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Personal Assistants

AI-Public offers the ability to set up personal assistants. These assistants can be text-based for chat conversations, or voice-based for spoken interactions. A personal assistant can be, for example: 'Marketing Content Specialist', 'Legal Document Assistant', or a language coach for business communication.

Text-based Assistants​

Setting Up Assistants​

You give the assistant a name and then set the initial prompt and system prompt that belongs to the assistant.

The initial prompt is literally the first question you ask in the chat. This field can also be left empty.

The system prompt works in the background to guide the AI's behavior, and you can use this to provide useful background information (context). For example, to give instructions about style or provide background information.

Working More Efficiently​

You can set an initial prompt, system prompt, and a model for an assistant. So if you often need to perform a task using AI, you can set this up well and reuse it repeatedly.

Example 1 - Marketing Email Writing Assistance​

You regularly need to send marketing emails to customers. You've noticed that a certain AI model gives good results for this. You set this model for the assistant. There is no initial prompt, as your first question is always different. Settings:

  • Name: "Marketing Email Assistant"
  • Initial Prompt: leave empty
  • System Prompt: "You are a marketing email assistant. I want to send emails to potential customers for our SaaS product. The text should be persuasive and professional, with a friendly tone. Address customers using the formal 'you' form. Here is a good example of an email: (PASTE THE ENTIRE TEXT OF AN EXAMPLE EMAIL HERE) Do not use this email for content, but only for writing style and tone-of-voice."
  • Model: Claude 3

Managing Assistants​

You can manage personal assistants by clicking on "Personal Assistants" in the dashboard. Here you can create, edit, and optionally delete assistants.

Chatting with an Assistant​

You can easily start a chat with a personal assistant from the dashboard.

Example 2 - Brainstorm Facilitator​

As a project manager, you often want to prepare brainstorming sessions for new product ideas. You have a number of effective brainstorming techniques that you like to use.

You don't want to repeat these techniques to the AI every time, so we're going to create a personal assistant for this:

  • Name: "Brainstorm Facilitator Product Ideas"

  • Initial Prompt: "First ask me about the core theme or problem for which we want to generate product ideas, and who the target audience for the product is. Also ask me how much time we have available for the brainstorm. Only when you have this information, start working on proposing an approach. Then always give me 3 different brainstorming techniques or agenda setups I can choose from."

  • System prompt: "Here is a list of 5 different brainstorming techniques. The user asks for help facilitating a brainstorming session. You always first request additional information before starting. You then always choose 3 options yourself that best fit the subject and target audience. These are the brainstorming techniques:

    Technique 1: SCAMPER SCAMPER is a creative thinking technique where you examine an existing product or process through 7 different perspectives: Substitute, Combine, Adapt, Modify, Put to other use, Eliminate, Reverse.

    Technique 2: Mind Mapping Mind Mapping is a visual technique where you branch out from a central theme to related ideas. This helps to see connections and find creative solutions.

    Technique 3: Reverse Brainstorming In Reverse Brainstorming, you flip the problem: instead of asking 'How can we solve this?', you ask 'How can we cause this problem?' This often leads to surprising insights.

    Technique 4: Starbursting Starbursting uses a star diagram with the 6 W-questions: Who, What, Where, When, Why, How. For each idea, you systematically answer these questions.

    Technique 5: Round Robin Brainstorming In Round Robin Brainstorming, everyone takes turns contributing an idea. This ensures that even quieter participants make their contribution.

    Ensure that the proposed techniques are relevant for generating product ideas and adapt them as needed based on user input."

  • Model: GPT-4o

Voice-based Assistants​

Voice-based assistants make it possible to communicate with the AI through speech instead of just text. This function makes it possible to have natural business conversations with the AI in different languages, which is particularly useful for international business communication or when you simply prefer speaking to typing.

Access to Voice Assistants​

Voice assistants are not available by default for all users. This function is managed by the administrators of your organization. If you have access to voice assistants, you will see this on the AI-Public dashboard in the Personal Assistants section.

Starting a Voice Assistant​

Selecting a Language​

You can use voice assistants in different languages:

  • Dutch - For natural business conversations in your native language
  • English - Ideal for international business communication
  • German - For business communication with German partners
  • Spanish - For Spanish-speaking business contacts
  • French - For French business conversations

This multilingual functionality makes voice assistants particularly valuable for international business, as employees can practice their communication skills in a safe environment.

Activating a Voice Assistant​

After you've chosen a language, you see that the voice assistant is ready for use. In this screen you see:

  • A welcome message that explains how the voice assistant works
  • The selected language
  • Instructions to start chatting
  • A microphone button at the bottom of the screen

Using a Voice Assistant​

Starting a Conversation​

  1. Click on the microphone button - This is located at the bottom of the chat window
  2. Wait for connection - A connection is briefly established with the speech recognition
  3. Start talking - Once the connection is ready, you can simply start talking

During the Conversation​

When the voice assistant is active, you see:

  • Your spoken text is automatically transcribed and appears in the chat window
  • The AI processes your spoken words and gives an answer
  • The AI's answer is shown both as text and spoken
  • A stop button to end the voice session

Benefits of Voice Assistants​

  • Natural communication: Talking feels more natural than typing
  • International business: Ideal for practicing business communication in different languages
  • Accessibility: Convenient for users who have difficulty typing
  • Multitasking: You can do other things while talking
  • Faster interaction: Speaking often goes faster than typing

Setting Up Your Own Voice Assistants​

In addition to using the standard voice assistants, you can also set up your own voice assistants on the dashboard. This gives you the opportunity to:

Create Custom Voice Assistants​

  • Set system prompt: Determine how the AI behaves and what role it plays
  • Choose voice: Select different voices for your voice assistant
  • Configure language: Set the desired language for your assistant
  • Specialization: Create assistants for specific business purposes

Applications for Custom Voice Assistants​

  • Department-specific assistants: Create a voice assistant specialized in HR, Marketing, Sales, or Finance
  • Business language coaches: Develop assistants specifically focused on business communication
  • Role-playing: Create assistants for sales pitch practice or difficult customer conversations
  • Practice partners: Set up assistants for presentation practice or pitch training

Tips for Effective Use​

For Employees​

Text-based assistants:

  • Experiment with different system prompts to get the best results for your specific task
  • Save frequently used assistants for reuse
  • Share useful assistants with colleagues within the team

Voice assistants:

  • Speak clearly and at a professional pace
  • Use the voice assistant in a quiet environment for best results
  • Experiment with different languages for international communication
  • Practice important conversations or presentations with the voice assistant

For Managers and Team Leaders​

Text-based assistants:

  • Create assistants for frequently recurring tasks such as reports or customer communication
  • Share effective assistants with the entire team
  • Use specific system prompts for different departments or projects

Voice assistants:

  • Integrate voice assistants in business communication training
  • Use custom voice assistants for sales or pitch training
  • Let employees practice presentations with the voice assistant
  • Create department-specific voice assistants for extra support

Technical Considerations​

For Text-based Assistants​

  • Save complex system prompts in a separate document for reuse
  • Test different AI models to see which works best for your specific business case
  • Update assistants regularly based on experiences and feedback

For Voice Assistants​

  • Ensure a good internet connection for optimal speech recognition
  • Use a headset or external microphone for better audio quality
  • Voice assistants work best in a quiet environment without background noise
  • The function requires access to your microphone, ensure this permission is enabled

Personal assistants open new possibilities for more efficient work, better business communication, and make AI-Public even more accessible and user-friendly for all employees.