Account Setup & Company Policies

Getting set up properly from the start ensures you can use ChatGPT effectively while staying compliant with your organization's policies.

Choosing the Right ChatGPT Plan

Free Plan

• Access to GPT-3.5
• Limited message capacity during peak times
• Standard data handling (may be used for training)
• Good for: Personal experimentation, light usage

Plus Plan ($20/month)

• Access to GPT-4 and GPT-4o
• Priority access during peak times
• Access to advanced features (browsing, code interpreter, image generation)
• Standard data handling (may be used for training)
• Good for: Individual professionals, freelancers

Team Plan ($25/user/month, minimum 2 users)

• Everything in Plus
• Data NOT used for training
• Workspace management
• Admin console for team oversight
• Good for: Small teams, agencies

Enterprise Plan (Custom pricing)

• Everything in Team
• Enhanced security controls
• Single Sign-On (SSO) integration
• Extended context windows
• Priority support
• Good for: Large organizations with compliance needs

Setting Up Your Account

Step 1: Create or Access Your Account

1. Go to chat.openai.com
2. Sign up with email or use SSO if your company provides it
3. Complete email verification

Step 2: Configure Privacy Settings

Navigate to Settings > Data Controls and consider:

• Chat history & training: Toggle OFF if you don't want your conversations used for model improvement
• Shared links: Control whether you can create shareable conversation links

Step 3: Set Up Custom Instructions

Custom Instructions save you from repeating context in every conversation:

Navigating Company Policies

Finding Your Company's AI Policy

Check these sources:

1. Employee handbook or intranet
2. IT department guidelines
3. Your manager or HR department
4. Legal/Compliance team announcements

Common Policy Requirements

Policy Element	Typical Requirement
Approved tools	List of sanctioned AI tools
Data classification	What data levels can be used with AI
Disclosure	Whether to indicate AI assistance
Review process	Approval needed before publishing
Training	Required courses before using AI

If No Policy Exists

If your company doesn't have an AI policy yet:

1. Ask your manager before using AI tools extensively
2. Document your usage in case questions arise
3. Follow security best practices from the previous lesson
4. Suggest policy creation to leadership

Organizing Your Workspace

Using Folders and Chat Organization

ChatGPT now supports folders for organizing conversations:

• By Project: Keep all chats for a specific project together
• By Type: Separate emails, reports, research, etc.
• By Client: If you work with multiple clients

Naming Conventions

Use clear, searchable names for your chats:

Bad Name	Good Name
"New chat"	"Q1 Report Draft - Marketing"
"Email"	"Client Apology Email - Delay"
"Help"	"Excel Formula - VLOOKUP Issue"

Setting Up for Team Usage

If you're using ChatGPT with a team:

Establish Team Norms

• Standard prompt templates everyone uses
• Shared Custom Instructions for consistency
• Regular sharing of useful prompts
• Clear guidelines on what can be shared

Create a Prompt Library

Document effective prompts your team discovers:

1. Create a shared document or wiki
2. Categorize by use case
3. Include examples of good outputs
4. Update as you learn

Mobile Setup

The ChatGPT mobile app lets you use AI on the go:

iOS and Android Apps

• Download from App Store or Google Play
• Sign in with your existing account
• Enable voice input for hands-free use

Best Mobile Use Cases

• Quick email drafts while commuting
• Voice notes that become meeting summaries
• Capturing ideas before you forget them
• Quick research during meetings (discreetly)

Keyboard Shortcuts and Efficiency Tips

Master these shortcuts for faster workflows:

Shortcut	Action
Enter	Send message
Shift + Enter	New line without sending
/	Access GPT shortcuts (if enabled)
Up Arrow	Edit previous message

Integrating with Your Workflow

Browser Extensions

• ChatGPT is available in the browser at chat.openai.com
• Consider pinning the tab for quick access
• Use keyboard shortcuts to switch tabs quickly

Desktop Apps

• macOS: ChatGPT desktop app available
• Windows: Use browser or third-party wrappers
• Consider using Cmd/Ctrl + Space launchers for quick access

Key Takeaways

1. Choose the right plan based on your needs and company policy
2. Configure privacy settings before you start using ChatGPT
3. Set up Custom Instructions to save time on every conversation
4. Know your company's policy or ask if one exists
5. Organize your workspace with folders and clear naming
6. Set team norms if working with colleagues
7. Use mobile for productivity on the go

With your account properly configured, you're ready to start using ChatGPT for real work tasks. Let's begin with one of the most common: email writing.