How to Get the Maximum from AI? Use Projects!
Learn how AI projects can transform your marketing workflow - stop wasting time re-explaining context and start creating smarter, faster content.
Hey marketer! 👋🏻
Lately, I've been encountering clients (or just people I talk to) who don't know how to properly utilize today's AI tools. Sure, they might have a ChatGPT account, they chat in individual conversations, generate text, rewrite articles, fix errors, some get code written or ask for recommendations. But... they handle everything within a single chat, and that's a fundamental mistake.
Using Projects is a Game Changer
You might not know this, but paid tools like Claude or ChatGPT can create so-called projects (sometimes "workspaces") where you can discuss and create content based on pre-defined context. What does this actually mean in practice?
Imagine you have a project - let's say creating social media posts or communication for a specific client. In the project, you add company information, describe what you do, include behind-the-scenes info, target audience, describe tonality. You can directly attach files from Google Drive with previous outputs, customer analysis, or examples of ideal posts including descriptions of how they should sound.
And here comes the magic - when you open a new chat within the same project, AI automatically works with everything you've previously connected to it. You no longer need to endlessly explain who it's about, what the goal is, or re-enter the brief. You create more efficiently, faster - and most importantly, smarter. And the outputs are then consistent.
Less Work and Better Results
As a marketer, you simply create projects for everything you're responsible for - one for e-commerce, another for social media, a third for the website... And if you need to create text containing information you've already specified in the project, it gets added automatically.
Do you often update websites or e-shops? Favorite codes for design or content modifications can simplify your work. When you then need an answer in HTML within the project, AI returns it already adapted to these settings.
The same applies when working with site maps. You upload lists of product addresses or categories, and when you need to write an article with active internal linking, just say you want to create links according to this map - AI will use it right away.
💡 When you connect files from Google Drive and continuously add created content to them, you'll build a very strong database within projects that you can draw from for future content creation.
And if you work for clients, you can create a separate project for each client.
Practical Tips for Project Setup
Start with context description: What kind of project is it? What company? What type of content do you need? Who is your target audience? How do you want to communicate?
Attach files: Best examples from the past, brand book, product information, used contacts, company history, target group descriptions... The more relevant information, the better results.
Create templates and specifications: Develop proven formulations for frequent tasks. For example: "Write a post about [product] in the style of our successful posts with emphasis on [benefit]." Or just specify how certain outputs should look. Character length, formatting, etc.
Test and improve: Monitor what results you get and continuously add or adjust the project context.
Common Mistakes to Avoid
❌ Too general description: "I write on social media" is not enough. Better: "I write on Instagram for a small Prague café, we focus on specialty coffee and homemade desserts, our customers are young professionals aged 25-40."
❌ Forgetting updates: You create a project once and then never return to it. Continuously update it with new insights, successful campaigns, or strategy changes.
❌ Excessive complexity: Don't overcomplicate it. Start with a simple description and gradually add information as needed.
It's More Than Time Savings
When AI understands the context of your work, results are:
More consistent - maintains unified style and tone
More relevant - better responds to your target audience's needs
More creative - AI can suggest ideas within your branding
More useful - contains specific links, information, and required calls to action
It's like the difference between an assistant who knows you and understands your work versus someone you have to train from scratch every time.
I consider this the biggest added value of AI tools and the reason to use their paid versions. You'll push your work and efficiency to a completely different level.
My experience is that a lot of people don't know about this and don't work this way. And since I've been explaining this everywhere lately, I'm writing about it here too. 😁
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Did you know about this? Do you use projects? Let me know.
Jan Barborik
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