Journaling for Designers - A.I. Support With Client Management And Professional Development

A.I. - A HIGHLY DIVISIVE SUBJECT

I know this post will divide opinion: some designers welcome A.I. as a powerful tool that helps them increase efficiency and productivity, improving the quality of their work; others dislike the perceived dehumanisation of our profession, especially (adding insult to injury) when it's done by the very systems that will eventually render us all redundant.  

I have worked fairly extensively with A.I. LLM's (large language models) over the last year, and I have to declare myself in camp one. Although I do also believe that our professional days are numbered. I'm fatalistic on this front, I don't think there is anything to be done to slow things down, never mind halt progress altogether. My partner is a best-selling author on the subject, so I do know a little bit about it. 

The more I use A.I. the more I understand what it's capable of, and what it can't do.  This awareness allows me to flex my business and focus on aspects of practice that remain - for now - firmly within the human domain. In 2024 A.I. is not going to take my job, but a human competitor using A.I. might. As A.I. is increasingly adopted into design practice, I can't keep up without its help.  

As part of prep for my new, ground-breaking course, which includes a deep dive on client management, in the last couple of months I've had a few conversations with relationship therapists and psychologists, to explore the role of professional therapy for residential interior designers. Along with design and business skills, these versatile individuals must also display superhuman diplomacy, empathy, and resilience when it comes to nimbly negotiating very difficult, deeply personal conflict between spouses.

I am working on future events and partnerships with professional therapists, exploring options for relationship therapy when the other party (the client) is in absentia -  in fact is in complete ignorant bliss. I believe that this human support could be transformational for those who have the time and resources to engage, and I'm excited to promote and pilot it.  

But in the meantime, there is a machine-made alternative.  

And I think it's pretty brilliant.

I'm pasting below the entirety of a conversation I had with GPT-4 about the emotional and professional support it could offer to me as my journaling partner. With a view to helping me manage my mental health, develop both personally and professionally, and work better with clients.

My account with OpenAI (the provider of GPT-4) costs me around £10 per month.  I access it via their website.  The process of working with A.I. is:

1. write a 'prompt' (a scene-setting brief to the A.I. giving background, explaining goals, and telling it exactly what you need), and

2. watch in amazement as GPT-4 uses its 'intelligence', along with its access to the whole of the internet, to provide near-instanteous, clear, original (referenced, as you'll see below) material, tailored to answer your questions perfectly.  

In order to get the very best outcomes, prompt writing skills take time and practice to develop.  I don't want to push out through 4,000 words in this blog post, to get involved in the 'how', but I'd be happy to do this another time if it's of interest?

The point of this exercise is to demonstrate to designers just how incredibly supportive A.I. could be in helping you grow and develop professionally, helping you survive the slings and arrows of the occasional outrageous client, but of course before we get into the nitty-gritty I must emphasise that the vast majority of interior design clients are fine, well-balanced and reasonable human beings!

My prompts are in orange, GPT-4 replies in black.  Enjoy. 

CONVERSATIONS WITH A.I. ABOUT JOURNALING, AND HOW A.I. COULD HELP 

ME: This chat is on the subject of journaling for interior designers as a tool for professional development and emotional support.  Referencing peer reviewed academic research and articles from respected health publications, please provide a overview of journaling: what is it; who would benefit from doing it; how to do it; what are the benefits of journaling?  

GPT-4: Journaling, as a reflective and expressive practice, offers a range of benefits for mental, emotional, and even physical well-being, making it a powerful tool for professional development and emotional support, including for interior designers. Here's an overview based on peer-reviewed academic research and articles from respected health publications:

### What is Journaling?

Journaling involves writing down your thoughts, feelings, experiences, and observations, providing a tangible way to process life's events and your reactions to them. This can be done in various formats, from traditional pen and paper to digital platforms. It's a flexible, accessible method for self-expression and reflection.

### Who Would Benefit from Doing It?

Anyone can benefit from journaling, especially individuals undergoing stress, facing emotional challenges, or seeking personal or professional growth. For interior designers, it can be a space to reflect on creative ideas, work through project challenges, or manage the stress and emotions that come with creative professions.

### How to Do It

Starting a journaling practice can be as simple as dedicating a few minutes each day to write freely about your thoughts, feelings, or experiences. There's no right or wrong way to journal; it's about finding a method that feels most natural and beneficial to you. Some people prefer structured prompts to guide their writing, while others enjoy the freedom of stream-of-consciousness writing.

