A handover rehearsal is a useful starting task: you can hear whether your explanation makes sense without dictating a finished document in one attempt.
Start with a small speaking task
Where Voice is available in the desktop app, open a chat and choose Start new voice chat or Start voice chat. Allow microphone access when prompted. OpenAI says access depends on plan, rollout, and workspace settings. ChatGPT Voice documentation
For a fictional equipment handover, say:
Help me rehearse a short handover for a colleague. Listen to my
explanation, then ask one question about anything unclear.
Do not invent missing operating instructions. I will supply the facts.
Use permitted practice material. For an initial test, a fictional scenario avoids bringing an actual customer's details into a microphone conversation.
Now give a short explanation, such as: “The spare lamp is in storage bin QF. Leave it there until the shift lead confirms the inspection. No inspection time has been set.”
The useful question would concern a real ambiguity, such as who will tell the receiving colleague when the inspection is confirmed. A response inventing a time or claiming the lamp is ready to use would need correction.
Interrupt when a term changes the meaning
Voice supports interruptions and follow-up questions. You can correct a term as soon as you hear the mismatch. Voice conversation controls
If “QF” becomes “KF,” say:
Correction: the bin label is QF, spelled Q as in Quebec, F as in
Foxtrot. Please repeat the label before we continue.
Then continue from the corrected fact. Spelling the letters gives both you and the assistant an explicit reference; it does not guarantee that every later sentence will preserve them. Inspect the final wording too.
For a long identifier, type it into the chat when the interface permits, then refer to the typed version. Do not spend repeated attempts trying to make a microphone capture a value that must be exact.
Ask for a short written handover
After the rehearsal, request a compact written result in the conversation:
Write a handover from the facts I supplied. Include the exact bin
label, the condition for moving the lamp, and anything still unknown.
Keep it under 70 words. Do not add an inspection time or approval.
Read the note against the supplied facts. It should preserve QF, leave the inspection time unresolved, and make the shift lead's confirmation a condition. A smooth spoken exchange is not evidence that the final note got those details right.
If you need the same writing preference across future chats, custom instructions cover that separate setup. The handover's bin label and inspection status belong with the specific handover.
Finish the session and handle a missing control
Select Stop voice chat when finished. Voice is a live conversation; voice dictation instead turns your speech into prompt text. If Voice is unavailable, dictation can help you enter a request, but it provides a different interaction. Voice and dictation
If you cannot start Voice, check microphone permissions, app availability for your account, and whether another voice chat is already active. OpenAI currently documents one active voice chat across the desktop app at a time. Use a typed request if you need to finish the note while resolving access.
Send the handover only after its written facts are correct. The rehearsal helps you explain the situation; the checked note records what your colleague should actually do.