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Free Guide
Step-by-Step Guide

Build Your Custom AI Assistant

Create a personalized AI that knows your business, your role, and your preferences — so every conversation starts smarter.

ChatGPT Projects
Google Gems
20
Minutes to set up
4
Simple steps
Free
Works with free tiers

What Are Projects & Gems?

Both platforms let you create a custom AI assistant with built-in instructions — so you don't have to explain yourself every time you start a new conversation.

ChatGPT

Projects

Group conversations under one umbrella with custom instructions, uploaded files, and shared context. Every chat in the project automatically follows your rules.

Google Gemini

Gems

Create a specialized AI persona with custom instructions. Each Gem behaves like a dedicated assistant trained for a specific task or role.

1
Step One

Decide What It Should Do

Before building anything, get clear on what you want your AI assistant to help with. Pick one specific role or task.

📧
Email Drafter

Writes client emails in your tone and style

📝
Content Writer

Creates blog posts, social content, newsletters

📊
Strategy Advisor

Helps think through business decisions

🤝
Client Onboarding

Drafts welcome materials and next steps

📋
Meeting Prep

Creates agendas and follow-up action items

💬
SOW Builder

Drafts scopes of work from call notes

Write down a few details to shape your assistant:

  • What task does it handle?
  • Who is the audience?
  • What tone should it use?
  • What should it always include?
  • What should it never do?
  • Any specific formats?
2
Step Two

Get AI to Write the Instructions

You don't have to write the custom instructions from scratch. Use this prompt to have AI generate them for you.

Copy This Prompt

ROLE:
You are an expert at writing system instructions for custom AI assistants. You understand how to create clear, specific instructions that make AI behave consistently and usefully.

CONTEXT:
I want to create a custom AI assistant (a ChatGPT Project or Google Gem) for a specific task. I'll describe what I need, and you'll write the instructions I can paste directly into the setup.

MY ASSISTANT SHOULD:
Purpose: [describe what the assistant does — e.g., "draft client emails in my voice"] Audience: [who it's writing for — e.g., "small business clients in the wellness industry"] Tone: [how it should sound — e.g., "warm, professional, direct but friendly"] Always include: [required elements — e.g., "a clear next step or CTA"] Never do: [things to avoid — e.g., "use overly formal language or corporate jargon"] Format preference: [if any — e.g., "bullet points over long paragraphs"]

COMMAND:
Write a complete set of custom instructions (300–500 words) that I can paste directly into a ChatGPT Project or Google Gem. The instructions should be specific, actionable, and include examples where helpful. Structure them with clear sections.

After you get the output

Read through the generated instructions carefully. Test them mentally — would this produce the kind of responses you want? Ask AI to adjust anything that doesn't feel right. You can iterate 2–3 times until it's dialed in.

Refine Prompt (Optional)

If the first output needs adjustment, try this follow-up:

"Adjust these instructions to be more [specific/concise/detailed]. Also add a section about [topic] and make sure the tone is [description]. Keep it under 500 words."

3
Step Three

Set It Up on Your Platform

Follow the steps for whichever platform you use. Both are free.

ChatGPT Project

  1. Open ChatGPT and click "Projects" in the left sidebar
  2. Click "New project" and give it a name (e.g., "Email Drafter")
  3. Click the settings icon or "Instructions" in the project
  4. Paste your custom instructions into the instructions field
  5. Optionally upload files (style guides, templates, reference docs)
  6. Start a new chat inside the project — it automatically follows your instructions
Tip: Upload your Tone Blueprint (from our other guide) as a file for even better results.

Google Gem

  1. Open Google Gemini (gemini.google.com)
  2. Click "Gem manager" in the left sidebar
  3. Click "New Gem"
  4. Give your Gem a name (e.g., "Email Drafter")
  5. Paste your custom instructions into the instructions field
  6. Click "Save" — then open the Gem anytime from the sidebar
Tip: You can also use the "Help me write these instructions" button to let Gemini refine them further.
4
Step Four

Test & Refine

Run a few real tasks through your assistant and see how it performs. Adjust the instructions if needed.

Write me a follow-up email to a client after our initial consultation
Draft a LinkedIn post about [recent win or insight]
Summarize these meeting notes into action items
Create a project proposal outline for [client name]

If the output doesn't feel right, go back and adjust the instructions. Common fixes: add more examples, tighten the tone description, or add rules about what to avoid.

Ideas for Custom Assistants

Here are some popular setups our clients have built:

✉️
Client Communicator

Drafts emails, follow-ups, and check-ins in your voice

📱
Social Media Manager

Creates posts for LinkedIn, Instagram, and Twitter

📑
Proposal Writer

Turns call notes into polished SOWs and proposals

🎓
Onboarding Guide

Creates welcome packets and next-steps for new clients

📅
Meeting Assistant

Preps agendas and turns notes into action items

📝
Blog/Newsletter Writer

Writes long-form content that matches your brand voice

Pro Tips for Better Assistants

Be Specific

"Write in a warm, direct tone" works better than "be professional." Give examples of phrases you'd actually use.

Add Your Tone Blueprint

If you've created a Writing Tone Blueprint (our other guide), paste it into the instructions or upload it as a file.

One Assistant Per Task

A focused assistant outperforms a general one. Build separate assistants for emails, content, proposals, etc.

The Result

Your own AI assistant — trained for your business.

No more re-explaining your preferences. No more generic output. Just open your assistant and get to work.

🎯
Define
→
💬
Generate
→
⚙️
Set Up
→
✨
Use It

Want help building yours? Let's do it together.

If you'd prefer a guided session, I'm happy to walk you through creating your custom AI assistant on a call.

AI Design Solutions

support@aidesignsolutions.net

AI Design Solutions March 2026
The businesses that move first, win first.