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GenAI for Cybersecurity

AI for Prospective Email Writing

Course Objective

Equip participants with the skills to draft accurate, culturally aware, gender-inclusive, multilingual, and bias-free prospecting emails by effectively leveraging AI tools such as ChatGPT and modern productivity suites.


Audience

Designed for professionals involved in external and internal communication, including:

  • Account Managers
  • Project Managers
  • Sales & Marketing Professionals
  • Engineers and Technical Leads
  • Business Owners and Proprietors

Duration

1 Day (8 Hours) Includes theory, demonstrations, and hands-on labs


Tools & Platforms

Participants will gain hands-on experience using:

  • ChatGPT (OpenAI)
  • Microsoft 365 Copilot
  • Google Gemini
  • Office 365 (Outlook, Word)

Course Overview:

1. Introduction: AI and Email Communication

  • The rising role of AI in professional communication
  • Overview of ChatGPT: capabilities in drafting, refining, and personalizing outreach
  • Demo: Live example of ChatGPT generating a basic email
  • Lab: Use ChatGPT to create a simple email draft based on a given scenario

2. The Essentials of a Prospecting Email

  • Importance of clarity and tone in vendor/customer communication
  • Key structural elements:

    • Subject line
    • Greeting
    • Hook/Intro
    • Value proposition or offer
    • Call-to-action
    • Closing & Signature
  • Common mistakes in outreach emails
  • Lab: Evaluate sample emails and identify strengths and areas for improvement

3. Writing with ChatGPT: Foundations

  • How to collaborate with ChatGPT for rapid email drafting
  • Prompt-writing fundamentals: clarity, tone, intent
  • Iterative refinement with ChatGPT
  • Lab: Create a prospecting email using guided prompts

4. Prompting for Email Sections: Targeted Guidance

  • Crafting high-impact:

    • Subject lines to boost open rates
    • Personal intros to establish relevance
    • Body content that provides clear, persuasive value
    • Closings that encourage response
  • Handling scenarios:

    • Cold outreach
    • Follow-ups
    • Rejections or difficult conversations
  • Lab: Break down and prompt for each section of a prospecting email

5. Real-World Prompting Examples

  • Showcase of effective prompts for various scenarios
  • Analysis of what makes prompts effective (tone, specificity, outcome orientation)
  • Prompt rewriting exercises
  • Lab: Critique and optimize sample prompts to improve response outcomes

6. Advanced Techniques for High-Impact Messaging

  • Using system messages for role-setting and brand consistency
  • Multi-turn prompting: refining output step-by-step
  • Email A/B testing with ChatGPT for tone, structure, and CTA variants. (for Marketing Team)
  • Lab: Create advanced prompt chains for nuanced or technical email cases

7. Tips, Pitfalls, and Best Practices

  • Avoiding over-reliance: when to edit manually
  • Matching tone to audience: vendor vs. customer, cold vs. warm leads (for Sales Team)
  • Ensuring compliance, accuracy, and confidentiality
  • Lab: Improve existing email drafts using best-practice prompts

8. Wrap-Up: Embedding AI in Your Workflow

  • Creating reusable prompt templates
  • Integrating ChatGPT into daily prospecting tools (Copilot, Gmail plugins, CRMs, etc.)
  • The evolving role of AI in outbound communications (esp. for datacenter teams)
  • Lab: Build your personal prompt toolkit for common prospecting scenarios

Optional Add-Ons

  • Capstone Project: Write a sequence of 3 prospecting emails with increasing personalization
  • Consider stating learning objectives at the beginning of each module.
  • Use before/after email comparisons to show how ChatGPT improves drafts.
  • Add an evaluation rubric or checklist for high-quality prospecting emails.

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