Event Details

Workshop on "Work Smarter: AI Tools for Efficiency" For SMU Office & Nurse Administrative Staff

FROM 18 Aug 2025   TO   19 Aug 2025

Venue : SMU @

Date: 18th - 19th August 2025

Venue: Computer Lab, Level IV, SMIMS

Organized by: Staff and Faculty Capacity Development Council (SFCDC) & HR Department, SMU

Resource Person: Dr. Gopal Thapa, Associate Professor, Department of Computer Applications & Deputy Registrar (Admin & Academics), SMU

Introduction:

A two-day workshop on "Work Smarter: AI Tools for Efficiency" was organized for the Office Administrative Staff and Nursing Administrative Staff of SMU on 18th and 19th August 2025. The program aimed to equip staff members with practical skills in using Artificial Intelligence tools like ChatGPT and Microsoft Copilot to enhance efficiency in day-to-day administrative work.

Participation:

The workshop was attended by 23 employees from various administrative roles across the university.

Objectives:

• To introduce participants to AI-based tools (ChatGPT and Microsoft Copilot) for simplifying routine processes and improving work efficiency.
• To provide hands-on experience in using these tools.
• To train staff in document summarization, meeting note preparation, scheduling, and basic data analysis.
• To emphasize the importance of personalization when using AI outputs.

Training Highlights:

The two-day workshop was designed as an intensive, hands-on learning experience, enabling participants to directly explore the use of AI in their daily administrative tasks. The sessions provided practical exposure to ChatGPT and Microsoft Copilot, demonstrating how these tools can simplify work processes while improving accuracy and efficiency.

Key highlights included:

• Hands-on practice with AI tools for drafting professional communication such as letters, circulars, emails, and reports.
• Document summarization exercises, where participants learned to condense lengthy reports into concise, easy-to-understand formats.
• Meeting documentation and scheduling, including preparing minutes of meetings and creating structured schedules.
• Basic data analysis and reporting, showcasing how AI can assist in organizing and presenting data clearly.
• Auto-conversion of document formats, allowing faster preparation and sharing of official documents.
• A dedicated focus on Prompt Engineering, helping participants learn how to frame precise and context-rich instructions for AI tools in order to generate accurate and reliable outputs.
• A strong emphasis on the principle that AI is a supportive tool and not a replacement for human judgement. Participants were guided to always personalize AI-generated content by reviewing, refining, and aligning it with organizational guidelines, communication tone, and the specific needs of their departments.

The training successfully combined technical demonstrations with practical application, ensuring that staff could immediately apply what they learned in their workplace, while maintaining ownership and accountability over the final outcomes of their work.

Feedback:

• Positive feedback was received from participants who expressed eagerness to apply these tools in their workplace.
• Participants found the workshop fruitful, appreciating the hands-on practice, focus on prompt engineering, and the emphasis on personalizing AI outputs to improve efficiency and confidence in their work.

Conclusion:

The workshop successfully introduced participants to emerging generative AI tools and their practical applications in administration. By empowering staff with digital competencies, SMU reaffirmed its commitment to digital readiness and operational excellence across its academic and healthcare ecosystem.