Want to use Chat GPT for your business writing? Professional writer and Antelope Media’s content director, Ralph Grayden, shows you everything you need to know…
I was never one of those writers who feared AI’s arrival. Maybe in hindisght, that wasn’s a good thing. But, frankly, I could see an upside to having a robot do my writing for me. Less time working, more time for golf and family. Bye-bye to the eye strain, back pain and early onset RSI that are the hallmarks of a life spent in front of a computer. Hello to happy, fit, me.
Since it launched in November 2022, I’ve been experimenting with Chat GPT more or less constantly. I started by writing poems, blog pieces, stage and radio plays and even attempted a novel. Since then, I’ve incorporated into mine (and other people’s) work process, taught people how to use it, and generally pushed it to the limits of everything it can do from a writing perspective. Now, I think I’ve finally cracked it… Chat GPT, that is.
I know Chat GPT’s role, and I know mine.
There’s no getting around it…
Left to its own devices, we all need to understand that Chat GPT is not some kind of silver bullet that will deliver good quality work without any effort at all.
Unless you’re comfortable with writing that sits somewhere in the band between poor and mediocre, you can’t expect to just set Chat GPT loose. You need to guide it, prime it, instruct it and work with it to produce good writing.
If you do, it can be your partner, helping you come up with better ideas, write better prose and get better results – potentially in much quicker time than you currently spend on writing.
But, if you really want to use Chat GPT effectively, there’s one thing you really need to understand, and that’s the writing process itself. When you do, you’ll give yourself the opportunity to use Chat GPT as a genuine writing partner.
What’s the Writing Process?
The reason ChatGPT can’t just do everything at the press of a button is that the writing process isn’t linear. If we break down the writing process, it consists of four separate stages that work together.
When we teach writing here at Antelope Media, we equate writing something with building a house.
When you’re building, you don’t just start hammering nails and hope for the best. You follow a very deliberate and planned process that involves various people with different skills.
In the same way, writing has four distinct phases, each of which must be completed to produce quality work – although, if you write regularly, you may do all four phases subconsciously without even realising it.
The Four Phases of the Writing Process
The four phases you need to go through every single time you write – even with AI – look just like this:
| The Architect: This important first creative phase is when you generate ideas and develop them. The Engineer: In this structural phase, you take the ideas you’ve developed and organise them logically, so they become a map for your writing. The Builder: In this second creative phase, you turn your blueprint into full sentences. This is when the writing happens. The Inspector: The final phase is revision, which involves editing and reworking your writing until you have a final draft. |
The good news is that Chat GPT can help you get better at every one of these phases in any piece of writing. So, let’s go through them one by one.
The Architect
The point the Architect phase is to generate and develop ideas so that you have something original or insightful to write about. In other words, it sets up the direction of your writing project and its parameters.
The Architect phase is a creative phase where you’re looking to explore possibilities. It’s not a time for too much analysis or critical thinking. You want to see where your writing might take you, even if you decide you don’t want to – or can’t – go to most of those destinations.
You can quickly see if someone’s bad at the Architect phase (or if they leave it out altogether) because their writing is bland and uninteresting.
They just end up saying the same thing as everyone else.
The main challenge in this phase – and probably in most writing projects – is writer’s block, where you struggle to generate new and original ideas.
So stimulate your creativity with techniques such as freewriting, brainstorming or journaling. Ask Chat GPT to help.
How to Use Chat GPT in the Architect Phase of the Writing Process
Here are some of the ways you should be using ChatGPT in the first stage of the writing process.
- Topic suggestions: If you know what you want to write about, ask Chat GPT to suggest angles or topics. Then ask it to refine them (or refine them yourself) until you’re happy with the result.
- Keyword prompts: Give Chat GPT a keyword or phrase, and it can generate related topics or ideas for you to explore further.
- Synonyms and related words: Ask Chat GPT to generate synonyms or related words for a specific keyword or phrase. Use these to generate new ideas and angles.
- Comparative analysis: Ask Chat GPT to compare and contrast different pieces of writing or topics. Use that analysis to generate new ideas for your own work.
- Collaborative brainstorming: Work with other writers or collaborators to generate ideas together. Bounce your ideas off one another using ChatGPT to facilitate the process.
The Engineer
The Engineer phase is where you take your ideas and turn them into a blueprint for your writing project.
Your goal here is to create a solid structure or skeleton for your first draft to hang from.
Usually, you should begin the Engineer phase by deciding which of the Architect’s ideas you want to keep, which need refining and which you want to discard altogether. Then you’ll arrange your ideas into an outline for your project by turning each of them into subheadings. Bullet point the information and supporting data you need to include underneath. You’ll feed this into ChatGPT in the next stage.
You don’t need to write in sentences just yet. This is all about having a solid framework for your writing, not about detail.
How to Use Chat GPT in the Engineer Phase of the Writing Process
- Mind mapping: Get Chat GPT to create a mind map linking your ideas, so you can see how they fit together.
- Bullet point outlining: Ask Chat GPT to generate a bullet-point outline of your work.
- Flowcharting: Ask Chat GPT to create a flow chart showing the flow of your ideas, so you can visualise how your writing project will look on the page.
