Using AI for writing, emails, and communication at work

Writing takes up more of most professionals’ days than almost any other single activity. Emails. Reports. Proposals. Updates. Presentations.

AI doesn’t write for you. But it makes every part of the writing process faster and better.

First drafts

The blank page problem is real. Most people spend more time staring at a document than writing it.

Give AI a brief and get a starting point. It won’t be perfect — it never is. But editing is always faster than writing from scratch.

“Write a first draft of [document type] for [audience]. Key points to cover: [list]. Tone: [professional/warm/direct]. Length: [X].”

Difficult emails

Some difficult emails just won’t come out right. The ones where you need to be firm without being aggressive. Direct without being rude. Apologetic without being obsequious.

Describe the situation and what you’re trying to achieve. Ask for a draft. Read it. Edit it. Send it. Ten minutes instead of an hour.

Presentations

“I need to present [topic] to [audience]. The key message is [X]. Give me a five-slide structure with a headline and three bullet points for each slide.”

Meeting follow-ups

“Here are my notes from today’s meeting: [paste notes]. Write a clear follow-up email summarising what was decided and what the next steps are, with owners and deadlines.”

Feedback and performance reviews

Giving feedback clearly and constructively is one of the hardest writing tasks in professional life.

“I need to give feedback to [person] about [issue]. I want to be honest and direct without being discouraging. Draft something I can work from.”

Good prompts make all the difference here — the more context you give, the better the output.

— Anna