In this article, I’m going to show you how to use artificial intelligence (AI) to improve your writing skills, be more efficient, and get better results. You’ve probably heard of these systems that work like magic to write anything you ask of them. They can write essays, poetry, a history paper, draw pictures, and much more.
Generative AI systems can hold a conversation with you and answer your questions just as if you were speaking with a human. They truly are amazing technologies that will change how we do things. And that applies especially to how we write. Before we go further let’s take just a quick look at what these systems are and how they operate.
What is AI
One of the most known AI systems today is ChatGPT, but there are others and many more coming your way. They are classified as large language models (LLMs) and are developed using three primary sources of information: the internet, licensed information from third parties, and information from human trainers. These systems contain a wealth of information and can do many things.
Today we are going to focus on writing skills and how they can help, I stress the word help you write better.
If you’ve never used AI to help write something then you are in for a treat, because these systems are going to help you become a better writer and communicator. In addition, they will perform tasks such as checking your spelling/grammar, suggesting new wording, rearranging your sentences, and coming up with new material for your topic.
They will also help you overcome writer’s block, and save you time on proofreading and editing. If you are not using AI yet to help you write better, you should start today.
What’s possible
For instance, let’s take the opening paragraph of this article, which I wrote without the assistance of AI. I’m going to see if AI can improve it. Here’s what the rewrite looks like:
In this article, I will explore the importance of using artificial intelligence (AI) to enhance writing skills, improve efficiency, and achieve better results. AI-powered systems have gained popularity for their ability to generate various types of content, such as essays, poetry, and even drawings. These tools leverage machine learning and natural language processing techniques to assist writers in producing high-quality content. Source: You.com
Which one do you like better, the original opening paragraph or the AI version? Let me know in the comments. I would probably incorporate some of the AI-generated material into mine to get the best results.
AI systems are not only good at improving writing but also at generating, on their own, responses to questions.
For example, I’m going to ask AI to generate a short few sentences on how fruit is good for your diet. I use you.com and here is what it generated:
Fruit is important in one’s diet for several reasons. Firstly, fruits are a great source of dietary fiber, which helps keep you full, aids in digestion, and has been linked to decreasing the risk and effects of several diseases including heart disease, type 2 diabetes, high blood pressure, and some cancers. Secondly, fruits contain essential vitamins and minerals that the body cannot produce on its own, which contribute to overall health and energy levels. Additionally, fruits provide antioxidants that help repair damage done by free radicals and may protect against certain cancers. Moreover, fruits are generally low in energy density and can help maintain a healthy weight. Lastly, consuming a variety of fruits ensures that you receive a wide range of nutrients and benefits, as different fruits offer unique sets of nutrients and healthy compounds.
In summary, incorporating fruits into your diet can provide numerous health benefits, including improved digestion, disease prevention, increased energy levels, and support for overall well-being. Source: You.com
The above paragraphs took about 3 seconds to generate. If I was writing a short email or article on fruit, I’m done. It would be difficult for me to improve upon what the AI-generated based on my knowledge of fruit.
Imagine what you can do with AI on other topics. Think of the time savings, imagine the potential.
At this point, you might be tempted to say thanks Steve, no need to go any further with this article. I’m convinced, just use an AI when written communication is needed. Problem solved. We’re done here!
Well, not so fast.
Why YOU Are Still Important
I’m writing this article because as all new technology goes, there is a way to use it to its fullest potential. And there is a way to get what everyone else is getting from it. Let me explain.
I’ve written a book on leadership, shameless plug, called “Your Finest Hour is Now: Lessons in Leadership”. You can find it on my website. In the book, I share examples of my experience learning how to lead. For example, in the book, I try to help others by showing them techniques and skills to use when confronting different leadership situations.
Could I have written my 330-page book with AI? Sure, but it would be missing one big item. It would lack something that it could not make up for and probably never will. That one item is ME.
My experiences, in leadership, are not on the Internet. Remember where the AI systems get their information (see above). The book would lose me, my trials, my errors, my experiences in leadership. The book would not have the boots-on-the-ground feel, where I lived, worked, and accomplished results. It would lose my human touch.
That’s a big loss.
