Incorporating AI and Tech Tools

In this day and age, technology reigns supreme. Love it or hate it, we can’t deny that it’s woven into the fabric of our lives. Artificial intelligence (AI) is the current tech tool darling, infiltrating every industry—whether you’re ready or not. And, as author Stewart Brand once said, “Once a new technology rolls over you, if you’re not part of the steamroller, you’re part of the road.” Let’s get a handle on this fast-moving steamroller.

With a clear technological purpose, you can use AI to your advantage, freeing up your time and improving your efficiency and productivity.

SET A TECHNOLOGICAL PURPOSE

It’s easy to get overwhelmed trying out every shiny new tool. Start by exploring your tried and true favorites. Which are already adding AI components (Canva, Grammarly, WordPress, Finalsite, Zoom, Microsoft Co-Pilot,  etc.)? If your communications technology doesn’t have AI yet, it’s probably just a matter of time. 

Before incorporating AI into your workflow, identify the goals you want to achieve. How can AI support your workload rather than add to it? Identify the tasks that you find tedious, time-consuming, or overwhelming. There’s a tool for that.

• • Speed up time-consuming tasks
  • Reduce manual work on tedious tasks
  • Simplify complex tasks
  • Keep track of important tasks and data
  • Appreciate having a personal assistant(s)

THERE’S AN AI FOR THAT

One of the most significant benefits of AI is the ability to automate routine tasks. With the right tech tools at your fingertips, you can focus on what really matters and leave repetitive and time-consuming tasks to the machines. Additionally, AI can analyze data, synthesize information, and generate insights, making it easier to make data-driven decisions and know where to focus your time and energy. Below are a few examples of ways you might incorporate AI and machine learning into your work. 

• • Improve the quality of your written communication with tools like Grammarly. Roll it out to your entire organization to reduce the need for manual proofreading and editing. Grammarly can also help English language learners build English spelling and grammar skills.
    
    GrammarlyGO generative AI offers rewrites and alternative sentences when you need a push in a different direction. Set your goals for academic, professional or common language to better align with your readers’ expectations.

• • Tired of coming up with social media posts? Use an AI writer to create captions or analyze and recreate your best-performing posts. Don’t forget to ask for more emojis! Once you have your captions, pop over to Canva bulk create and create dozens of branded images in minutes.

• • Never stare at a blank page. Use AI writers like ChatGPT to help spark ideas for a blog post, come up with event themes, or work through edits. You can also rework for tone, clarity, and humor level. Make this blog sound more professional, please! 

• • Streamline newsletters using an AI tool that analyzes the performance of your marketing campaigns and provides actionable insights.

• • Use website analytics with machine learning, like Google’s GA4, to provide data and predictions about your audience and what content they’re consuming, so you know where to focus your efforts for regular content updates.

• • Use website chatbots to answer simple, common questions—and cut down on calls that take people away from essential tasks. 

• • Virtual assistants like Siri and Alexa aren’t just for home: consider bringing one into your office to help track reminders, set alarms (hey, have you stood up and stretched lately?), and keep a running to-do list. Plus, they’re great for distraction-barring white noise and pick-me-up playlists.
  • Emails. Do we even need to say more? So. Many. Emails. Filters are great to help categorize content, and AI email readers can summarize, categorize, and star urgent communications. You just have to answer one question: who/what should have access to your email? Be sure to read the terms of service and privacy policies before allowing any service free access to your email.

• • You probably already use Zoom or Google Meet, but have you checked out any plugins? For example, Zoom tools like Otter.ai or Read.ai can transcribe meetings, create actionable notes, and summarize key highlights. Using Google Meet? Check out Supernormal for meeting notes.

• • Need help creating a presentation or graphic? Once your brand kit is built in Canva, you can use Magic Design to help you create materials that match your brand identity and look more professional than starting from scratch.

• • For large teams, use a project management system (Wrike, Trello, Monday.com, etc.) to ensure your team meets deadlines. Workflows and automation can keep you on track—and identify risks before they become problems.

• • Are you using your website tools to their fullest potential? 
    • • WordPress SEO plugins can analyze your readability scores, metadata, and keywords. In addition, these machine-learning plugins give valuable, immediate feedback.
      • Finalsite’s Messages uses the Create Once, Publish Everywhere (COPE) method. Combined with their upcoming newest AI feature that can generate posts, messages, and even webpage templates on demand, you’ll be able to streamline your regular tasks.

• • Too many software tools with overlapping functionality? Large organizations may need help identifying which tech tools are actually helping get the job done. Integration with programs like Zylo can identify which tools are used and if there are opportunities to drop subscriptions or depreciate altogether to save costs. Think Rocket Money, but for businesses.
    

• Writing equitable job postings and descriptions is harder than it looks. Attract more diverse candidates by reducing unconscious bias through the use of AI.

TOOLS, NOT REPLACEMENTS

It is important to note that the use of AI and tech tools should not be seen as a panacea. Over-reliance on technology can also lead to its own set of issues, such as decreased face-to-face communication, decreased creativity, and increased reliance on automation. It is important to strike a balance between using technology to improve productivity while also recognizing the importance of humanity, face-to-face communication, creativity, and human connection. 

Before jumping all-in, consider the benefits and notable drawbacks. Employers should develop a policy [or position statement at a minimum] to address legal and ethical considerations for the use of AI. Guidelines should consider responsible use, privacy and confidentiality, protection of intellectual property, and proprietary data. Consider organization-wide training that includes best practice use of AI.

As you incorporate more tech tools into your workflow, ensure that you’re not losing the human touch in your work. “Using AI tools is a bit like having a personal assistant,” said Ashley Winter, “but one that lacks your level of compassion, empathy, and ingenuity. There’s a time and a place for AI, but there are also limitations. Those limitations will be defined by your job title, your industry, legal limitations, risk tolerance, and your personal comfort level with technology.”

Curious about AI tech tools for your organization or school district? We’re happy to share our favorite tools, lessons learned, and what to consider as you build your strategic communications plan. Think of AI and machine learning tech tools as improving efficiency and productivity—freeing you up to put your time and attention into what really matters, people. 

Published on: June 25, 2023