How Businesses Can Implement a Custom GPT to Boost Efficiency and Customer Experience
Artificial Intelligence is no longer a futuristic buzzword — it's here, it's accessible, and it can make a huge impact on how your business operates. One of the most powerful ways to leverage AI today is through Custom GPTs: tailored AI assistants that understand your business, your processes, and your customers.
At Optimise Software, we help SMEs configure Custom GPTs to unlock value in two key areas:
- As an internal assistant for your team
- As an external consultant for your customers
Let's break down what that looks like.
1. Internal Assistant: Empowering Your Team with Knowledge on Demand
Think of a Custom GPT as a digital co-worker that never gets tired of answering questions. You can train it on your business knowledge — SOPs, FAQs, client workflows, training guides, compliance requirements — and make it instantly available to your staff.
Use cases include:
- Onboarding new team members faster by letting them "ask the assistant" instead of disrupting senior staff
- Providing instant answers on policies, pricing, or processes
- Helping staff generate accurate documents, emails, or reports based on company templates
- Reducing dependency on managers for repetitive, day-to-day questions
The result: fewer bottlenecks, faster ramp-up times, and more consistency across your team.
2. External Consultant: Improving Customer Experience Pre- and Post-Sales
A Custom GPT doesn't just support your team — it can also support your customers. By configuring a GPT trained on your website content, product manuals, knowledge base, and case studies, you create a responsive consultant that helps prospects and clients 24/7.
Use cases include:
- Answering common pre-sales questions ("How does your pricing work?", "Does this integrate with Xero?")
- Guiding customers through setup or troubleshooting without waiting on email replies
- Providing personalised recommendations or resources based on customer needs
- Scaling your customer service without scaling headcount
The result: smoother pre-sales journeys, reduced support costs, and happier customers who feel supported around the clock.
Implementation Doesn't Have to Be Complex
Setting up a Custom GPT doesn't mean you need a data science team or massive IT investment. With the right partner, you can:
- Audit your existing knowledge assets (docs, SOPs, FAQs, product info)
- Configure a secure GPT environment tailored to your workflows
- Train your GPT with relevant, verified business knowledge
- Roll it out internally or externally with clear guardrails and access control
- Measure success through usage data and customer/team feedback
Why Now?
Research shows that businesses who embrace AI early gain a competitive edge in efficiency, customer satisfaction, and revenue growth. By starting with a focused Custom GPT project, you can quickly demonstrate ROI and scale from there.
Final Thoughts
A Custom GPT is more than just a chatbot — it's a knowledge engine that can empower your team and delight your customers. Whether you're looking to improve internal efficiency or scale your client support, AI can give you a cost-effective advantage.
At Optimise Software, we specialise in making these tools practical for SMEs. From scoping and implementation to training and support, we ensure your GPT is more than just a gimmick — it's a tool that drives measurable results.
Ready to Implement a Custom GPT?
Book a free AI Health Check today to explore how a Custom GPT could transform your business.
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