Generative AI in the export department

Key information

Main tool: Google Gemini (the free version is entirely sufficient for the work in the training)

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

• How to build effective prompts with the KREDO method for export tasks
• How to translate conversations in a foreign language live
• How to research foreign markets and verify counterparties with Deep Research
• How to prepare multilingual correspondence and export offers
• How to analyse export sales data and reports from Excel files
• How to analyse contracts, Incoterms and foreign trade documentation
• How to prepare for international meetings and trade fairs
• How to create your own AI assistants (Gems) tailored to the work of the export department
• How to simulate conversations with a foreign client and get feedback from AI
• How to work safely with counterparty data and commercial documents

The training is workshop-based, and participants work on scenarios from their own export practice. The main tool is Google Gemini; in the introductory part, participants also learn the differences between Gemini and ChatGPT, Microsoft Copilot and Claude, so that they can choose the right tool for each task.

Objective

The objective of the training is to familiarise participants with the possibilities of generative AI in the work of an export and international sales department. The training covers the basics of how AI models work, prompting with the KREDO method, researching foreign markets with Deep Research, and creating AI assistants that support repetitive tasks. The programme focuses on practical uses of Google Gemini in an exporter’s daily work: from analysing markets and documents, through multilingual communication and offers, to simulating conversations with a foreign client.

Programme

The programme includes theoretical and workshop modules based on export scenarios prepared by the trainer.

Day 1: Foundations and working with foreign markets

Module 1: The basics of generative AI

• Participants share their experience of how they currently use AI in export work
• Key concepts in working with AI: prompt, token, context, hallucination
• Comparison of tools: Gemini, ChatGPT, Microsoft Copilot and Claude
• AI hallucinations: what they are and how to prevent them when working with market and counterparty data
• Privacy and data security in AI tools

Participants will learn to choose the right AI tool for the task instead of using one model for everything.

Module 2: Prompt engineering: the KREDO method

• Anatomy of an effective prompt in the KREDO model
• Best starter prompt techniques: questions to the AI, generating options, correcting responses
• Building KREDO prompts for export scenarios
• Fast vs advanced models: when to use which

Module 3: Researching foreign markets with Gemini

• Deep Research: in-depth analysis of target markets, industries and regulations
• Verifying foreign counterparties and analysing competitors
• Identifying market entry requirements: customs duties, certificates, local conditions
• Building a market and client brief before the first contact

Module 4: International communication and export offers

• Multilingual correspondence with counterparties: enquiries, offers, follow-ups
• Translation that takes the commercial and industry context into account
• Preparing export offers and tailoring them to the recipient
• Adapting the tone and form of communication to the cultural differences of the market

Module 5: Working with foreign trade data and documents

• Analysing export sales data and reports from Excel files
• Analysing contracts, Incoterms conditions and commercial documentation
• Extracting key information from long documents and specifications
• Editing and organising content in Canvas

Day 2: Documents, assistants and client conversations

Module 6: Preparing for international meetings and trade fairs

• Preparing for a conversation with a foreign client: research and scenario
• Simulating sales and negotiation conversations with AI
• Getting feedback from AI on how a conversation went
• Preparing for trade fairs and meetings: briefs on companies and contacts
• Live translation of conversations with foreign contacts

Module 7: AI assistants (Gems) for the export department

• What assistants (Gems) are and how they differ from a regular chat
• Designing an assistant tailored to a role in the export department
• Configuring the knowledge base: catalogues, price lists, terms of cooperation
• Creating an assistant for conversation simulations and offer preparation

Module 8: Security, good practice and next steps

• Counterparty data security: what can and should not be shared with AI
• Privacy and activity settings in Gemini
• Good practice for working with AI in the export department
• Summary, recommended apps and Q&A session

Module 9: NotebookLM in foreign trade

• What NotebookLM is and how it differs from Gemini
• Building a knowledge base from export documents: contracts, price lists, specifications, regulations
• Asking questions about uploaded documents and verifying answers in the sources
• Generating summaries, guides and briefs for the export team

Module 10: Other AI tools: an overview

• Fireflies: automatic notes from online meetings
• Gamma AI: creating presentations and styled proposals
• 11labs: voice cloning and creating an avatar

Learning outcomes

After completing the training, participants:

• build prompts with the KREDO method tailored to export tasks
• research foreign markets and verify counterparties with Deep Research
• prepare multilingual correspondence and export offers
• analyse sales data, contracts and Incoterms conditions with the help of Gemini
• create their own assistant (Gem) for repetitive export department tasks
• simulate conversations with a foreign client and use AI feedback
• apply the principles of safe work with counterparty data

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

• No prior knowledge of AI is required; the training starts from the basics
• A Google account with access to Gemini (the free version is sufficient)
• Basic computer skills and experience of working in a browser
• A working knowledge of the foreign language used in export work (for the international communication exercises)

Organisational requirements on the client’s side

• Before the training, every participant has a Google account with access to Gemini (gemini.google.com) that has been set up and tested
• Login checked in advance on the device the participant will work on
• One workstation per person: a computer for each participant, with no sharing
• A stable internet connection on each participant’s side
• A working camera and microphone, needed for the workshop activities and the conversation simulation exercises
• An online meeting platform agreed before the training (e.g. Google Meet, Microsoft Teams, Zoom)

The training works with a single tool only, Google Gemini, so that within two days participants can genuinely master how to use it in the context of an export department’s work, rather than just seeing a few demonstrations. Participants learn about the other tools (ChatGPT, Copilot, Claude) in the comparison part, without switching between them during the exercises.

To be confirmed before the training

Access and accounts

• Does every participant have a Google account with access to the Gemini app (gemini.google.com)? The free version is sufficient for the training.
• If participants use Google Workspace work accounts: has the IT administrator blocked Gemini for the organisation? This is a common case in which participants see a message saying they have no access. If access is blocked, it is possible to work on personal accounts.
• Is the Deep Research feature available on participants’ accounts? The free version has a monthly limit on reports, which is enough for the exercises, but it is worth checking availability before the training.

Participants’ technical readiness (critical)

• Every participant joins with a Google account already logged in on their own device; we do not set up accounts during the training
• Test before the training: each participant opens Gemini, asks a question and checks that they receive an answer
• If any participant does not have access, please let us know in advance and we will prepare an alternative path

Infrastructure

• A stable internet connection for every participant (work in the browser)
• A working camera and microphone, needed for the conversation simulation exercises
• A quiet space for workshop activities on the participant’s side