Franciszek KołpanowiczEpisteme AII have a plan for using AI in your company

Office and administration · beginner

Documents and correspondence with AI

Preparing letters, contracts, minutes and correspondence, and keeping documentation in order. For office, secretarial and administrative staff.

any tool, Gemini · 1 day · online or in person

For your manager

Business objective
The team stops writing from scratch
Who it is for
Office and administrative staff responsible for preparing documents, handling correspondence, and organising and archiving documentation. The training does not assume any prior experience with AI tools.
What the team will be able to do
  • A letter or set of minutes in the company template in a few minutes
  • Finding information across many files with a single question
  • Every AI answer checked against its source
Duration and format
1 day, online or at your premises. Exercises on the participants’ own tasks, not examples from the internet.
Tool
any tool, Gemini. I run the programme on the tool the company uses or plans to use.
Data security
In every programme: what may be shared with an AI tool and what stays in the company.
Indicative cost
From PLN 4,997 per day of in-company training, up to 15 participants, final price, no VAT added. The final quote depends on the scope, format and location of the training. VAT-exempt supply (Art. 113 of the Polish VAT Act).

Programme

Key information

Duration1 training day
Formatin person, workshop-based
Especially recommended foradministrative and secretarial staff, executive assistants, office support specialists, people who manage documentation and correspondence, back office staff
Target groupOffice and administrative staff responsible for preparing documents, handling correspondence, and organising and archiving documentation. The training does not assume any prior experience with AI tools.
DescriptionA training for office and administrative staff who want to use generative AI in their everyday document tasks. The programme takes participants from the basics of how AI tools work, through effective prompting with the KREDO method, to drafting and editing documents, finding information in extensive documentation, and organising it for later retrieval and archiving.

During the training, participants will find out, among other things:

  • How generative AI works and how to choose a tool for office work
  • How to build effective prompts with the KREDO method
  • How to draft and improve documents and correspondence
  • How to find information in extensive documentation and summarise it with references to the source
  • How to organise document naming, classification and archiving
  • How to protect personal data and company information when working with AI

The training can be delivered using the AI tool of your choice: Microsoft Copilot, Gemini or Claude, depending on which solution the company uses or plans to use. The content stays the same; only the interface and configuration details differ.

Objective

The objective of the training is to familiarise participants with the possibilities of generative AI in office work and document management. The training covers the basics of how AI tools work, effective prompting with the KREDO method, drafting and editing documents, working with source documentation, organising and archiving materials, and data security rules. The emphasis is on working with the chosen AI tool on examples close to everyday administrative tasks, from preparing a letter, through analysing an extensive document, to organising a set of materials.

Programme

Module 1: Fundamentals of generative AI in office work

  • Sharing participants’ experience
  • Key concepts related to how AI works (prompt, token, hallucination, context)
  • How to act in the face of false content created by AI
  • Comparing the key AI tools (Microsoft Copilot, Gemini, Claude) and choosing a tool for office work
  • Privacy and data security in AI tools

Module 2: Prompt engineering, the KREDO method

  • Anatomy of an effective prompt, the KREDO model
  • Techniques to start with: asking AI questions, generating variants, correcting answers
  • Building prompts for typical administrative tasks
  • Fast models versus advanced reasoning models: when to use which
  • Working in a single thread instead of starting from scratch

Module 3: Creating and drafting documents

  • Drafting letters, notes and correspondence in a given tone
  • Editing existing documents: shortening, simplifying the language, changing the style
  • Recurring documents and forms prepared from a template
  • Summaries of meetings and reports based on working materials
  • Checking a document for consistency and completeness before sending

Module 4: Working with documentation: searching, classification, archiving

  • Loading contracts, terms and conditions, reports and procedures as sources for analysis
  • Asking questions about a document and extracting key provisions
  • Summarising lengthy documents for a note or a decision
  • Comparing document versions and detecting differences
  • Describing documents for later search and archiving

Module 5: Document workflow and automation of office work

  • Describing an existing document workflow and identifying where it gets stuck
  • What AI assistants are and how they take over repetitive administrative tasks
  • Configuring an assistant for a recurring document type
  • An assistant that organises work after a meeting: note, task list, correspondence
  • What you can organise on your own and what needs IT department support

Module 6: Information security and good practice

  • What can be passed to public AI and what must stay inside the company
  • Personal data, GDPR and trade secrets when working with documents
  • Anonymising content before passing it to an AI tool
  • Account privacy settings and control over conversation history
  • Good practice for working with AI in the office
  • Trainer

Franciszek Kołpanowicz: entrepreneur and certified AI trainer who helps leaders and teams become more effective through intelligent technologies. He has been published in Rzeczpospolita, among other places. He has more than 2,000 hours of work with generative AI behind him and shares his knowledge at public events, including the “Manager in the Age of AI” training organised by Rzeczpospolita, as well as at the UKEN and PASE conferences.

His background in philosophy (Jagiellonian University) and his experience in IT quality control allow him to combine analytical thinking with asking the right questions. His own practical journey with AI showed him how this technology can become a real lever for growth.

Drawing on hands-on experience, he shows leaders and their teams how to use AI not only to work more efficiently but also to think more clearly and make faster business decisions. His AI training has, among other results, cut the time needed for routine analysis of multi-page legal documentation by 80%.

In his training sessions he pays particular attention to the participants themselves, drawing on their experience and needs as the work progresses. As a result, his sessions are not repetitive routine but an enriching and individual experience.

His mission is to make artificial intelligence a practical tool for development: business, intellectual and cultural.

Prerequisites

The training does not require any prior experience with AI tools. Basic computer and browser skills are necessary, as is access to the chosen AI tool, agreed with the client before the training.

Organisational requirements on the client’s side

  • Before the training, every participant has an account for the chosen AI tool (Microsoft Copilot, Gemini or Claude, depending on what is agreed) that has been set up and tested
  • Login checked in advance on the device the participant will work on
  • One workstation per person: a laptop for each participant (their own or provided by the organiser), not shared
  • Stable Wi-Fi in the room, sufficient for all participants working at the same time
  • A projector or large screen for the trainer’s presentation
  • A room suitable for workshop-style work (tables, space for notes)
  • A flipchart or whiteboard with markers

Methodological note: the training works with one jointly chosen AI tool, so that within one day participants have time to genuinely master it in the context of their own work, rather than just seeing a few demonstrations. The choice of the specific tool and the detailed scope will be confirmed during the needs survey before the training.

To be confirmed before the training

Licences and access:

  • Which AI tool does the company use or plan to use (Microsoft Copilot, Gemini, Claude)? The choice is made before the training, based on the needs survey.
  • Does every participant have their OWN access, or do participants share one account? With a shared account the exercises do not work.
  • If Microsoft Copilot: do participants have an active Microsoft 365 subscription (Business or Enterprise)? Full integration in Word, Excel and PowerPoint additionally requires Microsoft 365 Copilot.
  • If Gemini: are participants working on free accounts or on a paid plan? The programme works on the free version; a paid plan raises the limits. Working with company email and Drive requires access to be enabled separately by the organisation’s administrator.

Participants’ technical readiness (CRITICAL):

  • Every participant must arrive with a logged-in account on their own laptop: we do NOT set up accounts in the training room
  • Test before the training: every participant opens the tool and verifies that they can ask a question and receive an answer
  • If any participant does not have access: advance notice, and we will prepare an alternative path

Infrastructure:

  • Stable Wi-Fi tested under load (all participants working simultaneously in the browser and in applications)

Request a training proposal

I will tailor the programme to the team and send a quote within one working day.

Programme: Documents and correspondence with AI