The Builder
The Builder phase is when you turn your ideas into a cohesive, readable piece of writing. Like the Architect phase, the Builder phase is creative, not analytical.
This isn’t a time to stop and consider what you’re writing. It’s a time just to get words down on the page so that you have a first draft.
Chat GPT is great at getting those words out. So, feed it your Engineer’s blueprint and ask it to write.
But also keep in mind that it has some limitations.
First, without priming, ChatGPT’s words are likely to be mediocre and overwritten. So, before you get started, let it know the style in which you expect it to write.
I’ve developed a pre-set list of 12 instructions – such as writing at an 8th-grade level and using short sentences. I call the list ‘Antelope Media Style’, and I sometimes plug it into Chat GPT before I ask it to write.
Also, keep in mind that ChatGPT has a truth problem. Unless you give it facts, it’s likely to make up its own. (Although it is much better in 2025 than it was in 2023.)
Sometimes Chat GPT’s lies can be easy to spot – like when it told me Sydney was the world’s fifth largest city (it’s actually closer to the 50th). Other times they can be much more difficult – like when it makes up the names and characteristics of businesses, government departments, and even people (yep, it really does this… still!).
So give it instructions on what data and facts you want it to use, even if that means doing your own independent research.
Most importantly, don’t expect perfection just yet.
This is only your first draft, and as Ernest Hemingway once famously told us, “The first draft of anything is shit”.
How to use Chat GPT in the Builder Phase of the Writing Process
- Different styles: Ask Chat GPT to experiment with different writing styles, such as descriptive, persuasive, or narrative, so you can see how each might look.
- Different voices: Have Chat GPT write in different tones, such as conversational, formal, or technical, to match the specific tone and style you are looking for in your writing. You can even have it assume different characters and roleplay different voices.
- Samples: Give Chat GPT some writing samples that match the style or tone you’re looking for.
- Style guide: Ask Chat GPT to follow a style guide you cut and paste into the input box, so you get a better-quality draft.
The Inspector
This is the final phase of the writing process, where you revise and edit your draft so that it’s what you want. Like the Engineer phase, the Inspector phase is another analytical and detail-focused step, but even more micro.
In the Inspector phase, you’ll be evaluating everything you’ve written, correcting any errors, assessing what works and what doesn’t, and making your writing as good as possible.
All writers generally go through this editing process before their work is up to scratch. It’s no different when you’re writing with Chat GPT – although you can ask it to help you through the process too.
I like to begin the Inspector phase by facting-check everything Chat GPT has written. I suggest you do the same. You’ll also need to evaluate the words on the page to make sure they meet your standards and those of your intended audience.
Here, be sure to compare what you’ve given with what you’ve asked for. My experience is that Chat GPT sometimes takes it upon itself to ignore my writing instructions. It might, for instance, decide to use long sentences or write in the passive voice. So ask it if it has complied with the style you’ve asked it to write in. (It will give you surprisingly honest answer.) Then, if it admits it hasn’t, tell it to fix it.
You can also get Chat GPT to assess the writing and to suggest how to improve it. Get it to rephrase sentences or paragraphs that aren’t working, and what’s missing from your work. If Chat GPT does identify some gaps, ask it to fill them in.
But don’t rely solely on Chat GPT. Be critical. You’ll probably need to get down and dirty yourself and apply your own brain power to rewriting some of its sentences.
How to use Chat GPT in the Inspector Phase
Be critical: Just because there are words on the page, and they seem ok on first read, it doesn’t mean they’re the best choice for expressing yourself. Ask Chat GPT to critique its own writing.
Sentence structure: Use Chat GPT to suggest alternative sentence structures to help you create more polished and engaging prose.
Vocabulary: Ask Chat GPT to suggest alternative vocabulary to help you find the right words to convey your message and create a specific tone or mood in your writing.
Phrasing: Use Chat GPT to suggest alternative phrasing that can help you create a smoother flow in your writing, making it easier to read and understand.
Grammar and consistency: Use Chat GPT to identify grammatical errors and inconsistencies in tone or voice – even in its own writing – so that you can refine your writing and create a cohesive, readable piece.
Transitional sentences: Use Chat GPT to generate transitional sentences or phrases to help connect your ideas and create a smoother flow in your writing so your readers find it easier to follow your thought processes.
Alternatives: Ask Chat GPT to write a sentence in different ways or to express different moods, then choose the one you like.
Can Chat GPT Make You a Better Writer? (A Professional Writer’s POV)
In short, yes. If you’re writing for work, Chat GPT can definitely make you a more accomplished and better writer. In fact, even for professional writers, Chat GPT has a role to play.
However, the reality is that it’s not going to solve all your writing problems instantly. You need to see it as a partner rather than a saviour. And you shouldn’t rely on it for everything you write.
To get the most of out Chat GPT’s writing ability, you also need to apply a tried and tested writing process – just like the one I’ve shown you above.
If you don’t, you’ll just be producing the same bland AI-powered work most people now do.
Want to learn how to harness the power of AI in your business writing? Sign up to our webinar: Write Better, Faster: How to use ChatGPT in your workplace communications