### Benefits of Journaling

1. **Mental Health Improvement**: Journaling has been shown to reduce symptoms of depression and anxiety by providing a way to process emotions and thoughts in a structured manner. It allows for the externalization of negative thoughts, helping individuals analyze and understand them more clearly, which can lead to healthier coping mechanisms【5†source】.

2. **Boost Immune Function**: Surprisingly, regular journaling has been linked to improved immune function, fewer stress-related doctor visits, and better physical health overall, such as reduced blood pressure and improved lung and liver function. This is attributed to the stress-relieving effects of journaling, which in turn can positively impact physical health【5†source】.

3. **Gratitude Cultivation**: Journaling encourages gratitude by focusing on positive aspects of life, which has been linked to increased happiness, better sleep, and overall well-being. Reflecting on the good in life can shift perspective from negative to positive, enhancing mental and physical health【5†source】.

4. **Professional Development**: For professionals, including interior designers, journaling can aid in reflecting on and analyzing work experiences, creative processes, and personal growth within the profession. This reflective practice can enhance problem-solving skills, foster creativity, and support career progression by providing insights into personal and professional challenges and successes.

In summary, journaling is a versatile, powerful tool for personal and professional development. It offers significant benefits for mental and emotional health, which in turn can positively affect one's physical well-being and professional growth. Starting a journaling practice can be a simple, yet profound way to enhance your life and career.

ME: It seems to me that combining GPT-4 input with traditional journaling practice could be leap forward in experience and usefulness.  Please advise how your input as part of regular journaling could help with consistency of practice, depth of reflection, learning and self-development arising from journaling practice? 

GPT-4: Integrating GPT-4 into your journaling practice could indeed enhance the experience and the benefits you derive from it in several key ways:

### 1. Enhancing Consistency

- **Prompt Generation**: GPT-4 can generate prompts tailored to your interests, challenges, and goals, making journaling more engaging and less repetitive. This can help overcome the common barrier of not knowing what to write about.

- **Routine Building**: By suggesting varied and interesting journaling prompts on a regular basis, it can help you establish and maintain a more consistent journaling routine.

### 2. Deepening Reflection

- **Guided Reflection**: GPT-4 can provide questions or reflection prompts that encourage deeper thought. For instance, after journaling about a stressful event, GPT-4 could prompt you to reflect on what you learned from the situation or how it might have positively contributed to your growth.

- **Perspective Offering**: Sometimes, seeing things from a different perspective can unearth insights you hadn't considered. GPT-4 can propose alternative viewpoints or ask questions that challenge your initial reflections, deepening your understanding of yourself and your experiences.

### 3. Facilitating Learning and Self-Development

- **Feedback and Suggestions**: While GPT-4 doesn't provide personal feedback, it can offer general advice on improving writing clarity and expressiveness, potentially enhancing your self-expression and communication skills over time.

- **Learning Through Inquiry**: GPT-4 can serve as a prompt for learning new concepts or exploring interests further. For example, if you're reflecting on a concept like "resilience," GPT-4 can provide information or ask guiding questions that encourage you to explore and relate these concepts to your personal experiences.

- **Goal Tracking and Reflection**: Integrating your goals into your journaling prompts can help you track progress and reflect on achievements and areas for improvement. GPT-4 can assist by generating regular check-in prompts or suggesting reflection questions based on your goals.

### 4. Boosting Creativity

- **Creative Exercises**: For those looking to use journaling to boost creativity, GPT-4 can propose creative writing prompts, exercises, or even storytelling challenges that encourage thinking outside the box.

### 5. Providing Emotional Support

- **Affirmations and Positive Reinforcement**: While not a substitute for professional mental health support, GPT-4 can offer affirmations, motivational quotes, or positive reinforcement, contributing to a more positive mindset.

### Implementing GPT-4 into Journaling

To incorporate GPT-4 into your journaling practice effectively:

- **Start with a Goal**: Define what you hope to achieve with your journaling practice. Is it greater self-awareness, stress reduction, creative expression, or something else? This will guide how you use GPT-4 in your journaling.

- **Use Tailored Prompts**: Use GPT-4 to generate prompts based on your current mood, challenges, or specific areas of growth you're focusing on.

