Suggestions for the next vacation, a poem for Mother’s Day or unauthorized homework help: ChatGPT, Deepseek and Mistral AI are here to stay – and not just in the private sphere. According to a Lünendonk study, generative AI (such as ChatGPT) is already being used by 83% of companies in the DACH region.
However, less than half of those surveyed rate the acceptance and satisfaction of users in their company as rather high or better in terms of increasing productivity. The tool certainly enables a productivity boost – but if you want to use ChatGPT or similar in your company, you need to know how and understand AIa few basic principles of .
You need to know that:
- Clear rules, suitable use cases and targeted training are necessary for real added value.
- AI can be hallucinatory and harbor data protection risks – quality assurance and governance are mandatory!
- The prompts determine the quality of the results – a framework with predefined prompts can support you.
What is ChatGPT?
ChatGPT is an AI language model (Large Language Model or LLM) published by OpenAI in 2022. Although the tool is prominent, it is by no means the only LLM – Gemini, Deepseek, Claude or Mistral are now just as good or well on the way to becoming so. All of them are trained with text fragments from books, articles and the Internet. They understand language, answer questions, write texts, help with programming and can communicate almost naturally.
Can I use ChatGPT in my company?
To use ChatGPT, OpenAI offers special business solutions for companies. However, its use only makes sense with a structured approach with clearly defined use cases and unambiguous rules that guarantee data protection.
Why is ChatGPT Enterprise useful?
ChatGPT Enterprise offers several advantages that are missing in the free version:
- Higher security & privacy standards
- Unlimited and prioritized access to the latest version
- Extended administration options (e.g. user management)
- Customization options for your own company data
However, we also clearly state: Even the free versions of ChatGPT, Deepseek and Co are absolutely sufficient for many use cases to achieve good quality results.
If you are more interested in a tool that is easy to configure individually, you can also build your own ChatGPT for companies – with the AssistMe app from Riwers, you can configure suitable use cases without the need for programming knowledge.
From content to code: Functions of ChatGPT in the company
There are many possible uses of ChatGPT for companies, here are a few examples:
- Content creation (emails, social media posts, blog articles, etc.)
- File upload & processing (automatic reading, summarizing or analyzing of documents)
- Document review (analyze, identify weaknesses, suggest improvements)
- Code generation & support for software development
Important: The quality of the prompts determines the quality of the results. Here, too, a ready-made framework scores points – in AssistMe, role-specific prompts are already created for various business cases or can be defined and created relatively easily.
Business cases & use cases: Using ChatGPT & Co in the company
ChatGPT can be used in almost all areas of the company and can be integrated into the company software via API. Here are a few examples:
- Sales: more efficient communication and quotation processes
In the sales area, ChatGPT formulates quotations, creates follow-up emails or helps with the maintenance of CRM data. - HR: digitizing personnel processes
From creating job advertisements to summarizing application documents – ChatGPT accelerates HR processes in companies. - IT & technical support: Speaks German, Python and much more.
ChatGPT answers support requests and helps developers by creating and reviewing code.
Challenges & risks: Limitations of ChatGPT for companies
It is clear that the use of ChatGPT makes sense for companies. However, this does not mean that there are no pitfalls:
- Data protection & confidentiality: depending on the license of the model, the prompts entered are also used for the training of ChatGPT. Sensitive data should therefore not be used here. Even a ChatGPT Plus license does not change this.
- Quality control: AI-generated content should always be checked to avoid errors or misunderstandings. Especially when insufficient data is available, LLMs like ChatGPT tend to hallucinate – they invent plausible-sounding but factually incorrect content. Even if ChatGPT-4 is already more suitable for companies thanks to advances in this field.
- Acceptance within the team: Not all employees are open to AI tools – transparent change management is required.
However, if you are aware of the challenges, you can address them proactively – so here are a few best practices.
Best practices: How to successfully use ChatGPT in your company
To ensure that ChatGPT delivers real added value for companies, you should consider the following points:
Integration into existing processes
If you connect a suboptimal process with ChatGPT, it will remain suboptimal. It is therefore crucial that you put all processes to the test and optimize them in conjunction with the use of ChatGPT. At the same time, the new process must of course continue to fit into your existing system landscape and interact smoothly with other processes.
A AI consultancy can help you find suitable use cases to effectively realize benefits such as increased efficiency and better decision-making.
Prompts as a success factor
The quality of the prompts determines the quality of the results. The simplest option is to use a framework that already contains prompts for all relevant use cases. For individual prompts, you should pay attention to the C.R.A.F.T. principle:
- C – Context: Give the enterprise AI solution all relevant background information so that it understands the task and the framework.
- R – Role: Assign the AI a specific role or persona (e.g. “You are an experienced travel consultant”) to guide the perspective of the response.
- A – Action: Formulate what you want the AI to do as a clear instruction for action (e.g. “Create a list …” or “Analyze the following text …”).
- F – Format (format): Specify the format in which the response is expected (e.g. as a table, list, continuous text).
- T – Tone: Specify the desired style or tone of the response (e.g. factual, friendly, detailed).
Clear guidelines and governance
Define who may use ChatGPT, how and for what purpose. Data protection, compliance and responsibilities should be clearly regulated when using AI in the company.
Training & change management
Train your employees in its use, e.g. through AI workshops. Only those who know the possibilities and limitations can use ChatGPT sensibly for companies. Providing information also helps to contain unrealistic expectations or fears, e.g. the fear of losing one’s job.
What does ChatGPT cost for companies?
How much ChatGPT costs for companies depends on your use case. As previously mentioned, the free versions of ChatGPT and Deepseek are often sufficient for trivial scenarios. If you want to use ChatGPT Enterprise – e.g. for data protection reasons – the costs are only available on direct request. 60 dollars per user and month seems to be a common average value.
Individual AI solutions for companies that are based on ChatGPT often have higher initial costs, but offer a better return on investment in the medium to long term.
Is ChatGPT free for commercial use?
In principle, it is also possible to use the free version of ChatGPT as a company. However, when using this AI in your company, you forgo the security features of the paid versions that OpenAI offers for companies and must take correspondingly stricter precautions.
Standard or tailor-made? Using ChatGPT for enterprise in a configurable framework
ChatGPT for companies opens up enormous opportunities to increase productivity and efficiency. Clear processes, suitable use cases and a platform tailored to the needs of your company are crucial. The standard version of ChatGPT does not offer this in every case.
That’s why it can make sense to invest in an individually configurable framework that already integrates all relevant functions and prompts – customizable, data protection-compliant and easy to use. We would be happy to show you how you can integrate AssistMe from Riwers in a meaningful way and make the most of the advantages of ChatGPT for companies.
