My wife came to me the other day, she is trying to rent a service for an event we are hosting at home. She said it all looked good, but the emails troubled her. I asked to see them, one was sent at 8:45pm, the other at 10:30pm the next day. Both were one liners and seemed dismissive. That wasn’t his intention I’m sure, he had a small business, was busy and had probably never been trained in writing effective client emails.

In the Chapter “Profit is what you don’t spend” from my book ‘The Book Dad Told me not Write’, I write;

“One of the most common discoveries working in the creative industry is how few get to run a business intentionally. I speak with many musicians, producers, mixers and engineers and when you ask them there was no master plan to own a business - in most cases, it was the last thing on their mind.

One minute they are mixing some tracks or recording a band and then a decade later they wake up and they are running a business. It can be the same for software developers or other technical services. Often they have premises and in some cases employ staff. There’s taxes to think about, insurance, healthcare, legal matters, the list can seem endless.

I call these people ‘accidental business owners.’ I mean no disrespect and in fact when I say it to people who are calling me for advice they agree entirely. “I didn’t get into this to run a business” they often say to me as they look around a building they rent with ten staff.”

I’ve been using ChatGPT a lot in the last year, it’s helping me to run a better business, even though I’m short of time. This article explores three practical ways in which ChatGPT can assist audio professionals in managing their studio business: aiding in quotation preparation, email composition, and drafting agreements.

1. Assistance with Quotations for Work

Providing accurate and clear quotations is essential. ChatGPT can simplify this task by generating detailed, customised quotations based on a set of inputs. For instance, an audio professional can input information about the project's scope, duration, and specific requirements, and ChatGPT can use this to create a comprehensive quote. Within seconds you can have an professional quote that will impress potential clients.

One of the key benefits of using ChatGPT for quotations is its ability to handle complex pricing structures and services. It can factor in various elements like studio time, equipment usage, and post-production services, ensuring that all aspects of the project are covered. This reduces the risk of underquoting or omitting crucial details.

2. Crafting Professional Emails

I was once told that one can never over-communicate. I used to ignore that to my peril, I perfected the art of single word email replies. Then I learned from colleagues and clients how dismissive they appear, even if that’s not the intention.

Effective communication is vital in maintaining client relationships and ensuring smooth project execution. ChatGPT can assist in drafting emails that are clear, professional, and tailored to the context. Whether it's an initial project inquiry, progress updates, or follow-up messages, ChatGPT can help structure these communications efficiently.

One of my favourite uses for ChatGPT is pasting in a contentious or difficult email and asking ChatGPT to draft a response based on my input. For example, I will paste in the original and then ask “Draft me a response telling the client no, but make it warm and professional.” I also paste some of my own emails in and ask ChatGPT to check if it’s coming across as confrontational or dismissive. The better the prompt, the more effective the response will be from ChatGPT, it really is crap in/crap out. I even say things like “write in British English, aimed at audio professionals who read The Guardian”

ChatGPT's ability to adapt to different writing styles and tones makes it an excellent tool for personalising emails. It understands the nuances of formal and informal communication, ensuring that emails resonate with the intended audience. This is particularly beneficial when dealing with a diverse clientele.

3. Drafting Agreements

ChatGPT can be used to draft the initial framework of agreements for studio services. It can include standard clauses such as payment terms, project deliverables, and confidentiality agreements. This provides a solid starting point and ensures that key elements are not overlooked. I know Julian used it to draft a basic equipment hire agreement for something he was lending out from his studio.

While ChatGPT is a useful tool for drafting basic agreements, it is crucial to remember that it is not a substitute for legal advice. For complex or high-stakes contracts, consulting a qualified lawyer is advisable. ChatGPT can lay the groundwork, but for anything serious, professional legal counsel is essential to ensure compliance and protect both parties' interests.

Help Not Hinderance

ChatGPT can be a versatile and efficient tool for audio professionals looking to streamline their studio business. By assisting with quotations, email writing, and agreement drafting, it frees up valuable time and resources, allowing professionals to focus more on the creative aspects of their work. 

However, it is important to use this tool wisely, especially when it comes to legal matters. After extensive use of it I’ve concluded that the output is on the level of a very basic office intern. It can make mistakes, come out with some terrible hyped up statements, and always needs checking. I can always spot ChatGPT content on websites and in other copy by the tells it gives, there are certain phrases and structure to the content that, if not fixed, make it a dead giveaway.

Again… golden rule, never put out ANY ChatGPT content without checking it first, it will bite you on the ass if you do.

Despite protestations from some, usually who’ve never used it, using ChatGPT in these ways is not putting anyone out of work. It can’t do my job, it’s not doing anything a professional worth their salt would take on, and I don’t have enough work to be able to hire an office intern to do what it does. However, it has without doubt, given me more hours in the day, allowing me to get more done and to do things better.