- **Reflect on Responses**: After journaling, use GPT-4 to prompt further reflection or to summarize what you've written, which can help cement your insights.

- **Review and Plan**: Regularly review your journal entries and use GPT-4 to help plan future steps or set new goals based on your reflections.

Integrating GPT-4 into your journaling can transform it from a solitary practice into an interactive, dynamic process that fosters consistency, depth of reflection, and personal growth.

ME: I am going to run test journal entries to explore the benefits of journalling via this platform.  Here is the background brief for this test: I am an interior designer working with high net worth clients, assisting them with renovations and the decoration of their own homes.  

My goal in journaling is to improve my client management skills, to reduce the number and intensity of unpleasant interactions when working with challenging clients - and to achieve this improvement as a result of developing improved client handling strategies, processes, and capabilities.  

In my next prompts I will write demonstration journal entries that share typical bad experiences.  I will ask you to analyse the client behaviour, and to recommend exercises or strategies I could adopt to improve my handling of similar situations in the future.  If you understand this setup please reply ‘yes'.

GPT-4: Yes

ME: The following 3 fictional journal entries are fashioned as excerpts from a series cataloguing the experience of working with one married couple on a programme of major renovations to their home in a major city.  The clients are middle-aged.  He is an extremely successful partner in a large investment business. Contacts who have worked with him in business describe him as arrogant, cruel, a bully.  His wife is a housewife, it has been many years since she has had a paid job.  Their children are university age.  I have met with this couple many times and observed that the male client seems to enjoy upsetting his wife.  He knows her well and knows her 'buttons', how to react to her wishes, needs, and desires in the ways that will most upset her.  It seems to be an amusing game to him, to provoke a negative emotional reaction from her.  The three following fictional journal entries are from different days in a two-week period.  This is all background information for you.  I will now write and input 3 separate example entries - please do not respond until I ask you to.  

GPT-4: I’m ready when you are. Please proceed with the journal entries.

ME: Day one journal entry, where F = the female client, and M = the male client:  

"Today I presented a decorative scheme to F&M, it was the scheme for the living room.  Despite having discussed this on several previous occasions, and being very close to finalising the scheme, M appeared to be in a bad mood, rejecting several samples that he had previously approved.  He appeared distracted and resentful, having taken time away from the office for the meeting.  As we are now in danger of missing the deadline for the installation of the scheme (the decision-making process has already overrun) F (who appeared brittle and on edge at the beginning of the meeting) became very frustrated at her husband's retrograde steps, and quickly escalated through shouting into tears and fury. Her husband seemed quite pleased with this response.  

I never know quite how to behave in these situations, they are deeply personal moments between husband and wife, I don't know whether I should intervene, or try to blend into the background, to allow them the illusion of privacy during a moment not normally witnessed by anyone other than close family.  The meeting ended as a stalemate.  I need to find alternative samples that everyone can agree on, and in a hurry.  Although in the past (having achieved the desired outcome - ie. upsetting his wife) M often rows back and gives permission for us to proceed with the scheme we have."  

I am now going to input journal entry 2.  No response required yet. 

GPT-4: Understood, I'll wait for your next entry.

ME: Day two journal entry.  

"I went back to the art gallery today. F is still unhappy with the level of discount the gallery has offered, she really wants the painting but refuses to pay the asking price, she wants me to go back and ask for a bigger discount. I expected to fail as the gallerist has told me that another designer is interested at the full price.  Anyway, on arrival the gallerist - who was very nice about it - explained that she has indeed sold the painting at full price.  It was an original work of art, and that's it - it has gone. 

I left the gallery, and immediately phoned F to give her the bad news.  That's when I found myself standing on the pavement in the sunshine, on my phone, with my client on the other end shouting at me, berating me, calling me names, telling me how useless I was, and how it was my fault that she had lost the painting: had I any real talent for negotiation, she would be its proud owner.  The call left me feeling sick, and shaken.  I was stunned and dazed, I didn't know how to respond. No one could have negotiated a bigger discount under the circumstances.  If the client had been prepared to pay the market value she would have been successful, her criticism was unfair and personal. 