AI cannot make up for YOUR creativity, YOUR expertise, and YOUR experiences. It does not have that great story about how you overcame adversity or helped someone else solve a problem in their life. Your story matters, so don’t let AI erase it. Being human still matters when you communicate.
If you think I’m trying to downplay AI, let’s hear from the source.
It’s important to note that while AI can be a valuable tool in the writing process, it does not replace the creativity and expertise of human writers. Instead, it complements their skills and helps them become more efficient and effective in their work. Source: You.com
So how should you work with AI to keep you in the narrative but also take advantage of the many benefits of using it?
Real-life Example
To answer this question let’s look at a silly but real-life example of what can occur between two employees in a workplace. Two individuals are having an email fight, you supervise one of them, but not the other. Let’s say the other person involved works in another division of the organization. A flurry of emails are going back and forth that you are copied on, and it’s getting ugly.
What should you do as a leader? How would you counsel your employee? By the way, I’ve had to do this on more than one occasion in my career.
I would suggest the first step is to counsel your employee, regardless of fault, to stop. Stop the emailing. Stop responding – for now. Slow things down, and get them to think with the other part of their brain. Encourage them to stop their immediate knee-jerk reactions to the other person. Encourage them to calm down, and stay professional. (Note: I’m writing my suggestions on this before consulting AI).
These simple actions will frustrate the other employee involved in the email fight. Because a fight takes two, and when one slows things down and stops immediate response guess what? Things calm down. People begin to think again using their full brains. Good folks, who lost their composure and control regain it. Then you can begin to work with them to smooth things out and recover.
It works. Do you know how I know it works? I’ve done it many times. And that experience is difficult to capture with AI.
So, same situation, but now I’m going to ask AI what to do to stop this email fight. Here’s what it said:
Encourage the employees involved in the email fight to have a face-to-face or phone conversation instead. If the conflict persists, offer to mediate the discussion between the employees. To prevent future email conflicts, it’s important to establish clear communication guidelines within the organization. Source: You.com
That’s not the best advice when people are upset and acting emotionally. It’s not what I would counsel based on my experience.
And that is the key here, I don’t want to lose myself in the process of using AI. Don’t lose the most important thing others want from you and that’s YOU. Your experience, your life challenges, your success story. Blind use of an AI will erase you and provide less than optimal results.
The Best Method
A better way is to combine the two, your experience and creativity with AI. Here is the lesson contained in this article in a nutshell: Use AI to complement YOU. That means addition, that means more, that means better. When I can steer the AI to what I already know about stopping an email fight, I get the best response because it includes ME.
Here is the AI response with my experience as input:
Slowing things down is crucial to prevent an email fight between employees for several reasons:
1. Avoid Misinterpretation:** When emails are exchanged rapidly, there is a higher chance of miscommunication and misinterpretation of tone and intent. Without the benefit of non-verbal cues, it’s easy for messages to be misconstrued, leading to misunderstandings and conflicts. Taking the time to slow down allows individuals to carefully choose their words and ensure clarity in their communication.
2. Promote Thoughtful Responses:** Rushing to respond to an email in the heat of the moment can lead to impulsive and potentially inflammatory replies. By slowing down, employees have the opportunity to reflect on the content of the email, consider different perspectives, and craft thoughtful responses. This can help de-escalate tensions and foster a more constructive dialogue.
3. Encourage Face-to-Face Communication:** Slowing down email exchanges can prompt employees to seek alternative forms of communication, such as face-to-face conversations or phone calls. Direct communication allows for better understanding, clarification, and resolution of conflicts. It also helps build rapport and maintain positive working relationships.
By slowing down the pace of email exchanges, employees have the chance to communicate more effectively, reduce misunderstandings, and prevent conflicts from escalating. It promotes thoughtful and respectful communication, leading to a healthier work environment.
That is much better advice than the first AI response. Using my input, the system came up with a better solution. I’m part of that answer and I like that. And it’s written superbly, which is another benefit of using AI.
Conclusion
I hope this short article helped you see the benefits of using AI to improve your written communication skills. If you haven’t already, go give it a try. Remember to include YOU when you prompt it. Let it help you to communicate more effectively and write better.
AI is a great tool that will forever change written communication. Put it to work for you and let it complement and improve your writing skills. Remember, your human experience will always matter, and always provide, with AI, the best response.
Let me know your thoughts.