Office organization, artificial intelligence (AI) and prompting in the professional environment
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Certificates: Certificate "Office organization"
Certificate "Artificial intelligence (AI) and prompting in the professional environment" -
Additional Certificates: "Driving license for digital competence" certificate
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Examination: Praxisbezogene Projektarbeiten mit Abschlusspräsentationen
Führerschein für digitale Kompetenz -
Teaching Times: Full-timeMonday to Friday from 8:30 a.m. to 3:35 p.m. (in weeks with public holidays from 8:30 a.m. to 5:10 p.m.)
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Language of Instruction: German
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Duration: 5 Weeks
Artificial intelligence (AI) and prompting in the professional environment
Basics of Artificial Intelligence (AI) (approx. 1 day)
What is artificial intelligence?
Basic terms and concepts
Machine learning, neural networks, generative AI
Overview of common AI applications
Prompting and efficient use of AI (approx. 1 day)
Introduction to prompting: What is a prompt, why is it important?
Best practices: Roles, contexts, examples, iteration
Prompt strategies for text generation, research,
organization, decision support and creative tasks (image, audio, video)
AI for research, organization and communication (approx. 1 day)
Researching with ChatGPT and Copilot Chat
Organizing and making decisions with AI (e.g. NFC automatisms, voice commands)
Optimizing communication with AI - translation, correction, ChatBots, efficiency tools
AI for text, media and presentations (approx. 1 day)
Text generation and text adaptation
Supplementary AI tools for text generation e.g. GPT, dictation, autoscan
Media creation and editing using AI: image generation, object and background removal, video editing
Optimizing presentations using Gamma: structure, layout, impact analysis
Project work (approx. 1 day)
To consolidate the content learned
Presentation of the project results
Office organization
Office working environment (full-time approx. 4 days/part-time approx. 8 days)
Workplace organization
Time and self-management
Preparing presentations for the right audience
Processing mail and forwarding information
Hybrid collaboration and digital meeting culture
Use of AI in office organization, e.g. for researching, structuring and creating draft texts
Organizing appointments (full-time approx. 3 days/part-time approx. 6 days)
Planning appointments and meetings with MS Outlook
Use calendar functions, invitations and reminders
Planning events/business trips
Digital coordination and booking processes in everyday working life
AI-supported creation of invitations, meeting preparation and follow-up as well as draft minutes
Structuring and tracking tasks and to-dos from meetings
Business management basics for office professions (full-time approx. 5 days/part-time approx. 10 days)
Fundamentals of business management
Company forms, goals and management
Organizational structure in companies/organizational charts
Management styles and techniques
Creating agendas/protocol drafts with AI
Fundamentals of accounting
Offer and order management
Customer and service-oriented communication
AI-supported information and data preparation
Project work (full-time approx. 3 days/part-time approx. 6 days)
To consolidate the content learned
Presentation of the project results
Digital office (full-time approx. 3.5 days/part-time approx. 7 days)
Commercial correspondence according to DIN 5008
Preparation of telephone calls
Template design and form letters
Digital document management and document management systems (DMS)
Data protection and legal principles
Digital collaboration, digital processes and hybrid working environments
Phishing emails and spam filters
Email, voice messages and messenger services in a professional context
Using search engines effectively and filtering search results
Digital transactions and responsible use of online services
File sharing - synchronizing, sharing and accessing files
Creating and managing passwords securely, two-factor authentication
AI in digital correspondence, e.g. for text drafts, rewording, correction support
Practical project work and exam: Driving license for digital competence (full-time approx. 1.5 days/part-time approx. 3 days)
Changes are possible, the course content is updated regularly.
After the course, you will be familiar with office administration, have sound cross-sector knowledge of the professional workflow of an office and be proficient in modern communication techniques. You will be able to take on administrative and organizational tasks in the secretarial and administrative departments and complete commercial work orders independently. You will also be able to use AI-supported applications in everyday office work in a targeted, responsible and quality-conscious manner and acquire a "digital competence driver's license" as meaningful proof of your current knowledge of digital office work.
You will also be able to formulate targeted prompts and use AI tools such as ChatGPT or Copilot Chat effectively to research information, organize work processes, create texts and media and optimize presentations. You will also be able to critically evaluate AI, use it responsibly and integrate it into your day-to-day work in a practical way.
The course is aimed at people who want to acquire, refresh or expand their knowledge of administrative or organizational office processes for the current digital working day.
Your new skills will open up numerous new opportunities in the job market: typical commercial, administrative and organizational activities in secretariats and administrative offices are in demand in companies in almost all sectors of the economy.
Specialists who can use AI as a tool to improve efficiency, decision-making and innovation in companies are also in demand in all sectors.
Didactic concept
Your lecturers are highly qualified both professionally and didactically and will teach you from the first to the last day (no self-study system).
You will learn in effective small groups. The courses usually consist of 6 to 25 participants. The general lessons are supplemented by numerous practical exercises in all course modules. The practice phase is an important part of the course, as it is during this time that you process what you have just learned and gain confidence and routine in its application. The final section of the course involves a project, a case study or a final exam.
Virtual classroom alfaview®
Lessons take place using modern alfaview® video technology - either from the comfort of your own home or at our premises at Bildungszentrum. The entire course can see each other face-to-face via alfaview®, communicate with each other in lip-sync voice quality and work on joint projects. Of course, you can also see and talk to your connected trainers live at any time and you will be taught by your lecturers in real time for the entire duration of the course. The lessons are not e-learning, but real live face-to-face lessons via video technology.
The courses at alfatraining are funded by Agentur für Arbeit and are certified in accordance with the AZAV approval regulation. When submitting a Bildungsgutscheinor Aktivierungs- und Vermittlungsgutschein, the entire course costs are usually covered by your funding body.
Funding is also possible via Europäischen Sozialfonds (ESF), Deutsche Rentenversicherung (DRV) or regional funding programs. As a regular soldier, you have the option of attending further training courses via Berufsförderungsdienst (BFD). Companies can also have their employees qualified via funding from Agentur für Arbeit (Qualifizierungschancengesetz).