AI basics

AI is math, not magic. It predicts outcomes based on patterns in massive datasets.                                                                                                                                                                                 

AI is assistive, not autonomous.

Top tools

From workplace assistants to creative copilots, here are some tools shaping today’s workflows:

• Microsoft 365 Copilot: AI built into Excel, Word, and Outlook
• ChatGPT: conversational AI for drafting, brainstorming, and Q&A
• Claude: context-heavy assistant tuned for long documents
• Grammarly AI: writing assistance with tone and style suggestions

Each tool has strengths, but none are “one click” magic. They need your input and judgment.

How AI helps

AI is already supporting professionals by:

• Drafting documents and emails faster
• Automating routine HR or finance tasks
• Spotting trends in reports and spreadsheets
• Summarizing meetings into action items

Even small time-savers add up, freeing teams to focus on meaningful work.

Prompting

Not all prompts are created equal. An “okay” prompt might get you something useful, but a “better” prompt (read: more specific) will give you sharper, more relevant results.

Here are examples to try:

Example 1: Summarize a meeting into three bullet points

• Okay prompt: “Summarize this meeting.”
• Better prompt: “You are an executive assistant summarizing a leadership team meeting for the COO. Provide 3 concise bullet points on key decisions made, and list next steps with clear owners and deadlines.”

Example 2: Draft an onboarding checklist

• Okay prompt: “Make an onboarding checklist.”
• Better prompt: “You are an HR specialist creating an onboarding checklist for a Finance Coordinator at a 50-person SMB. Include systems access, policy training, and intro meetings for week 1.”

Example 3: Rephrase an email professionally

• Okay prompt: “Make this email more professional.”
• Better prompt: “You are a communications coach helping a team lead respond to a vendor delay. Tone should be firm but respectful, preserving a positive relationship.”

Example 4: Suggest improvements to a policy

• Okay prompt: “How can I improve this policy?”
• Better prompt: “You are an operations manager reviewing a remote work policy for 100 employees. Suggest three improvements to make the policy clearer, easier to enforce, and aligned with hybrid best practices.”

Adoption method

Rolling out AI at work does not need to be overwhelming. Start with a clear framework:

1. Discover: Identify repetitive, time-wasting tasks
2. Pilot: Test one tool with one use case
3. Train: Establish AI do’s and don’ts for your team
4. Prepare: Organize your data and documents for AI use
5. Scale: Expand adoption where results are proven

When you feel ready to move beyond quick wins, explore our guide to building a long-term AI strategy for SMBs.

Ethics and risks

Use AI wisely. Keep in mind:

• Bias: AI learns from imperfect data
• Privacy: Do not feed it sensitive or confidential info
• Accuracy: AI can generate false or misleading content
• Transparency: Always verify before acting

Think of AI as a co-pilot, not an autopilot. For more on the risks of unsanctioned AI use, see our guide on how to protect your business from shadow AI.

What to remember

AI is not going to replace you, but someone using it wisely might.

The professionals who thrive will not necessarily be the most technical. They will be the most thoughtful: The ones who use AI to enhance judgment, efficiency, and creativity. Start by picking one repetitive process this week and try optimizing it with AI.

Want to explore how AI can support your business strategically?
Talk to us about AI adoption at your workplace.

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