At Microsoft, we’ve requested our communications workforce to be innovators of AI. To discover and experiment with how we are able to all use it in our on a regular basis work. We’ve urged the workforce to not neglect their distinctive experience and worth — the artwork of communications — however to welcome some science into the method, to be a pacesetter on this new stage of communications.
So, for the previous few months we’ve been experimenting with Copilot for Microsoft 365, which is now usually accessible for enterprises. We’re utilizing Copilot in Groups to story mine with spokespeople and anticipate protection after interviews. We’re utilizing Copilot in Phrase to begin blogs and draft plans. We’re utilizing chat to check messages, brainstorm and develop our considering. And Copilot in PowerPoint helps us create decks that drive readability and talk our imaginative and prescient.
We’ve been feeling the influence in our day-to-day however wished to quantify it — so we did a little bit of analysis ourselves. Utilizing the identical methodology featured in our newest Work Pattern Index, we surveyed 80 individuals from our comms and advertising group and located that— like most data employees —many staff undergo from assembly (70%) and data overload (86%) every day, so it’s not stunning that 80% wrestle with having sufficient focus time every day.
The excellent news? AI helps. In line with the survey:
- 86% say Copilot makes them extra productive and 81% say it helps them full duties sooner.
- 89% say Copilot helps jump-start the artistic course of and 78% say Copilot improves the standard of their work.
- 70% say Copilot reduces time spent on duties they don’t take pleasure in; particularly, 76% say Copilot reduces psychological effort on mundane duties and 71% say Copilot reduces time spent trying to find data.
And essentially the most thrilling one for me: 84% say they don’t need to return to working with out Copilot. And I really feel the identical method. 😊
Now, it’s nonetheless early days and the instruments aren’t excellent. However to assist different communicators think about how AI can enhance their work days, listed here are 5 methods the workforce and I are utilizing AI to be extra productive, artistic, and to make the work we perform a little extra enjoyable.
1. Conferences and interviews
That assembly overwhelm we really feel isn’t simply fixed back-to-backs; it’s additionally frequent double-booking and conflicts (in case your calendar is something like mine). Copilot in Groups makes it simpler to prioritize your most essential conferences and compensate for these you’ve missed — with out having to observe the complete recording. Some prompts:
- Summarize what was mentioned within the assembly in brief bullet factors.
- Had been there any motion objects for me?
- Had been there any unresolved choices?
Throughout or after a gathering, Copilot may also allow you to recall what was mentioned extra precisely, word an incredible quote or element for a narrative, consider advanced matters, or anticipate protection following an interview. For instance, you’ll be able to ask:
- What was the precise suggestions <X> shared in regards to the comms plan that was introduced?
- The engineer we spoke with shared an attention-grabbing anecdote about <X> that I’d like to incorporate in a narrative I’m engaged on. Are you able to remind me precisely what she mentioned?
- Put the professionals and cons of what the workforce is discussing in regards to the announcement technique in a desk and advocate a plan of action.
- After a press interview, ask, “What do you suppose the reporter will take away from this dialog? Use the transcript as a base doc.
2. Message testing
Readability is vital in communications after all, however it’s maybe much more essential in one other setting: the navy. Napoleon, the well-known normal, is understood for bringing a corporal to conferences when his generals had been presenting struggle plans. He would ask the corporal, “Having heard these plans, would you understand what to do?” If the reply was no, he would ask the generals to re-write their plans.
What does this need to do with AI? I’ve been utilizing Copilot as my corporal to offer recent perspective. Some examples:
- I’ll feed Copilot a weblog and ask it to articulate the three key messages; in the event that they’re off, I’ll refine.
- I’ll ask Copilot to poke holes in a press release we’re making on a tough subject, like sustainability or accountable AI. I’ll ask it issues like, “For those who wished to disrupt this argument, what would you say?”
With Copilot as my brainstorming associate, I can determine blind spots, sharpen our positions, and develop my considering so we’re clear and considerate in our positionin
3. Getting ready spokespeople
To assist our spokespeople put together for press interviews, we’re utilizing Copilot to anticipate questions and develop FAQs. Some instance prompts:
- Fake you’re a tech reporter. Share the highest 5 questions you’d have for me if introduced the data on this narrative doc: /[X].
- Fake you’re a PR individual making ready an govt for an interview with a prime tech reporter, <X reporter> at <X outlet>. She’s been writing about AI fairly a bit. What questions do you suppose the reporter will ask a tech govt in an interview about how AI will change work?
- I’m doing a press interview about <X> what are the highest three questions somebody unfamiliar with the matter would have on the subject?
- Assist me draft responses to this listing of questions <X>. Solutions ought to be temporary, however conversational in tone.
4. Writing comms plans and blogs
Now, many communicators are employed due to their distinctive capability to write down. And as a author myself, I can let you know that talent isn’t going anyplace — however I’ve discovered Copilot to be helpful in serving to me get began, preserve going, and refine my content material. It’s serving to me do what I do greatest — even higher.
Some examples:
- In Phrase, I’ll spotlight a paragraph in a plan or weblog that I’m getting hung up on and ask Copilot to counsel just a few different methods to write down it.
- Others on my workforce use Copilot to draft a plan for an upcoming announcement. They’ll give it a mind dump of the weather they need to see within the plan corresponding to what they’re asserting, key messages, timelines, press targets, and spokespeople. Now, it doesn’t produce a full plan end-to-end, however it offers them a stable begin.
- Once I’m on the finish of a weblog and am caught for an ending, I wish to ask Copilot to write down a brief, however compelling closing paragraph. And since we’re utilizing Copilot for Microsoft 365, delicate data, like launch plans and dates, stay protected.
- Lastly, when the weblog or LinkedIn put up is completed and I’ve used up all my creativity and nonetheless want a title or headline, I can ask for 5 headlines, then bounce off from there.
5. Creating displays
Typically the best way we current our concepts is simply as essential because the precise content material. So, it’s no shock that one among my workforce’s favourite Copilot use circumstances is popping a Phrase doc, like a PR plan, right into a PowerPoint presentation.
Merely open a brand new presentation in PowerPoint, choose the Copilot icon within the ribbon and as soon as the aspect pane pops up, click on “Create presentation from file…” Choose the doc and let Copilot go to work constructing a deck.
From there, you’ll be able to ask Copilot so as to add an finish slide, make all of the titles a sure font and colour, or ask it to replace one of many photographs to {a photograph} that’s extra to your liking. It’s massively lower down the time it takes my workforce to construct decks — that means they will focus extra on content material and fewer on copy-pasting.
Like several new software or behavior the secret’s follow, follow, follow. If you have already got Copilot for Microsoft 365, you can begin experimenting with the prompts above in the present day — or check out a few of my communications prompts for Copilot in Bing totally free. You may as well try this text on WorkLab that reveals you tips on how to write an incredible immediate.
I’ll preserve practising too — and sharing alongside the best way.
fxs
