Optimise Your ChatGPT Workflow for Maximum Impact.

Smart Chatting: Optimise Your ChatGPT Workflow for Maximum Impact

ChatGPT is a powerful AI tool that can dramatically improve productivity and creativity. However, getting the most value from it requires more than just asking questions—you need a strategy. Managing message limits, choosing the right model, crafting effective prompts, and leveraging memory features can save time, reduce costs, and help you work smarter.

Smart Prompting

The way you phrase your questions matters. By combining multiple related queries into a single, clear prompt, you reduce the number of messages you send and receive more comprehensive answers. For example, instead of asking, “What’s the market size?” followed by “What are the key competitors?” you can ask: “What’s the market size, and who are the main competitors?” This saves tokens and provides richer responses.

Model Selection

Not all ChatGPT models are the same. For complex, research-heavy tasks, GPT-4o or GPT-4 are ideal—they provide detailed and nuanced answers but have stricter message limits. For quicker tasks like brainstorming or simple edits, faster, lightweight models such as o4-mini or o4-mini-high work best and allow more frequent use without hitting caps.

Batching Requests

Grouping similar tasks into one prompt maximises efficiency. A content creator, for instance, combined several LinkedIn post ideas into a single request, reducing message use by half while receiving more cohesive output. This approach helps maintain context and coherence across related questions.

Managing Message Caps

Being aware of your daily and weekly message limits is essential. Planning intensive tasks around reset times (like 1 AM BST for daily caps) prevents workflow interruptions. Tools and habits that monitor usage help avoid unexpected blocks and keep projects moving smoothly.

Leveraging Memory

ChatGPT’s long-term memory feature is a game-changer for continuous workflows and collaboration. It allows the AI to remember key facts, preferences, and past conversations across sessions, so you don’t have to repeat yourself. This leads to more personalised, consistent, and efficient interactions.

For example, if you tell ChatGPT about your company’s values or client preferences once, it can recall these details later, helping you draft documents, respond to queries, or maintain brand voice seamlessly.

Important: Not all ChatGPT models support memory. Here’s the current breakdown:

• Models with memory:

• GPT-4 (full version)
• GPT-4o

• Models without memory:

• GPT-3.5
• o4-mini
• o4-mini-high
• GPT-4.1 (including mini versions)
• GPT-4.5 research preview

Because of this, to fully leverage memory features, you’ll want to use GPT-4 or GPT-4o models. When enabled, memory helps reduce repeated explanations, keeps context alive, and makes your assistant feel more like a true collaborator.

Ready to get more from ChatGPT without upgrading your plan?