AI Q&A Special

Your top AI questions answered

Author

Helena Di Biase
June 01, 2025

KIS News Issue #51 - some links included in this issue may be affiliate links

Update:

The week started with a day trip to Rome on Monday, my all time favourite city. We had friends come and stay over the weekend and one had never been to Rome before so we took the train up for the day. Here’s a very short short-list of my must-visit spots incase you find yourself in the Eternal City anytime soon. Al Ceppo for lunch, pricey but worth it. Mercato Centrale for quick bites when passing through Termini station. Villa Borghese for the best views of the city and people watching. New Food Bakery for the best gluten free cakes, pastries & sandwiches (my husband is GF and Italy caters surprisingly well for allergies considering it’s the home of gluten!)

I was reminded that the normal parts of life and being a working parent continue, even when you have a better view and blue skies as we spent a day & night in hospital this week with my youngest who has Bronchiolitis. She’s on the mend now but it put a spanner in the works for my work plans this week which I’m trying very very hard not to let overwhelm me as I had just perfected what I thought was a lovely work/time with kids schedule in my calendar. Instead, I’ve snuck off to the local library this afternoon (some things never change) to schedule this email.

Finally, I shared my top AI systems that are working hardest for me across my businesses whilst I spend my summer with family in Italy and Greece so I thought I would do an AI newsletter Q&A special, answering the most popular questions I am asked time and again.

AI Q&A Special

You asked and I answered, yesterday on my Instagram I asked you your top AI questions you want answered in this newsletter and honestly, I’ve never had more or faster responses to a question box! Here are the most popular:

“I’m so overwhelmed with where to start—it feels like a mammoth task just to learn. Where do I begin?!”

You don’t need to master AI overnight but you do need to start learning, little by little.

Here’s where I’d begin:

But honestly? The best way to learn is to use AI daily you’ll learn more from trying and testing.

“I use ChatGPT a lot but I still don’t think I’m using it right… everything it does just sounds like AI wrote it!”

If you’re using AI to write copy and content of any kind, whether it’s emails, sales pages or blog content, I would completely avoid prompting altogether and instead train a customGPT.

Personally I have GPTs and AI assistants trained for every medium of copy so that they can be extremely specific and tailored. For example, my web copy is also SEO and AI detector optimised and my email assistant is trained on my previous emails. The more you feed and train your assistants the better the outcomes will be.

“What do you mean when you say ‘AI systems’? Like… what does that actually look like?”

Prompting and getting responses from generative AI tools like chatgpt is great but if you aren’t using AI in a system then you won’t get any of the leverage it can create for you by doing things automatically.

AI systems are where you connect your workflows and often many different AI assistants together using a tools like make.com or Zapier. Your system starts with a trigger point such as when you receive an email or is set up to start at the beginning of every week and should work through specific steps, sending different messages to different AI assistants and then sending you as the human in the loop something for approval.

“I want to automate things but I’m too scared the automations will get it wrong!”

This is exactly why it’s important to have a human in the loop. Your job is for approvals and to see things that are customer-facing before they leave your business. If there is something wrong in the technical set up of your automation you will know about it because it won’t be working and completing the tasks you set it in which case you should get a notification from the platform you are using that the workflow is broken and where it needs to be fixed.

“What businesses do you actually use AI in?”

I have five businesses I’m actively involved in at the moment and I use AI in all of them! We have a commercial sports agency (B2b), an AI wellness app (B2b and B2b), a digital infrastructure business (B2b), Espresso AI (B2b and B2b) and then content creation which absolutely is a business too!

“Can you use AI for client work, or is it just good for content?”

Absolutely! You can and you should! The key is to train your AI and be clear on the workflow systems that are done by AI. For example in the AI for Business programme at Espresso AI I share examples of businesses using AI systems to deliver weekly reports to clients, follow up on calls and give bespoke out of hours feedback.

“Are there any prompts you use all the time that actually work?”

To be honest I don’t often prompt straight into regular ChatGPT now as I have so many customGPTs and assistants but I do have a massive list I made over on Espresso AI of the best prompts in a free library which you can get here.

“How do you build an AI assistant?”

The first step is to decide on the specific scope of your assistant and exactly what the perfect outcome from that assistant is. For example, I have one AI assistant Whitney who helps me write this newsletter but a different assistant that maps out my content calendar and another, Kate, who turns long form content into short form content all within an automated system.

Once you have a clear outcome such as “writes my newsletter” then you need to write training manuals. Each of my assistants have at least four documents attached to them which give detailed examples of what good looks like and reference points of past work. It’s also where I outline tone of voice and formatting.

Then go to platform.OpenAI.com and login with you ChatGPT account. On the left hand side you will see assistants - click this and then follow the steps to upload your training manuals. You can then connect your assistants directly into workflows.

If you’ve taken AI for Business you’ll know this system inside out and have all the blueprints of exactly how to do this.

“How do you keep your AI up to date with everything you’re working on?”

I have all my training manuals in Google docs linked in a big database inside Notion. Some of these automatically update such as Whitney each week because when I send a newsletter I have an automation triggering to add the contents of the newsletter to the training manual so that Whitney knows what has been sent before. Others, I get a notification every few weeks to check their training manuals and of course, I have another AI assistant just trained to monitor how well all the AI is working 🤣. Yes I’m aware this sounds like a lot but it’s honestly very very efficient and quite simple once you have the system set up and you know what you are doing.

“How long does it take to learn all of this and set it up?”

To go from zero to where I am now I would say 6 months if you aren’t working on it every day. Equally I have people who have taken AI for Business and completed everything in 10 weeks. Once you start seeing the results and impact of using AI and the leverage it gives you, it’s very addictive!

“How would you offer AI services B2b?”

I think the key thing is to demonstrate your experience with the outcome you are using AI for. Generative AI in open source hasn’t been around for that long (chatgpt launched in 2022) and it’s improving all of the time. I would start by identifying who exactly is it you help with AI and what is the scope of work? Will you actually be implementing the systems or just advising on them? Will you be monitoring it and implementing updates? Be clear on the outcome and then what the pain is for your customer if they don’t take action on this. For most people and businesses the pain level of not taking action is high because if you don’t take action on AI now, your competition absolutely will and you are leaving money on the table.

If you’re interested in learning more about implementing AI systems and automations in your business like this and exactly what my set up looks like covering all of the above, Espresso AI are running a less than half price promo on AI for Business until midnight tomorrow. From Tuesday AI for Business will be £397 and is available today for £147.

Have a great week ahead & remember to keep it simple.

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