GenAI Essentials for PolyU Admin Staff: Tools, Techniques & Best Practices

Date: 28 Nov 2025 (Fri)

Time: 10:00 - 11:30

Venue: Online

Target Audience: All staff

Medium of Instruction: English

Summary:

This workshop introduces PolyU administrative staff to Generative AI (GenAI) technologies and their practical applications in daily work. Participants will explore PolyU-supported GenAI tools, including PolyU GenAI, Microsoft 365 Copilot Chat, and the Meeting Minutes Agent. The session will cover effective prompting techniques, hands-on activities, and ethical considerations, empowering staff to leverage GenAI for increased productivity and smarter workflows.

Objectives:

By the end of this workshop, participants will:

• Understand the fundamentals of GenAI and its relevance to administrative tasks.
• Identify and access GenAI tools available to PolyU staff.
• Apply effective prompting techniques (zero-shot, few-shot, role prompting, prompt chaining, chain of thought, and meta prompting) to interact with GenAI tools.
• Utilize GenAI services to streamline common administrative tasks through practical use cases.
• Recognize best practices for ethical and careful use of GenAI in the workplace.

What You Will Learn:

• The basics of GenAI and its role in modern administration
• Overview of PolyU GenAI tools: PolyU GenAI, MS 365 Copilot Chat, Meeting Minutes Agent
• Prompting techniques to get the best results from GenAI
• How to apply prompting techniques in real-world admin scenarios
• Tips for responsible and ethical GenAI usage

Agenda:

1. Introduction to GenAI
   1. What is GenAI? (1 slide overview)
   2. How GenAI is transforming administrative work
2. GenAI Tools for PolyU Staff
   1. Overview of PolyU GenAI platform
   2. Introduction to MS 365 Copilot Chat
   3. Demonstration of the Meeting Minutes Agent
3. Prompting Techniques
   1. Summary of prompting techniques (1 slide):
      1. Zero-shot prompting
      2. Few-shot prompting
         
      3. Role prompting
         
      4. Prompt chaining
         
      5. Chain of thought prompting
         
   2. Introduction to meta prompting
      
   3. Example: Crafting a meta prompt for an admin scenario
      
4. Hands-On Practice
   1. Guided activity: Applying prompting techniques with PolyU GenAI tools
      
   2. Use Case 1: Drafting a meeting summary using Copilot Chat
      
   3. Use Case 2: Automating routine email responses with PolyU GenAI
      
5. Tips for Careful & Ethical GenAI Use
   
   1. Best practices for data privacy and security
      
   2. Recognizing GenAI limitations and potential biases
      
   3. Ensuring transparency and accountability in GenAI-assisted tasks
      
6. Q&A and Wrap-Up
   
   1. Open floor for participant questions and clarifications
      
   2. Recap of key takeaways
      
   3. Next steps: Additional resources and support channels