AI Assistant Tools

Welcome to your AI assistant's comprehensive guide! This document will walk you through all the powerful tools available to help you manage your work efficiently and effectively. We'll explore each tool in detail with practical examples and best practices.

Understanding Your AI Assistant

Your AI assistant comes equipped with a suite of tools designed to help you manage chats, tasks, and documents. Think of these tools as different capabilities that your assistant can use to help you get your work done. Just like you might use different apps for different tasks on your phone, your assistant uses different tools to help you accomplish various goals.

Chat Organization Tools

Working with Memos

Memos serve as your chat's digital notepad, helping you keep track of important information that needs to be readily accessible. Think of them as sticky notes that stay at the top of your conversation.

When to Use Memos:

During meetings to record key decisions
To track action items and responsibilities
To maintain a running list of important points
To keep reference information easily accessible

Real-World Examples:

Meeting Notes:

"Create a memo with today's meeting points:
- Project timeline reviewed
- Budget approved at $50,000
- Sarah to lead design team
- Next review: March 15th"

Project Tracking:

"Update the memo to add these action items:
- John to complete wireframes by Friday
- Marketing team needs content by next Tuesday
- Client review scheduled for March 20th"

Resource Collection:

"Add to the memo our key project links:
- Design documents: [link]
- Team roster: [link]
- Budget spreadsheet: [link]"

Setting and Managing Goals

Goals help keep your conversations focused and productive. They act as a compass, ensuring everyone knows what they're working toward.

Effective Goal Setting Strategies:

Make goals specific and measurable:

"Set the chat goal to: Complete Q2 marketing plan with budget allocation and timeline by March 31st"

Update goals as projects evolve:

"Update our goal to: Finalize website redesign mockups and get client approval by next Friday"

Break down complex goals:

"Change the chat goal to: Phase 1 - Research user preferences and create initial design concepts by March 15th"

Managing Subchats

Subchats help you organize complex projects into manageable pieces. Think of them as creating separate rooms for different discussions within your main project space.

Strategic Subchat Organization:

Project Phases:

"Create these subchats:
- Research & Planning
- Design & Development
- Testing & QA
- Launch Preparation"

Team-Based Organization:

"Set up subchats for:
- Frontend Team (Goal: UI/UX implementation)
- Backend Team (Goal: API development)
- QA Team (Goal: Testing coordination)
Each with an initial prompt asking for their timeline estimate"

Topic-Based Division:

"Create subchats for our rebranding project:
- Logo Design (Goal: Create new company logo)
- Color Scheme (Goal: Develop brand color palette)
- Typography (Goal: Select brand fonts)
- Brand Guidelines (Goal: Document all brand standards)"

Reporting Between Chats

The reporting feature allows information to flow smoothly between related conversations, ensuring everyone stays informed.

Effective Reporting Strategies:

Progress Updates:

"Report to parent chat: Design team has completed initial mockups. Ready for review. Key features include responsive layout and dark mode support."

Decision Communication:

"Send to parent chat with analysis: Team has selected Azure for cloud hosting based on cost analysis and scaling capabilities."

Milestone Completion:

"Report to main chat: Phase 1 testing complete. 15 bugs identified, 12 resolved, 3 in progress. On track for release date."

Task Management

Creating and Managing Tasks

Tasks help you automate recurring activities and ensure important work gets done on schedule.

Task Creation Best Practices:

Regular Reports:

"Create a task named 'Weekly Status Report'
Description: Generate comprehensive project status report
Goal: Maintain clear project visibility
Schedule: Every Monday at 9am
Initial Prompt: Analyze previous week's progress, blockers, and next steps"

Monitoring Tasks:

"Create a task for 'Daily Performance Check'
Description: Monitor system performance metrics
Goal: Identify and flag any performance issues
Schedule: Daily at 6am
Capabilities: [Memory, Analytics]"

Content Generation:

"Set up a task for 'Social Media Content'
Description: Generate social media post ideas
Goal: Create engaging content calendar
Schedule: Every Wednesday and Friday
Initial Prompt: Generate 5 post ideas based on current trends"

SharePoint Integration

Effective Document Searching

The SharePoint search tool helps you find documents quickly and efficiently across your organization's content.

Search Strategies:

Specific Document Types:

"Search for:
- Type: PDF files
- Topic: budget proposals
- Location: Finance/2024 Planning
- Max Results: 10"

Project Documentation:

"Find all presentations and documents about:
- Project: Customer Portal
- Time Frame: Last 3 months
- File Types: pptx, docx"

Targeted Folder Search:

"Look in Marketing/Campaigns/2024 for:
- Query: 'social media strategy'
- File Types: xlsx, pdf
- Max Results: 15"

Best Practices for Tool Usage

Organizing Your Work

Consider these strategies for maintaining an efficient workspace:

Hierarchical Organization Start with a main chat for the overall project, then create subchats for specific workstreams. Use memos in each chat to track relevant information.
Information Flow Establish a regular rhythm of reporting from subchats to parent chats to keep everyone informed of progress.
Task Automation Identify repetitive work that can be automated through scheduled tasks, freeing up time for more strategic activities.

Common Scenarios and Solutions

Here are some typical situations and how to handle them effectively:

Managing a Complex Project

- Create main project chat
- Set overall project goal
- Create subchats for each major component
- Set up weekly status report task
- Use memos to track key decisions
- Configure regular subchat reports

Document Organization

- Use specific search terms
- Leverage file type filters
- Search within relevant folders
- Save important documents in chat memos

Team Coordination

- Create team-specific subchats
- Set up regular report scheduling
- Use memos for shared resources
- Configure automated status updates

Getting Help

Remember, you can always ask your AI assistant for help with any tool or feature. Try these approaches:

Ask for examples:

"Show me an example of creating a task with a schedule"

Request clarification:

"Can you explain how subchat reporting works?"

Get specific guidance:

"What's the best way to organize a product launch using these tools?"

Your AI assistant is here to help you make the most of these tools. Don't hesitate to ask questions or request assistance as you work with these features.

20 January 2025