🤖 Do you have a ChatGPT policy?

April 12, 2023

In case you missed it: Jon Rahm, the 2023 winner of the Masters tournament, actually predicted his win 10 years ago — with a fortune cookie. May we all manifest our future wins at Panda Express.

Hot off the SMB press this week:

  • Reign in the robots! Here's a ChatGPT Policy template.
  • The five-step retirement plan for small business owners.
  • How to manage your teams working in the field.


Template of the week: 🤖 ChatGPT Policy

Screenshot of a ChatGPT Policy.

For some, it feels like Skynet just came online, but Sara Connor is nowhere to be found. Others are rejoicing in the AI work revolution. But no matter which side of the line you fall on, one thing is true — the cat's out of the bag. AI is here and will forever change the way the world works.

This is one of those times when it pays to be proactive and get ahead of how your team and business will use new generative AI tools, like ChatGPT.

"But wait, how are businesses like mine using ChatGPT???"

Here are a few examples:

Chatbots: A business could use ChatGPT to develop a chatbot that can answer common customer inquiries and provide basic FAQ support with more natural-sounding, conversational responses.

Content creation: ChatGPT can help a business generate content for their website, social media channels, marketing and sales materials, and even email responses.

Customer engagement: ChatGPT could be used to engage with customers on social media platforms, such as Twitter or Facebook, by generating responses to customer inquiries or comments.

Language translation: If a business operates in multiple countries or serves customers who speak different languages, ChatGPT can be used to translate content quickly and accurately.

Research and analysis: ChatGPT can help a business analyze customer feedback or reviews to identify common themes or issues to help make data-driven decisions.

It's important to note that while ChatGPT can be a valuable tool for small businesses, it's essential to use it responsibly and ethically. This includes ensuring that any AI-generated content is fact-checked and edited by humans, and that data privacy and security are prioritized.

And that's where your ChatGPT Policy comes in. Your place to outline the do's, don'ts, and your internal philosophy on responsible ways to utilize this new tech.

Good news, we made one for you. Obviously, you'll have to edit this template to ensure it reflects your stance on the tool, but it's a start!

👉 So if your team is using the cheat codes that OpenAI's ChatGPT unlocked for everyday work but you need to lay down some appropriate ground rules, grab our ChatGPT Policy template (or the more general Generative AI Company Use Policy template) for your team today.

Can’t wait a whole week for your next template? Check out our entire template archive of free, multimedia-enhanced, and customizable policy, process, and role starters. New to Trainual? Try for free.


5 ways SMB owners can prepare for retirement

It’s never a bad time to start planning your retirement.
Ask any entrepreneur: Building a successful business is an exciting and fulfilling career path. But chances are you’re not planning to work forever, no matter how much fun it can be. And that means having a plan for how you’re going to support yourself and your loved ones post-business — while still enjoying your hard-earned relaxation time.

A man relaxing in a pool.

And if you don’t have a plan in place, you’re not alone; one-third of entrepreneurs don’t have any retirement savings plan. Makes sense — starting and running your own business can have some long-term financial implications, especially since it usually takes money to make money.

But as much as you want your business to succeed, you also need to invest in your own future. So, here are five steps to plan for retirement:  

1. Review your health and life insurance options.
Retirement — whether you work for yourself or not — will definitely change your health coverage and life insurance. And your needs will depend on your individual situation: What’s the right life insurance policy? Do you need disability benefits? What if you need long-term care down the road?

If you live and work in the U.S., you can purchase individual healthcare plans at HealthCare.gov.

2. Set up your succession plan.
Deciding to retire doesn’t mean your business is also retiring. So, there comes the inevitable question of who’s going to take over when you’re gone. There are legal requirements to consider when handing over your business to someone else, whether they’re your family members, your business partners, or your employees.  

Once you choose your successor and get an accurate valuation of your business, you can rest easier knowing your business will be in good hands.

👉 Check out the other three crucial steps.


Our top three recommended hybrid work tools

YouTube screenshot of a woman.

Behind-the-scenes on hybrid work comms.
Ever wonder how to manage communication in a hybrid-remote working environment? Hear from Sasha and Tara from our People Ops team about the tools we use to make it happen!  

👉 Watch the full series.


Have people in the field? Here’s how to keep them on track.

I have zero peace of mind when my team is out and about. Help!
Managing off-site teams can definitely be tricky. Especially when you’re not 100% confident in their training. What if they do things the wrong way or make bad decisions? If only you could be in ten places at once — then it wouldn’t be an issue!

But you live in the real world. And your employees need to be able to carry out business operations without you every day. So, it’s on you to equip them with everything they need to be successful, produce consistent results, and represent your business well.

Here’s how to ensure your team members are prepared for everything that comes their way when they’re out in the field.

Keep an up-to-date employee handbook.
When you document set-in-stone standards for out-of-office processes and procedures, you can hold every employee accountable for meeting them. How to safely use field equipment, problem-solve, and get the job done isn’t up in the air anymore. And you can wave goodbye to hearing the dreaded “I don’t know” excuse ever again.

You’ll want to use an online platform (ahem — Trainual) to store your employee handbook so you can update it as needed with just a couple of clicks. Plus, your employees get 24/7 access to important policies and procedures right in the palm of their hand with the mobile app.

👉 Learn more about managing workers in the field.


This week's highlight reel

  • Feeling ambitious? Pharrell Williams’ nonprofit for Black and Hispanic entrepreneurs is awarding resources, mentorship, and up to $1M in funding to prize winners in 2023. Pharrell, we will happily clap along for that idea! Applications are open until May 8.
  • Big bucks. The rapper Diddy (AKA Puff Daddy) admitted he’s still paying a steep price for sampling the Police's hit tune "Every Breath You Take" for his own track without permission. A whopping $5K a day to be exact. Plot twist: The band’s leading artist Sting reports he and Diddy are “very good” friends now. Yeah, we’d be great friends with someone who paid us $5K a day too…
  • “How rude.” Uber’s CEO decided to play undercover boss last September to better understand the employee experience and recruitment slowdown. The rudeness, tip-baiting, and other issues left him “surprised” (us, not so much). But thankfully, it resulted in some positive company changes like driver bonuses and app improvements. Thanks to the Karens out there Karening to make this happen!
  • Journey to the center of the Apple store. Jewelry store robberies are for newbs. Last week, burglars stole half a million dollars worth of electronics from an Apple store in Seattle. The grand plan: breaking into the next door coffee shop and tunneling through the bathroom wall. We’re guessing they watched The Shawshank Redemption recently.

Organize the chaos
of your small business