How to use ChatGPT in your small business

Running a small business is a juggling act. You’re the CEO, bookkeeper, marketing manager—and somehow still the one taking out the bins. Enter: ChatGPT. Not the magic solution to all your problems, but definitely a strong contender for “employee of the month” when used right.

This guide breaks down how to actually use ChatGPT in your small business—without making things messier, more robotic, or confusing.

What Is ChatGPT (and why should you care)?

ChatGPT is a chatbot powered by artificial intelligence that can generate human-like responses. It’s made by OpenAI and has the capacity to help with writing, summarising, planning, problem-solving and more.

For small business owners, it’s like having a digital assistant on call 24/7, minus the overheads.

How ChatGPT can help with your businesses

Summarise meeting notes
Draft SOPs and job ads
Write simple checklists or onboarding docs

Tip: If it’s repeatable and text-based, ChatGPT can probably help.

Here are some ways small business owners are using ChatGPT effectively:

1. Content Creation

Write blog drafts, social captions, product descriptions
Get email marketing copy started
Rephrase or brainstorm headlines
If you are on the paid version of ChatGPT, I recommend using a custom bot with your brand voice, past blog posts and social posts etc uploaded to the knowledge base so it learns how you write. This will help to guide the responses to be more aligned with your brand and tone of voice. Contact me if you want to learn more!

Tip: Always review and “humanise” the content before publishing. Think of it as your intern, not your ghostwriter.

2. SEO Strategy and Planning

Keyword research prompts
Meta title and description suggestions
Blog structure generation

Tip: Combine ChatGPT with tools like Semrush or Ubersuggest for data‑driven SEO.

3. Customer Service Replies

Draft email responses – you could also automate this flow, to save you even more time
Suggest friendly wording for tricky client convos
Create FAQ page copy

Tip: As mentioned in content creation above, upload examples of your tone first and outline your style in the instructions of your custom gpt.
e.g. “Write this in a friendly, Aussie, non-salesy voice.”

4. Admin and Automation

Summarise meeting notes
Draft SOPs and job ads
Write simple checklists or onboarding docs

Tip: If it’s repeatable and text-based, ChatGPT can probably help.

How NOT to Use ChatGPT in Your Business

Keep it real:

Don’t copy/paste without checking. ChatGPT can get facts wrong or sound repetitive.
Don’t use it to talk to customers directly (unfiltered). It’s not a replacement for human empathy or judgment.
Don’t rely on it for legal or financial advice. Seriously. Just don’t.

A Few Prompts to Get You Started

Try copying these into ChatGPT and tweaking to suit:

“Write a blog post outline for a small plumbing business about water-saving tips.”
“Give me 5 Instagram caption ideas for a hair salon launching a new treatment.”
“Create a friendly follow-up email for a quote request that hasn’t responded.”

Final Word: It’s a Tool, Not a Magic Wand

ChatGPT won’t replace your hard-earned business smarts. But used wisely, it can help you get things done faster—and free you up to focus on the big picture (or at least get out the door on time).

Want help using ChatGPT in your business with actual structure and strategy? Let’s chat. (The human kind.)

Have questions? Send me an email – [email protected]