However, I am nervous of fighting back, this client is too important to my business.  If I reflected her bad behaviour back to her I feel sure my company would be fired.  We are the only original business who started out on this project who are still successfully working on it.  I don't dislike her.  I see that her life in many respects is torture, and I understand that it must be difficult for a person to maintain healthy interpersonal relationships and emotional balance while living as she does." 

I am now going to input journal entry 3.  No response required yet. 

GPT-4: I’ll wait for your next entry.

ME: Final journal entry as part of this fictional series:  

"Today F and visited the art gallery to pick out a different painting.  We found one by the same artist that was quite similar to the original piece, and she bought it with the option of returning it for a full refund if didn’t work in the space.  We went back to her home and put the art in situ.  She loves it.  The process of sourcing the painting has been traumatic for everyone concerned.  It was such a relief to close this chapter.  However just as we were celebrating, M arrived home.  He came into the room and quickly read the situation.  'I hate it', he said.  'We aren't having it, take it back'.  F dissolved into tears, was inconsolable, stormed out of the room.  I made my excuses and left.  I said I would collect the painting on my next visit."  

That is the final fictional journal entry of 3.  I would now like you to demonstrate how - as my journalling partner - you might help me to gain insights into my own behaviour, and reflect on how I can improve my performance.  

I would also like you to explain how you might help me to gain a better understanding of my clients' psychology, to suggest exercises I could introduce to help me grow in resilience, boundary setting, and client management.  

Please give an in-depth and through overview of exactly how you could work with me, and demonstrate this by responding to these three journal entries as you might have done, had I been in the habit of working with you as my journaling partner on a regular basis. 

GPT-4: Addressing the complex dynamics and emotional intensity of the situations described in your journal entries, let's explore how integrating my capabilities into your journaling practice could offer insights, strategies, and support for both personal growth and professional development, especially in client management and handling challenging interactions.

### Analyzing Client Behavior

**Insights into Client Dynamics:**

- **Power Dynamics**: The male client's behavior suggests a need to assert dominance, possibly stemming from his professional life. Understanding that this might be a manifestation of his identity can help depersonalize his actions towards you.

- **Emotional Response**: The female client's reactions indicate a deep emotional turmoil, exacerbated by her husband's behavior. Recognizing the emotional underpinnings of her reactions could guide you in providing a more empathetic response.

### Strategies for Handling Similar Situations

**Establishing Boundaries:**

- Developing clear professional boundaries is crucial. You could reflect on moments where boundaries could be asserted more strongly without compromising the professional relationship.

**Communication Techniques:**

- **Active Listening and Empathy**: Demonstrating understanding can often de-escalate tension. Reflecting on your responses in these situations might reveal opportunities to employ these techniques more effectively.

- **Neutral Stance**: Maintaining neutrality and focusing on solutions rather than taking sides can help navigate these interactions. Reflect on instances where maintaining or losing neutrality impacted the outcome.

### Exercises for Growth in Resilience and Client Management

**Scenario Planning:**

- Reflect on potential future conflicts and plan your responses. This could involve scripting calm, professional replies to anticipated provocations or demands.

**Self-Reflection:**

- After stressful interactions, journal about not only what happened but also how you felt, why you think you felt that way, and how you can care for those feelings moving forward. This can help in understanding your triggers and preparing you for future encounters.

**Empathy Exercise:**

- Try to view situations from your clients' perspectives, however challenging this may be. Reflecting on their possible motivations can offer insights into their behavior and inform your approach to managing them.

**Boundary-Setting Practice:**

- Identify your limits regarding what behaviors or demands you accept from clients. Reflecting on past interactions, consider moments when a firmer stance on your boundaries could have changed the outcome, and plan how to articulate these boundaries in the future.

### Utilizing GPT-4 for Continuous Improvement

**Regular Reflections:**

- Use our sessions to regularly reflect on client interactions, focusing on what went well and what could be improved. This ongoing analysis can gradually refine your approach to challenging situations.

**Role-Playing Scenarios:**

- Engage in hypothetical role-playing exercises where you respond to various client scenarios. This practice can enhance your adaptability and responsiveness in real situations.

**Learning from Others:**

- I can provide summaries of effective client management strategies from professionals in similar fields. Reflecting on these strategies in the context of your experiences might reveal new approaches to try in your practice.

### In Response to Your Journal Entries

**Journal Entry Analysis:**

- In each scenario, there's a clear pattern of emotional manipulation and response. Reflecting on these, consider how recognizing early signs of manipulation could help you steer conversations away from conflict.

