INTRODUCTION

In today’s fast-moving office environment, staff are expected to manage multiple tasks efficiently—whether it's writing emails, preparing reports, handling HR matters, or managing schedules. Many office teams, especially administrative and HR staff with non-technical backgrounds, often feel overwhelmed by repetitive work, lack of time, and unclear processes.

This training is designed to introduce participants to practical and user-friendly Artificial Intelligence (AI) tools that can simplify daily office tasks, reduce manual workload, and boost individual productivity. Through step-by-step guidance, real-life examples, and hands-on activities, participants will learn how to use AI as a smart assistant to perform routine tasks faster and more effectively—even without advanced technical skills.

COURSE OBJECTIVES

The training aims leaners to

1. To introduce participants to the concept of Artificial Intelligence (AI) and its role in modern office operations.
2. To provide hands-on experience with practical AI tools such as ChatGPT, Microsoft Copilot, Clockwise, Canva, and Power BI.
3. To demonstrate how AI can automate routine administrative tasks such as writing, reporting, scheduling, and file management.
4. To enhance communication, decision-making, and task management using AI-generated insights and content.
5. To build confidence in non-technical staff to independently explore and apply AI tools in their everyday work.

COURSE LEARNING OUTCOME

Participants will be able to:

1. Explain the basic concept of AI and identify how it applies to common office functions.
2. Use ChatGPT or similar tools to write professional emails, letters, and reports with minimal effort.
3. Apply AI tools like Clockwise or Copilot to manage meeting schedules, reminders, and work plans effectively.
4. Create simple visual reports and dashboards using Excel or Power BI to support data-driven decisions.
5. Design visually attractive posters and slides using Canva AI or Microsoft Designer with zero graphic design skills.

COURSE CONTENT

Day 1: AI for Everyday Efficiency & Communication

9.00am

Welcome & Introduction

• Ice-breaker: “My toughest office task”
• Overview: What is AI? Why is it important in office management?

Module 1: Automating Repetitive Office Tasks

• What tasks can AI automate? (e.g., form filling, meeting minutes)
• Tool: ChatGPT / Copilot
• Activity: Use ChatGPT to create:
  • Staff memo
  • Payment reminder

• Hands-on: Automate form filling using Google Forms + AI autofill

10.30am Morning Break

10.45am

Module 2: Smarter Scheduling & Meeting Management

• Problem: “Too many meetings, not enough time”
• Tool: Clockwise / Google Calendar AI / Copilot
• Learn how AI:
  • Suggests best meeting times
  • Sends smart reminders
• Activity: Set up an AI-powered schedule for the week

12.45pm Lunch Break

1.45pm

Module 3: Writing & Communication Made Easy

• Tool: ChatGPT / Grammarly / Copilot
• Use cases:
  • Write emails
  • Create formal letters
  • Translate messages
• Activity: Role-play – Use ChatGPT to write:
  • HR warning letter
  • Event invitation
  • Complaint response

3.30pm Afternoon Break

3.45pm

Module 4: HR Made Simple with AI

• Tools: Leena AI / ChatGPT for HR / Spreadsheet AI
• Use cases:
  • Staff leave approval
  • Automating announcements
  • Drafting job ads
• Activity: Build a basic HR chatbot Q&A using ChatGPT prompts

5.00pm End of Day 1 Training

Day 2: Smarter Reporting, Creativity & Productivity with AI

9.00am

Module 5: Reports Without Headache

• Tool: Power BI (Free) / Excel AI / Copilot
• Basics of data visualization
• Import Excel and generate:
  • Attendance chart
  • Sales bar graph
• Activity: Create a dashboard from sample data

10.30am Morning Break

10.45am

Module 6: AI for Better Decision-Making

• Use AI for suggestions, planning, and brainstorming
• Tool: ChatGPT / Excel AI / Copilot
• Scenario: Which vendor is better? Should we hire part-time?
• Activity: Give staff a problem. Let them “ask” AI for ideas.

12.45pm Lunch Break

1.45pm

Module 7: AI for Managing Files & Documents

• Tool: Copilot / Google Docs AI / Dropbox AI
• Use cases:
  • Find information in large files
  • Summarize long documents
  • Organize digital folders
• Activity: Upload and auto-summarize a sample office policy

3.30pm Afternoon Break

3.45pm

Module 8: Design & Presentation with AI

• Tools: Canva AI / Microsoft Designer / ChatGPT for slide content
• Use cases:
  • Event poster
  • Proposal slides
  • Company notice
• Activity: Create a flyer and a 3-slide presentation using AI

5.00pm End of Training