Folders with thousands of documents and systems flooded with requests are hard to ignore and are overwhelming to even look at, much less to manage. Thankfully, AI tools like ChatGPT, Google Gemini, Microsoft Co-Pilot, and Chipp.ai are transforming digital organizations. As paper filing shifts to virtual systems, staying competitive and maintaining order no longer needs to drain valuable work time.
These machine learning programs act like “personal assistants” that help simplify processes, generate content, and analyze data faster than you can say “cross-reference.” You can utilize this for your business or organization and streamline tedious operations.
Work e-smarter, not harder
Need to write or review something? AI can help generate ideas or analyze and simplify writing for you. Using it effectively can reduce errors and save you time by presenting you an overview on past information.
Research shows AI helps businesses be more efficient by organizing work and improving many business processes. These digital programs can quickly skim documents such as long PDFs to summarize or find specific information quickly.
Steps for prompt success
But how can you make the most of a virtual personal assistant? AI works best when provided context, assigned a task, and given a constraint for work. For example, you want artificial intelligence to summarize meeting notes from an interview, so you should tell the AI:
- What the purpose of the meeting was and why the interview is necessary for your organization.
- Tell the AI to provide important quotes to questions asked about efficiency.
- Include a limit of 500 words or less and present the information like a numbered list.
The more specific your prompt is for your machine learning program, the better the results can be for the AI in catering to your needs. Oftentimes, the best way to become more efficient with AI involves making clear instructions, like schoolteachers providing rubrics for their students.
Avoiding artificial lookalikes
AI is often criticized for generating unoriginal content through simple copying and pasting. To prevent this, it should be used as a tool to improve human work rather than replace it, helping to complete tasks more efficiently.
A major concern surrounding artificial intelligence is distinguishing it from human-created work. For example, AI-generated images are sometimes misused to gain attention on social media or even fraudulently win art competitions. Being aware of these risks is crucial, as machine intelligence can also be exploited for deceptive purposes, making it important to recognize artificially created content.
Fortunately, tools like Grammarly and WasItAI are available to detect AI-generated text and images. Additionally, even those new to AI can spot common indicators of artificial content, such as phrases like “Dive in,” titles that include a colon, or inconsistencies in images, like people with the wrong number of fingers.
Even if you don’t have expertise in AI, understanding how it works can provide insight into why it has become a valuable tool in many industries and is available for you to use too!
Not quite the business productivity option you were looking for? Schedule a meeting with Golden West Technologies to learn how we can provide a flexible support arrangement tailored to any business needs.
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