ChatGPT Projects

What are they?

They are workspaces inside ChatGPT designed for multi-step, data-driven, or ongoing workflows. They let you store files, instructions, and conversation history so you can return and build on work over time. And they support advanced data analysis (spreadsheets, models, scenario runs) alongside natural language prompting.

When to use them?

They are best used for complex workflows that need structured inputs and iterative runs (e.g., portfolio stress testing, budgeting, capex prioritisation), and when you need to upload and reuse data or documents (e.g., lease schedules, ESG data, financial models). In addition when you want to track progress across sessions, and not just deal with one-off answers.

A major difference though is that Projects are not shareable - they are personal workspaces, unlike Custom GPTs which can be distributed across a team.

Use Cases

Here are four use cases:

• Portfolio Stress Testing: run vacancy and interest rate scenarios with uploaded data, saving results for comparison over time.
• Capex Prioritisation: rank ESG retrofits and fit-outs using criteria and data files, updating iteratively as assumptions change.
• Budgeting & Forecasting: manage Opex/Capex scenarios, store models, and track forecasts across sessions.
• Planned Preventive Maintenance (PPM): schedule, prioritise, and update maintenance tasks across sessions.

Within the course we have a Project that lets you see a building through the eyes of its occupiers. It surfaces the pain points that drive churn, disputes, or reputational risk, and generates practical AI/tech interventions to fix those problems.

You can push Projects pretty hard; for workflows that you repeat, are quite complex but follow certain patterns, and require updated datasets they can be incredibly useful.

ChatGPT Agent

What are they?

They are AI assistants that can work continuously in the background, not just when prompted. They can monitor systems, fetch data, update trackers, and send alerts across different tools, and are designed for proactive workflows that go beyond “ask and answer.”

When to use them?

They are best used when a workflow needs ongoing monitoring (e.g., lease events, arrears, compliance deadlines). Also when tasks require cross-tool coordination (e.g., pulling from CRM, data room, spreadsheets, and messaging platforms). Overall, when you want the AI to act without being asked each time, and are best for time-sensitive or repetitive processes where a missed step carries risk.

Note: Agents are still evolving - they often need careful setup and integration with your existing systems. They’re powerful, but not always “plug and play.”

Use Cases

Here are four use cases:

• Lease Event Management: track renewals, break clauses, and re-gears, fetching market data and prompting timely action.
• Arrears Management: monitor payments, flag arrears, and draft notices automatically.
• Compliance (Safety, etc.): track fire, asbestos, and statutory deadlines, sending reminders and updating logs across systems.
• Deal Pipeline Tracking: continuously monitor NDAs, bids, and due diligence statuses, reducing manual oversight.

Most of the above would take some setting up, and are perhaps more aspirational than practical today. Nevertheless, one should keep track of the capabilities of ‘Agent’ mode because it is developing fast. In a year it’ll be unrecognisable. Within a year, expect agents that handle entire leasing workflows — scheduling viewings, updating deal trackers, and flagging risks automatically — with minimal human input.

Conclusion

These three ‘Agents’ are not widely used, but they should be. And no doubt will be over time. But for now, as I repeatedly stress, if you lean into these advanced uses of Generative AI you’ll be doing yourself an enormous favour. These are low hanging superpowers - I’d be amazed if you weren’t amazed at what they are capable of if you give them a serious go.

OVER TO YOU

What workflows resonate with you? Where do you think you could use a Custom GPT, a Project or an Agent? There are probably dozens of use cases - just pick a few, and dive in!

This week, try building one Custom GPT that mirrors your team’s tone. Use it three times. If it doesn’t save you time, email me and tell me why.