The ChatGPT Experiment – Ep 86: Replicating A Document With ChatGPT

Host: Cary Weston
Released: September 16, 2025

Episode Overview

In this short, practical episode, Cary Weston tackles a frequent listener question:
How can you use ChatGPT to save time by replicating recurring documents, reports, or memos while maintaining flexibility and consistency?
He provides a step-by-step breakdown on transforming a repeatable document into an efficient ChatGPT-driven process, drawing on real-world tips and his signature, approachable teaching style.

Key Discussion Points & Insights

1. The “80/20 Rule” of Document Work

• Cary connects the challenge of repetitive document creation to the classic “80% of the work is done by 20% of the people” dynamic often seen in organizations.
• Main theme: Reduce your workload by creating reusable document processes, just like the small group that does the bulk of the work in volunteering scenarios.
  [02:11] Cary Weston:

  "Good to be here talking about doing 80% of the work of 20% of the time. That's what today is about. It's about taking something that may be occupying your day... and putting some time into it, knowing it could be done faster."

2. The Foundation: Consistent Documents

• ChatGPT works best when you provide it with one or more versions of the same kind of document, using a consistent layout and format.

• Consistency enables ChatGPT to “reverse engineer” the structure and purpose behind each document, creating a flexible template or “recipe.”

  [04:09] Cary Weston:

  "If your document is different each and every time, it's hard to create a pattern... What ChatGPT needs to see is the consistency in the layout... so it can reverse engineer it... so it can understand it and create sort of a format map."

3. The Essential Four-Part Formula

Cary revisits his four-part prompt formula (covered in detail in the previous episode), summarized here:

1. What you're doing: Clearly tell ChatGPT about the task or document.
2. Why you're doing it: Explain the purpose behind the document.
3. What success looks like: Define the desired outcome (e.g., saving time, workflow consistency).
4. Interactive engagement: Ask, “Do you have any questions for me?” to encourage ChatGPT to clarify what it needs.

[05:14] Cary Weston:

"In summary, here's the four part formula. One, we need to tell it what we're doing, we need to tell it why we're doing it, we need to tell it what success looks like. And then we need to share. Do you have any questions for me? Because I want you to do your best work."

4. Pinpoint the Source of Your Information

Cary describes three primary sources for the content that fills your recurring documents:

• Meeting transcripts: If your document is based on meetings, use transcripts as input data. ChatGPT can be directed to extract required information from them.
• Other documents: Communicate if necessary data is found in related reports or sources—ChatGPT can synthesize the inputs.
• Your own knowledge (“in your head”): If key info lives in your notes or memory, have ChatGPT interview you to extract the details.

[07:06] Cary Weston:

"Typically it's either a meeting that we went to or it's another report... or it's in my head. Those tend to be the three answers that I get most often."

The Power of Meeting Transcripts

• Use recording tools (Fireflies, Zoom, Descript, etc.) to generate transcripts, then have ChatGPT pull structured content from these.
• [08:12] Cary Weston:

  "If you have a tool like Fireflies, or if you have your recording on Zoom, or you can use a paid subscription to Descript... you can get a transcript… then you are really going to have an efficient time here."

Extracting Info From Your Head

• Use ChatGPT’s voice mode for more natural, quick exchanges (“talk to it”).
• Let ChatGPT interview you for rapid data gathering—much quicker than typing a perfect document from scratch.
• [10:27] Cary Weston:

  "There is a voice mode in ChatGPT where it can ask you questions one at a time and you can answer back, just like I'm doing now... You just spit it out and ChatGPT can organize it into meaningful copy."

5. Save, Reuse, and Scale Your “Recipe”

• At the end, save the prompt/instructions for repeated use.

• Consider creating a Custom GPT or a dedicated ChatGPT project to automate document creation even further.

  [11:49] Cary Weston:

  "I want you to give me instructions that I can copy and paste into a document... That I can then use over and over again. When I need to create the document, I paste this into ChatGPT and off we go."

  [13:05] Cary Weston:

  "On the homepage is a free guide that says how to create a custom GPT. And that will walk you step by step on how to do what we're just doing..."

6. The Game Changer: Let ChatGPT Guide You

• Treat ChatGPT like “the amazing intern” you’re training—more context leads to better and more reliable results.

• Don't just automate data entry—involve ChatGPT in the thinking and organizing process for compound time savings and consistency.

  [14:02] Cary Weston:

  "If you can spend a few minutes up front, if you can have ChatGPT understand what you're building... then you can come to the table each and every time and do less, work faster, and get a more consistent output."

Notable Quotes & Memorable Moments

• “Success is shaving time off the effort it takes to create this document.” — Cary Weston [06:29]
• “Each time I create this document, I want you to interview me with relevant questions. That will allow you to get the information out of my head and into your brain so you can make the document.” — Cary Weston [09:44]
• “The more background you can give it as to what you're doing, why you're doing it... the more value you are going to get out of what you're going to do with ChatGPT.” — Cary Weston [12:28]
• “Having it understand the purpose and then interviewing you to pull information out of your head really is a game changer.” — Cary Weston [14:07]

Important Timestamps

• [02:11] — Intro: Why simplify repetitive work
• [04:09] — Why consistency in document format matters
• [05:14] — Introduction of the four-part formula
• [07:06] — Where document data comes from (transcripts, other docs, or your head)
• [08:12] — Using transcripts as source data
• [10:27] — Using ChatGPT’s voice mode for quick info dumps
• [11:49] — Building and saving reusable instructions/recipes
• [13:05] — Creating custom GPTs, free guide mentioned
• [14:02] — The payoff: less work, more output, and consistency

Practical Takeaways

• Start with Consistency: Assemble one or more typical examples of your document for ChatGPT to analyze.
• Apply the Four-Part Formula: Clearly state the what, why, desired outcome, and invite ChatGPT to ask questions.
• Clarify Data Sources: Whether from transcripts, related documents, or your own knowledge, specify where input will come from.
• Voice Mode = Speed: Use ChatGPT’s voice feature for quick, conversational data transfer.
• Save Your Blueprint: Store your prompt/instructions for easy re-use and even automation through a Custom GPT.
• Invest a Few Minutes Up Front: Get clarity and establish a process that pays back in saved effort and consistent quality.

Resources

• Free Guide: “How to Create a Custom GPT” at chatgptexperiment.com
• Contact and Training: More resources, downloadable guides, and contact at the same site

Cary’s Sign-Off:
"Till we talk again, do stay curious. Okay? And we'll talk soon." [14:53]

For those who want practical, beginner-friendly steps and a mindset shift in using AI for repeatable tasks, this episode delivers actionable strategies in Cary Weston’s trademark coach-like and encouraging tone.