What This Article Covers:
AI Projects in tools like ChatGPT and Claude can help professionals stop starting from scratch in every chat. You’ll learn how Projects create a dedicated workspace for specific goals, preserve context, organize files and preferences, and reduce repetitive prompting. The post also walks through a simple 5-step setup process so professionals can begin using AI less like a search engine and more like a focused thinking partner.
In every AI training we kickoff we see one common pattern showing up right away and it’s chat tool agnostic. People are treating every conversation in chat as a brand-new interaction. As a result, they fall into a repetitive cycle of writing:
- A new chat
- A new prompt
- The same instructions over and over again
I get it, when we use Google or Bing search, that’s what we’ve been trained to do for the last 3 decades. But starting from scratch each time, isn’t the best use of your precious time.
Today, I’m covering the use of Projects inside ChatGPT or Claude. Once you start using AI as less of a search tool (although they are fabulous at it) and more as a work partner, you’ll appreciate the time you take back!
AI Projects essentially help teams maintain focus, preserve context, and reduce repetitive work.
Your Dedicated Thinking Partner
Think of a “Project” as a dedicated workspace for one specific goal. Essentially, it’s a thinking partner with a one-track mind.
Instead of having to re-explain the “why” every time, the AI Projects model remembers your context. It keeps track of your files and the brand voice you give it. This allows you to dive straight into the work rather than repeating yourself.
For example, your team could use Projects to:
- Learn a new skill
- Plan a complex regional event
- Study for a professional certification
- Prep for a high-stakes speaking engagement
In each case, the Project holds your context, files, and preferences automatically. Persistent context is the key to moving from basic use to “Power User” status.
A Practical Example: Planning a Trip with AI Projects
Let’s look at a practical example. Say you want to create a Project for planning a trip. Instead of relying on a messy chat history, you build a dedicated workspace—a vault for all your travel related files.
Customizing Your Travel Preferences
Inside the Project, you can upload travel confirmations and add a rough itinerary. Additionally, you can include preferences like:
- Prefer boutique hotels
- Keep walking distances manageable
- Find authentic local restaurants
Next, you can add Custom Instructions such as: “Act as an organized travel concierge who helps simplify decisions and create efficient daily plans.”
What That Feels Like in Practice
Now, every conversation inside that Project stays focused on the same goal. As a result, it feels like working with an assistant who already knows your plan. Specifically, you get:
- No re-explaining
- No context switching
- No starting over
How to Set up AI Projects in Claude or ChatGPT 5 Steps
This setup only takes a few minutes, but it fundamentally changes how you interact with AI. Here is the exact process to get your team started:
- Create a New Project: Open your tool and select the option to start a brand-new Project.
- Give It a Clear Name: Choose something descriptive so it’s easy for the team to find later.
- Turn on Project-Only Memory: Head into Settings and enable this to keep the AI focused on the right context.
- Upload Your Source Files: Add your notes, documents, or reference materials. This is vital—keep feeding your project library over time.
- Add Custom Instructions: This takes about 15 minutes of up-front work, but it reaps massive long-term gains.
Shifting from AI Search to Thinking Partner
Ultimately, the change you’re making here is simple and related back to that adage of working smarter not harder. You want to stop using AI like a basic search engine and start using it like a dedicated thinking partner.
In our AI Trainings, holding Peer Practice Group sessions are allowing employees to take AI learning to the next level by sharing challenges and ways of working with AI tools. Whether you are a senior leader or recent college grad learning, you are learning from one another in a relaxed and creative way to build the motivation and collaboration.
You can use AI projects for strategy sessions, to preparing a presentation or sending out regular monthly reports.
To learn more about our AI Build Labs and Training Sessions, reach out for a course catalog.
Frequently Asked Questions
What are AI Projects best used for?
AI Projects are useful for recurring or complex work such as planning presentations, preparing reports, organizing strategy sessions, studying for certifications, managing events, and keeping team knowledge in one focused workspace. By moving from one-off chats to “Project” based workflows, teams eliminate the 20-30 minutes wasted daily on re-prompting and context-setting. To see how these workspaces mirror specialized virtual tools, explore Mastering the Shift: A Guide to MS365 Copilot Agents.
Why is “Project-Only Memory” relevant?
It ensures the AI doesn’t get “polluted” by unrelated conversations, keeping the focus strictly on your department’s source materials and specific educational goals. For more details on optimizing your workspace security and performance, check out đź’ˇAI at work. 2 settings to update now.
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In Our Shoes® provides custom, cohort-based AI Workplace Transformation and Leadership Training for mid-to-large organizations. Our high-engagement programs focus on building AI fluency, change management, and human-centered leadership—ensuring your workforce learns how to work smarter with generative tools without losing the human element.
