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 

Objectives:

This workshop provides PolyU administrative staff with an introduction to Generative AI (GenAI) technologies and their practical applications in daily work. Participants will learn to navigate PolyU-supported GenAI tools—including PolyU GenAI, Microsoft 365 Copilot Chat, and the Meeting Minutes Agent. The session will cover effective prompting strategies, hands-on exercises, and ethical considerations, equipping staff to use GenAI for greater productivity and more efficient workflows.

What You Will Learn:

By the end of this workshop, participants will be able to:

• Understand the core concepts of Generative AI (GenAI).
• Identify and access GenAI tools available to PolyU staff.
• Apply effective prompting techniques—including zero-shot, few-shot, role prompting, prompt chaining, chain of thought, and meta prompting—to interact with GenAI tools.
• Use GenAI services to streamline common administrative tasks through practical examples.
• Best practices and ethical use of GenAI tools in the workplace. 

Agenda:

1. Introduction to GenAI
   1. What is GenAI?
2. GenAI Tools for PolyU Staff
   1. Overview of the 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. Zero-shot prompting
      2. Few-shot prompting
         
      3. Role prompting
         
      4. Prompt chaining
         
      5. Chain of thought prompting
         
   2. Introduction to meta prompting
   3. Comparison between meta prompting and other prompting techniques
      
   4. Example: Crafting a meta prompt for an admin scenario – Consolidating and structuring information from multiple websites
      
4. Hands-On Practice
   Applying prompting techniques with PolyU GenAI tools
   
   1. Use Case 1: Drafting a meeting summary
      
   2. Use Case 2: Automating routine email responses
   3. Creating social media content and press release drafts
   4. Generating drafts for user guides
      
5. Best Practices and Ethical Use of GenAI Tools
   
   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. Additional resources and support channels