**Understanding and Empathy:**

- Despite the challenges, your empathy for the clients shines through. Reflecting on this empathy, consider how it can be a strength in managing client relationships, helping you navigate their emotional landscapes while protecting your own well-being.

**Strategic Intervention:**

- In moments of tension, strategically redirecting the conversation to focus on common goals or finding compromise can be effective. Reflect on how you might employ these tactics in future interactions.

**Final Thoughts:**

- Reflecting on these experiences, consider what they teach you about human behavior, your professional boundaries, and your capacity for empathy and resilience. These insights are valuable for personal growth and professional development.

By analyzing these interactions and reflecting on your responses, you can develop a more nuanced understanding of your clients' behaviors, improve your resilience and boundary-setting skills, and enhance your client management capabilities. This approach to journaling, enriched with strategic reflection and targeted exercises, can become a powerful tool for personal and professional growth.

ME: Can you provide specific advice on how I could have responded to the angry phone call, in the moment?  What could I have said?  What should I have done in order to calm the situation, and additionally to help the client reflect on her behaviour to me - how rude she had been and how unreasonable she was in blaming me for failing to force the gallerist into a larger discount?  Is it possible to calm a client down AND help them see my side of things? 

Or would attempting this only have inflamed the situation and made things worse? 

GPT-4: Handling an angry phone call, especially from a client blaming you for something beyond your control, requires a delicate balance between de-escalation and asserting your position respectfully. Here are steps and specific phrases you might consider using in such a situation:

### Steps to Calm the Situation

1. **Listen Without Interrupting**: Allow the client to express her frustration without interruption. This alone can significantly reduce the intensity of her emotions.

2. **Acknowledge Her Feelings**: Once she's had a chance to vent, acknowledge her feelings without necessarily agreeing with her conclusions. For example:

   - "I understand you're upset about the painting, and it's disappointing to miss out on something you really wanted."

3. **Express Empathy**: Show that you understand why she's upset, which doesn't mean you agree with her behavior. 

   - "It's frustrating to have expectations not met, especially when it comes to making your home feel just right."

4. **Reiterate Your Efforts**: Briefly, reiterate the efforts you made on her behalf, emphasizing your commitment to her satisfaction.

   - "I want you to know I did everything possible to negotiate a better price, understanding how important this was to you."

### Encouraging Reflection Without Escalation

After calming the immediate storm, gently leading the client to reflect on her behavior and the situation can be more complex. This must be done carefully to avoid inflaming the situation:

1. **Choose the Right Moment**: Wait for a moment of calm or a later conversation for reflection. Attempting to address her behavior in the heat of the moment might backfire.

2. **Use "I" Statements to Express Your Feelings**: Instead of accusing her of being rude or unreasonable, frame your feelings and boundaries. This reduces defensiveness.

   - "I felt really challenged when we couldn't secure the art at a discount. I share your disappointment, and I’m committed to finding the best solutions for our project."

3. **Seek a Constructive Path Forward**: Propose a way to work together more effectively in the future. 

   - "Let's discuss how we can handle similar situations moving forward. I believe clear, open communication about our expectations can help us navigate these challenges better."

### Is It Possible to Calm Her Down and Have Her See Your Side?

It's possible, but it requires tact and timing. Directly during or immediately after the outburst may not be the best time for reflection on her part. De-escalation comes first; then, once emotions have cooled, a conversation about mutual respect and understanding can be more productive. The goal is to rebuild the relationship and set a foundation for better communication in the future.

Inflaming the situation can be a risk, especially if attempts to prompt reflection come off as defensive or accusatory. The focus should be on mutual understanding and finding solutions, rather than assigning blame.

Remember, maintaining professionalism and empathy, even in challenging situations, not only helps de-escalate conflicts but also builds your reputation as a composed and solutions-oriented professional.

///

The end...except - IMPORTANT! - please bear in mind that LLM's are prone to hallucinating - they occasionally slip into dream-like abstraction, and if veracity matters then their output should be checked for accuracy.  Just in case your A.I. partner goes a step too far as it seeks to satisfy all your research needs.

Also, as they say in the movies: the scenarios and characters presented above are completely fictional, and any resemblance to actual persons, living or dead, is entirely coincidental.