in your prompt, and off you go.

Try something like:

On the odd occasion, we might get negative feedback and not know how to respond without getting defensive or flustered. Here’s a prompt to help you keep things professional and calm:

“Write a professional and thoughtful response to a customer who has given negative feedback. Acknowledge their concerns, thank them for their honesty, and offer a solution or next step to resolve the issue.

Or:

If you’re launching something new and want help spreading the word, try this prompt to help get your content rolling:

“Write an engaging Instagram/LinkedIn caption for [insert business name], a service-based business, promoting our newest offering: [insert new service]. Our ideal customer is [insert target audience or customer type]. Keep the tone friendly, clear, and focused on how this service helps them.”

Boom – task ticked.

Final thoughts

If you’ve ever thought, “I just need someone to help me get started,” ChatGPT could be that someone.

It’s not here to replace you – it’s here to give you back your time and headspace so you can focus on the good stuff.

More tips and real-life examples coming soon – stay tuned for future blogs and workshops from Nova X Solutions, based right here in Perth, Western Australia. 

*brainstormed and some suggestions taken from my custom GPT Molly.