Michael Kwan HRDC-Accredited Professional Trainer

SMEs and office teams

Work Smarter with AI

A three-day SME flagship on free and freemium AI tools, from the office paperwork nobody has time for to the marketing engine that brings customers in.

Duration
3 days
Delivery
In-person, Malaysia-wide
Level
Beginner
Tools
ChatGPT, Gemini and free tools
Get in Touch See the modules

Three days on the free AI tools your team already has open. No licence, no IT project, no coding.

In a small business the same person closes the books and writes Friday’s newsletter, and both still take the slow way, because the free AI in her browser has never been shown what to do with either job. This programme fixes that, on ChatGPT, Gemini and a handful of free tools.

We cover prompting properly, from a blank box to an answer you can use. Then turning one document into something else: a notebook that cites its sources, an image, a short video, a deck, a sales call rehearsed by voice. Then the marketing engine, from a twelve-month content plan to a lead magnet with the emails behind it.

Everyone finishes by rebuilding one real task from their own week and showing the room. Their own task and documents, with the prompts saved for Monday. That is the 10x I talk about: a day’s research, or a client deck, in under an hour.

Bring a laptop and a phone signed in to a free account, plus one report or post you already publish. Do get in touch and tell me about the team.

What we cover

The bullets under each module are what actually happens in the room.

Prompting, properly

  • Prompting Basics and the RCR Framework

    • The RCR framework, Role, Context, Request, and the 5W1H checklist that expands Context for anything more complex than a one-line ask.
    • Why an unprompted chatbot writes the same three paragraphs for you and for the company across the road, and the privacy rules for what never goes into a public tool.

  • Speech-to-Text with Wispr Flow

    • Dictating a full prompt instead of typing it, in Wispr Flow or the free Windows and Mac fallback, at roughly three times typing speed.
    • Turning a spoken meeting recap or handover into a formatted summary, a follow-up email and the questions still open.

  • Advanced Chatbot Functions

    • Canvas mode for drafting and editing one paragraph at a time without losing the rest of the document.
    • Deep Research for a sourced report on a supplier or a market question, started early because a run takes five to fifteen minutes.
    • Uploading a spreadsheet, a PDF or a brochure and reading it back as a two-page summary, or turning it into a quiz with Learning Mode.

  • Meta Prompting

    • Letting the AI interview you one question at a time when you know what you want but cannot describe it, then collecting the finished prompt.
    • Critiquing and rewriting a prompt already saved in a personal library, and using the same technique to write prompts for an image tool or a slide deck.

  • The Office Suite - Formulas from Plain English

    • Describing a spreadsheet formula in plain English and pasting it back into the cell, checked against a row you can verify by eye.
    • Cleaning a messy exported list, duplicate names and mismatched date formats, in one pass, on the free browser path that costs nothing.

One document into something else

  • Building a Personal Prompt Library

    • Naming the five tasks done more than once last week and writing one RCR prompt for each, stored in a single document worth reopening.
    • Deciding when a saved prompt is enough, and when a task done every week has earned a promotion to a custom assistant.

  • NotebookLM - Grounded AI and the Interactive Manual

    • Building a notebook from your own documents, with an answer and a citation on every line instead of an invented one.
    • Turning a staff handbook or a product manual into a searchable assistant, and pulling a study guide, an FAQ or an audio overview out of it.

  • AI Image Generation

    • The five levers of a visual prompt, subject, style, lighting, background, camera angle, and why naming only the subject gets a generic result.
    • Compositing a real product photo shot on a phone into a generated scene, then finishing the poster in Canva.

  • AI Video Generation

    • Writing the sixty-second script first and reading it aloud before generating anything, because a sentence you stumble over will trip the avatar too.
    • An avatar presenter in HeyGen on the free tier, and the honest limits: watermarks, length caps, and nothing with a real price or a real claim.

  • AI Presentations with Gamma

    • Writing one numbered paragraph per slide, the exact on-slide words plus the visual direction, because Gamma only sees the prompt.
    • Editing by naming the slide, "only change slide 8", and replacing the stock imagery with your own photographs before it goes out the door.

  • Mobile Apps and Voice Role-Play

    • Running the ChatGPT and Gemini apps hands-free, camera and microphone on, connected to the notebooks built earlier in the day.
    • Standing up to rehearse a real conversation out loud, the AI playing the customer, while the room listens.

The marketing engine

  • Custom AI Assistants - Custom GPTs and Gemini Gems

    • Building one reusable assistant with a role, the files it always reads, the rules it must never break, and the question it asks first.
    • Swapping the finished assistant with a neighbour, because whatever they get wrong is the rule you forgot to write down.

  • The Owned Hub - WordPress Audit and Site Brief

    • Scoring your own website against the six pages that earn enquiries: home, two service pages, a case study, an about page and contact.
    • Drafting the homepage and one service page with your custom assistant, then writing the WordPress brief for whatever needs a developer.

  • Topical Authority - Being the Answer

    • Reading three competitor blogs and listing the questions none of them answered, the raw material for a content plan.
    • Mapping a 12-month plan of three pillar subjects and four supporting articles each, ordered by which question a buyer asks first.

  • The Pillar Post Without the Blank Page

    • Researching one pillar topic in Perplexity and discarding any claim that does not survive opening its source.
    • Drafting a 1,500-word post against a hand-built outline inside one 90-minute block, then cutting a third of it before it publishes.

  • The Lead Magnet and the Email Sequence

    • Pulling a checklist or a template out of the pillar post and writing the landing page copy that asks for an email address.
    • Building a three-email welcome sequence on a free tier of MailerLite or Brevo, triggered by signup instead of blasted to the whole list.

Your own work, rebuilt

  • Capstone - Transforming Your Own Workflow

    • Placing five tasks from your own week on the Effort and Frequency grid, and picking the one in the top right corner.
    • Rebuilding it end to end with the trainer at your shoulder, then showing the room the old way, the new way and the hours saved.

Get in Touch

Contact me to inquire about training courses, speaking engagements, or to schedule a customised training session for your organisation.