1. Turn needs into observable objectives
Gather examples of work the team wants to improve: drafting a sales proposal, summarising documents or categorising enquiries. Describe the current process, where difficulties occur and who validates the result. Prioritise bounded, reversible tasks; learning to prepare a proposal does not require automating its delivery or connecting every application in the business.
Write each objective as an action that can be checked. For example: produce a summary that preserves relevant facts, flags missing information and allows the source document to be located. Agree what falls outside the course too. This helps distinguish training tailored to the business from a demonstration that looks impressive but proves difficult to apply.
2. Choose ChatGPT or Copilot training for each role
If you are looking for a ChatGPT or Microsoft Copilot course for your business, ask the proposal to identify the tool, accounts, licences and permissions needed for the exercises. Available features can depend on the plan and your organisation’s settings. Do not assume that licences or a vendor certification are included; compare what each participant will learn to do. [4] [5]
Share a foundation covering clear instructions, response limitations and checking results. Then design different exercises: administration can practise field extraction and review; sales, drafts without unauthorised commitments; customer service, categorisation and reviewed replies. These are examples for designing the programme, not functions to activate without approval.
For team leaders, include use-case selection, access permissions and criteria for stopping a trial. For technical roles, specify the integrations they genuinely need to understand. Ask for a mapping between each module, the participant role and the final exercise. Avoid including tools simply because they are well known if they do not meet a need within the group.
3. Prepare safe, representative samples
Use synthetic documents or carefully prepared, anonymised samples for the exercises. Remove names, contact details, identifiers and details that could reveal people or clients; check comments, metadata and attachments too. If you cannot prepare a sample safely, create an equivalent fictional case. Do not share passwords, confidential information or real data for convenience.
Include straightforward examples alongside ambiguous cases, errors and incomplete information. Agree which tool and account will be used, who can access the material and how it will be removed when the activity ends. The team should practise under conditions resembling their work, without turning a learning session into an improvised production integration.
4. Assess learning and human review
Before training, ask participants to complete a simple task and retain the result as a baseline. Afterwards, use a different case of comparable difficulty. Assess accuracy, omissions, error detection and clarity. Measure the whole task, including review time: producing text faster does not, by itself, demonstrate an improvement in the process.
Assessment should include knowing when not to use an answer. Ask each participant to explain what they checked, what they corrected and when they would consult someone else. Define who approves an output before it is sent, published or entered into a system. Human review needs an owner and specific criteria, not a generic approval checkbox.
5. Agree ownership and follow-up
Appoint someone to coordinate participants and materials, owners for the chosen processes and a contact for technical questions. In the proposal, distinguish content, exercises, assessment and subsequent support. Ask which materials will remain available and how questions will be collected. The delivery format and schedule should meet the team’s needs and be explicitly agreed.
After training, choose a pilot task and review its use against the same quality criteria. Record difficulties, corrections and decisions on whether to continue. If the tool or process changes, update the instructions and examples. The aim is for the team to repeat a useful practice independently, recognise its limits and ask for help when appropriate.
6. Review FUNDAE before agreeing the schedule
In Spain, training costs may qualify for Social Security contribution rebates, subject to available training credit and requirements. This is not automatic. Before commissioning training, identify who will review the credit, notify the start and end of training and retain the documentation, following FUNDAE’s official guidance. [1] [2] [3]
Ask the proposal to distinguish the course price from the estimated rebate and identify the training provider and whoever manages the process. Discuss these questions with the person responsible before agreeing the schedule. This checklist prepares the review; it does not confirm eligibility or imply that VIA manages rebates or holds accreditation.