5 Prompt Mastery – How to organise in ChatGPT (8 mins)
Module 5: How to Organise in ChatGPT
Intro:
ChatGPT has built-in tools to help you store and organise your best prompts for quick access. This module walks you through Projects and Custom GPTs, two powerful ways to streamline your workflow inside ChatGPT.
Learning Objectives:
- Learn how ChatGPT Projects can store and categorise your prompts
- Understand how to create a Custom GPT for frequently used workflows
- Discover when to use Projects vs. Custom GPTs for different tasks
- Practise setting up a repeatable system inside ChatGPT
written version of video tutorial
If you frequently use AI for work, content creation, or research, you may find yourself reusing the same prompts or struggling to find past conversations where AI gave useful responses.
ChatGPT has two built-in tools that help solve this problem:
- ChatGPT Projects – A way to organise and store prompts for easy access.
- Custom GPTs – AI assistants that retain specific instructions and workflows for recurring tasks.
In this module, you’ll learn:
- How to use ChatGPT Projects to store and organise prompts
- How to create a Custom GPT for frequently used workflows
- The difference between Projects and Custom GPTs, and when to use each
- How to set up a repeatable system inside ChatGPT for efficiency
By the end of this module, you’ll have a structured AI organisation system inside ChatGPT, making it easier to access and reuse your best prompts and workflows.
Why You Need to Organise Your AI Workflows
Most AI users struggle with two key challenges:
- Finding and reusing effective prompts – You may create a great prompt, but without saving it properly, you might forget it or struggle to find it again.
- Getting consistent results – If you frequently use AI for similar tasks, starting from scratch each time can lead to inconsistent answers.
ChatGPT Projects and Custom GPTs help solve both of these problems by storing and structuring AI interactions for future use.
ChatGPT Projects – How to Store and Organise Prompts
What Are ChatGPT Projects?
ChatGPT Projects (available for paid users) allow you to save and organise conversations by topic or task.
Instead of scrolling through old chats, you can:
✅ Create folders to categorise AI conversations
✅ Save prompts inside specific projects for easy retrieval
✅ Keep ongoing AI conversations structured and well-organised
How to Use ChatGPT Projects Effectively
📌 Organising Prompts by Category
- Create a Writing & Editing project for content-related prompts
- Set up a Productivity & Automation project for workflow-related prompts
- Store all Research & Summarisation prompts in a separate project
📌 Example Use Case:
- You frequently use AI to generate social media posts. Instead of manually typing the same prompt each time, save your best-performing prompt inside a Social Media Content project.
- When you need to create a new post, just open the project and reuse the prompt instead of starting from scratch.
By using ChatGPT Projects, you create an organised AI workspace, making your interactions more structured and efficient.
Custom GPTs – How to Automate Recurring Workflows
What Are Custom GPTs?
Custom GPTs allow you to create your own AI assistant that follows specific instructions every time you use it.
Unlike standard ChatGPT, which requires you to enter detailed prompts manually, a Custom GPT can:
✅ Retain predefined roles, styles, and behaviours
✅ Follow specific workflows without needing extra guidance
✅ Streamline repetitive AI tasks by using pre-set preferences
How to Set Up a Custom GPT
- Go to the ‘Explore GPTs’ section in ChatGPT.
- Create a new GPT and define its purpose (e.g., Writing Assistant, Research Helper).
- Set up general instructions for behaviour and tone.
- Save and test your Custom GPT to ensure it functions correctly.
📌 Example Use Case:
- You often use AI to summarise long reports. Instead of typing the same request every time, you create a Custom GPT called “AI Report Summariser” that:
- Automatically summarises documents in bullet points
- Extracts key insights and actionable takeaways
- Uses your preferred formatting style
Now, whenever you need to summarise a report, you simply open your Custom GPT instead of manually entering instructions.
When to Use ChatGPT Projects vs. Custom GPTs
| Feature | ChatGPT Projects | Custom GPTs |
|---|---|---|
| Best For | Organising and retrieving saved conversations | Automating recurring AI workflows |
| Functionality | Stores past prompts in folders for quick access | Preloads specific instructions so you don’t have to retype them |
| Flexibility | Works best for multiple AI tasks under one category | Works best for specialised, repeatable tasks |
| Example Use Case | Storing prompts for different writing styles | Creating a writing assistant that follows your style every time |
📌 General Rule:
- If you need to organise multiple prompts by category, use ChatGPT Projects.
- If you want AI to follow specific, pre-set behaviours automatically, create a Custom GPT.
Practical Exercise – Set Up Your Own ChatGPT Organisation System
Step 1: Create a ChatGPT Project
- Open ChatGPT and go to Projects.
- Create one new project based on your most common AI task.
- Save at least one prompt inside this project.
Step 2: Create a Custom GPT (Paid Users Only)
- Navigate to Explore GPTs and create a Custom GPT.
- Define its role and behaviour (e.g., “You are an expert writing coach”).
- Test it with a prompt to see how it performs.
Step 3: Test Your Setup
- Try using a prompt inside your new Project folder.
- Try generating responses using your Custom GPT and compare the difference.
Once you’ve set up both, your AI interactions will be faster, more organised, and more efficient.
Summary & Next Steps
Key Takeaways:
✔️ ChatGPT Projects help you store and organise prompts for quick retrieval.
✔️ Custom GPTs allow you to pre-load instructions, making AI more useful for recurring tasks.
✔️ Projects are best for managing multiple prompts, while Custom GPTs are best for automating specific workflows.
✔️ Setting up a structured AI system improves efficiency and ensures consistency in AI responses.
📌 Action Step: Set up a ChatGPT Project and/or a Custom GPT today and start using them to streamline your workflow.
🚀 Next Module: Now that you’ve optimised your AI organisation in ChatGPT, we’ll explore how to do the same in Claude using Starred Chats and Projects. Let’s get started!