Using ChatGPT as a Teacher: Part 2 – Save Hours on Admin Tasks

Tired of admin overload? You’re not alone. Emails, reports, revision plans, and paperwork can easily eat into your evenings. But in this blog, I’m diving into how ChatGPT can help you streamline time-consuming admin—so you can get back to what you do best: teaching.

🎧 This blog is based on Episode 7 of the Miss Estruch Teach & Tell Podcast. Listen here or read on for the full breakdown.

Why Teachers Need AI Help With Admin

Hi, I’m Miss Estruch—former Head of Department turned education entrepreneur. I’m all about helping teachers save time, reduce stress, and feel confident in their classrooms.

In Part 1 of this ChatGPT series, we focused on creating lessons and resources. But this time, I’m shining a light on admin—those behind-the-scenes jobs that aren’t glamorous but are absolutely essential.

I’ll show you how I use ChatGPT to:

• Write tricky emails

• Draft professional letters

• Create high-quality reports

• Build revision plans

• And more...

And yes, my free CPD sessions are open for sign-up now! Details at the bottom👇

Using ChatGPT for Admin Tasks (With Examples)

✉️ 1. Drafting Emails Like a Pro

We’ve all faced those awkward, sensitive emails where tone really matters. When I’m unsure, I go to ChatGPT. I give it:

• A quick explanation of the situation

• What I want to communicate

• A request for a professional but polite tone

And just like that, it drafts a thoughtful email. I always check it over, tweak the tone to match my voice, and hit send. Bonus: if you paste in examples of your past emails, ChatGPT will learn your style.

💡 Quick Tip: Create a folder of your best emails to use as prompts when you're stuck.

📝 2. Writing Letters to Parents

Letters home are another area where ChatGPT shines. Whether it’s a trip, an intervention update, or behaviour follow-up, I provide:

• The key details

• What I want the letter to achieve

• The tone I need (e.g. informative, concerned, encouraging)

It helps me write clear, consistent, and professional letters that save time and reduce stress.

🧾 3. Reports That Don’t Take Hours

Reports are where many teachers hit a wall—especially with large classes.

Let me be clear: I don’t recommend using ChatGPT to write generic reports. But I do recommend using it to help you write personalised reports more efficiently.

Here’s my method:

• Share the student’s key data (test results, strengths, areas for improvement)

• Add school-specific structure or word count

• Include examples of reports you’ve written

ChatGPT will produce a high-quality draft you can edit and personalise. And for those of us not teaching English, it’s great for catching grammar slips!

✅ Check your school’s AI policy before using this approach for formal reporting.

📚 4. Building Student Revision Plans

Helping students organise revision can be tricky—especially when they don’t know where to start. I’ve used ChatGPT to help students:

• Create weekly and daily revision timetables

• Cover all subjects and topics consistently

• Balance revision with extracurriculars and life

Just share:

• Subjects, exam boards, and dates

• Preferred structure (e.g. daily vs weekly)

• Time available each day

ChatGPT creates a plan that feels achievable and structured—perfect for 1:1 tutorials.

🗂️ 5. Other Admin Time-Savers

ChatGPT isn’t just for writing. You can also use it to:

• Draft meeting agendas based on your discussion points

• Write formal minutes from your rough notes

• Summarise documents into bullet points or a short paragraph

• Draft school policies from frameworks or bullet points

• Create risk assessments from trip or practical lesson details

👀 Top tip: Paste in your usual formatting or templates so ChatGPT mimics your school’s style.

🛠️ Resource Roundup

This week’s free download is my go-to bank of ChatGPT prompts for teachers—perfect for saving time, improving your communication, and reducing overwhelm. It’s in the show notes, or you can download it here.

⚡ Quick Tip of the Week

Try using ChatGPT for your next tricky email.
Just give it the key info and ask for a professional tone. It’ll save time, boost confidence, and reduce the stress of getting the wording just right.

☕ Free CPD – Come Join Me!

Want to learn more? I’m running 3 FREE online CPD sessions this term—all designed to help teachers streamline workload and reclaim time.
Sign-up links are in the show notes!

Upcoming Sessions:

• ✅ ChatGPT in Education & Teacher Time-Savers
  📅 Tuesday 21st January 2025, 4–5pm

• ✅ Teaching the AQA Biology Essay (with ready-made PowerPoints)
  📅 Tuesday 4th February 2025, 4–5pm

• ✅ Essay Writing Masterclass (with essay bundles)
  📅 Tuesday 4th March 2025, 4–5pm

🎙️ Final Thoughts

That’s a wrap for Part 2 of using ChatGPT in teaching! I hope this helps you rethink how you tackle admin tasks and shows how AI can genuinely support your wellbeing as a teacher.

👉 Don’t forget to:

• Subscribe to the podcast

• Leave a review on Spotify or Apple Podcasts (it truly helps so much!)

• Follow me on Instagram @Miss.Estruch.Teach.And.Tell

• And grab your free resources from the show notes!

See you next week—bring the coffee, and I’ll bring the Teach & Tell.

- Katie