AI School Leadership Minute: Use AI to Tackle Complex Emails

AI School Leadership Minute: Use AI to Tackle Complex Emails
After a long day, your brain feels drained. But the complex email you put off still needs a response. Use AI to help. Here’s how:

Step 1: Open the Email
Open the email and copy the entire thread.
🧠 Pro-tip for Gmail: Click Reply. Then press Ctrl + A (or Cmd + A on Mac) to select the full thread. When it is all selected, copy it.

Step 2: Paste into ChatGPT
Copy the full email and paste it right into ChatGPT. (Do not send it through until step 4.)

Step 3: Remove All Student and Parent Personal Identifiers
Replace any student or parent names with “Student 1,” “Parent 1,” etc. Take out student and parent email addresses. Never send any student or parent PII into ChatGPT. See Gruvy Education’s full data privacy guide here.

Step 4: Use This Prompt
Put this prompt under the email thread in your ChatGPT prompt bar and send it through:
"What information do you need from me to craft a clear and effective response to this email? Ask me a list of questions that would give you the context you need. I will answer them. After I answer them, draft a response based on my answers."

Step 5: Answer the Questions
Answer ChatGPT’s questions. This can be done quickly. Don’t worry about perfect wording. Your answers help ChatGPT understand the situation’s nuance so it can respond clearly.

Step 6: Review and Send
Read the draft. Make edits where needed. Send the email.

Use this when you are out of brain power but must respond to a complex email.

To stronger communication,
William Grube
Founder, Gruvy Education

PS - 🎥 I made a video where I walk through this strategy and two more AI email strategies. You'll find that here.

PSS - Want to give your teachers a prompt that unpacks a standard like you’ve never seen before? You’ll find that here.

PSSS - Want to make ChatGPT less wordy? Do this.