Dolan Property ChatGPT basics

Use ChatGPT with confidence.

Start with simple, useful habits: give context, ask for a clear format, improve the answer, and review before anything goes to a client.

Start the guide
What it is

ChatGPT is a working assistant, not a magic answer machine.

Use it to draft, rewrite, summarise, organise, brainstorm and compare. It is strongest when the team gives it real context and then checks the answer before using it.

Use case

Drafts and thinking

Emails, WhatsApps, summaries, checklists, options, explanations and notes that need structure.

Access

Web or mobile

Chats can be started from ChatGPT on a browser or phone. The same habit applies everywhere.

Habit

Improve with replies

You do not need the perfect first prompt. Ask for a draft, then tell it what to change.

Limit

Check the answer

It can invent details or sound too confident, so important facts always need a human check.

ChatGPT basics

The useful habit is context, format, review.

Regular ChatGPT is best for general drafting, explaining, organising and thinking. Use it when the task is not specifically Dolan client work, or when you want to practise before using Dolan Property AI.

Step 01

Give context

Say who the work is for, what happened, what the goal is, and what tone you want.

Before asking
Step 02

Choose a format

Ask for an email, WhatsApp, checklist, table, summary, call prep or CRM note.

Make it useful
Step 03

Improve the answer

Ask for shorter, warmer, more direct, less salesy, more natural or more like Michael.

Do not stop early
Step 04

Review before sending

Check facts, tone, price, availability and anything sensitive before using the output.

Stay in control
Interface tour

Know what you are looking at before you start.

The ChatGPT screen is simple once the team knows the main parts: new chat, message box, attachments, previous chats and GPTs. Start here before asking the team to use it for real client work.

ChatGPT home screen showing the sidebar, new chat button and message box.
ChatGPT home screen Start a fresh chat from the sidebar, then type the task in the message box.
Screen 01

The main controls

Use one chat for one task or client situation. If the topic changes, start a new chat so the context stays clean.

  • New chat: starts a fresh conversation with no previous task mixed in.
  • Message box: where you type instructions, paste notes, or ask for a rewrite.
  • Add files/photos: attach brochures, PDFs, screenshots or property photos when useful.
  • Sidebar: where previous chats and GPTs can be found again.
Key concepts

The words people need to know.

These are the basic terms that make ChatGPT less mysterious. Keep them plain, practical and tied to what the team will actually do in the office.

Concept 01

Prompt

The instruction you type. It can be a question, a request, rough notes, or a task such as “make this WhatsApp warmer and shorter.”

Concept 02

Chat

One conversation thread. ChatGPT uses earlier messages in the same chat, so keep one client, property or task in one thread.

Concept 03

Context

The background that improves the answer: client stage, channel, tone, goal and any important details.

Concept 04

Iteration

Asking it to improve the answer. Try shorter, warmer, more formal, less salesy or easier to skim.

Concept 05

Files and images

Extra material you attach for summaries, extraction, descriptions, screenshots or visual observations.

Concept 06

Review

The human check before use. Read, edit and verify before sending anything client-facing or factual.

Files and images

Use attachments when the answer needs source material.

ChatGPT can help summarise a brochure, pull key points from notes, compare information, or describe an image. The team should still check the final wording and any facts before using the output.

ChatGPT attachment menu showing Add photos and files.
Add files or photos Use the plus button when ChatGPT needs a brochure, screenshot, notes or property image.
Screen 02

Good attachment uses

  • Brochure to summary: extract the strongest selling points for a specific buyer.
  • Viewing notes to actions: turn rough notes into next steps and a follow-up message.
  • Image to description: draft a first version of property or lifestyle copy from a photo.
  • Long text to short version: convert a long email into a simple internal summary.
Safe use

Useful does not mean automatically correct.

ChatGPT can sound confident even when details are wrong. Treat it as a drafting and organising assistant, not a source of final professional advice.

Always check

Facts and numbers

Prices, metres, distances, yields, dates, availability, school names and location claims must be checked.

Do not delegate

Professional advice

Legal, tax, mortgage, immigration, valuation and investment topics need qualified human review.

Protect clients

Minimise sensitive data

Use placeholders where possible and avoid passport details, bank details, private financials or unnecessary identifiers.

Privacy controls

Know where the settings are before real client work starts.

The team should understand the basic privacy controls inside ChatGPT. MQP can help set a sensible internal rule for what can be pasted, what should be anonymised, and what should stay out.

ChatGPT account menu with settings option highlighted. ChatGPT settings modal showing the left menu and general settings.
Settings route Open the account menu, choose Settings, then review the privacy/data controls area before handling sensitive work.
Screen 03

Simple office rule

  • Use placeholders first: “Buyer A”, “Property 1”, “seller in Nueva Andalucia”.
  • Do not paste documents blindly: check what is inside before uploading.
  • Keep sensitive details out: passports, bank details, private financials and unnecessary identifiers.
  • Ask MQP if unsure: unclear cases can become part of the team’s AI usage policy.
First exercise
10-minute practice

Turn one rough message into something usable.

This is the simplest way to get comfortable: paste a real but non-sensitive message, ask for improvements, then ask for one or two revisions.

1. Open a new chat

Keep the practice separate from client work.

2. Paste a rough draft

Use a viewing confirmation, follow-up or internal note.

3. Ask for a version

Say the audience, tone, length and channel.

4. Improve it

Ask for shorter, warmer, clearer or less formal.

Starter prompts

Copy these when you need a starting point.

These prompts are deliberately simple. Paste rough notes, then ask ChatGPT to adjust the tone, length or structure until the output feels usable.

Understand

Explain something simply.

Explain this in simple terms for someone who is new to the topic:

[paste topic or question]
Improve

Make a draft clearer.

Make this message clearer, warmer and more concise.

Audience:
Tone:
Message:
[paste message]
Organise

Turn notes into a plan.

Organise these messy notes into:
1. key points
2. open questions
3. next actions
4. a short summary

Notes:
[paste notes]
Options

Create a few versions.

Create three versions of this message:
1. short WhatsApp
2. professional email
3. warmer follow-up

Keep the meaning the same and make each version natural.

Message:
[paste message]
Check

Review for risks.

Review this draft before I send it.

Check for:
1. unclear wording
2. anything too pushy
3. factual claims I should verify
4. a more natural version

Draft:
[paste draft]
File summary

Extract key points from a document.

I have attached a document. Summarise the key points that matter for a real estate office.

Create:
1. short summary
2. important details to verify
3. possible client-facing message
4. internal next actions
Image help

Describe a property photo.

I have attached a property photo.

Describe what is visible in a polished but accurate way.
Create:
1. one sentence for WhatsApp
2. three sentences for a listing
3. details I should verify before using it

Need help? Send it to MQP.

Email MQP