At Microsoft, we’ve requested our communications staff to be innovators of AI. To discover and experiment with how we will all use it in our on a regular basis work. We’ve urged the staff to not overlook 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 typically obtainable 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 start out blogs and draft plans. We’re utilizing chat to check messages, brainstorm and increase our considering. And Copilot in PowerPoint helps us create decks that drive readability and talk our imaginative and prescient.
We’ve been feeling the impression 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 folks from our comms and advertising group and located that— like most data staff —many workers endure from assembly (70%) and data overload (86%) day by day, so it’s not stunning that 80% wrestle with having sufficient focus time every day.
The excellent news? AI helps. In keeping 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 inventive 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 looking for data.
And probably the most thrilling one for me: 84% say they don’t wish to return to working with out Copilot. And I really feel the identical manner. 😊
Now, it’s nonetheless early days and the instruments aren’t good. However to assist different communicators think about how AI can enhance their work days, listed here are 5 methods the staff and I are utilizing AI to be extra productive, inventive, 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 make amends for these you’ve missed — with out having to look at the total recording. Some prompts:
- Summarize what was mentioned within the assembly briefly bullet factors.
- Have been there any motion objects for me?
- Have been there any unresolved selections?
Throughout or after a gathering, Copilot can even aid you recall what was mentioned extra precisely, notice an awesome quote or element for a narrative, consider advanced subjects, or anticipate protection following an interview. For instance, you possibly can ask:
- What was the precise suggestions <X> shared concerning the comms plan that was introduced?
- The engineer we spoke with shared an fascinating 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 staff is discussing concerning the announcement technique in a desk and suggest 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 essential in communications after all, however it’s maybe much more vital in one other setting: the navy. Napoleon, the well-known basic, is thought for bringing a corporal to conferences when his generals have been presenting conflict plans. He would ask the corporal, “Having heard these plans, would what to do?” If the reply was no, he would ask the generals to re-write their plans.
What does this must do with AI? I’ve been utilizing Copilot as my corporal to supply 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, “Should you wished to disrupt this argument, what would you say?”
With Copilot as my brainstorming companion, I can establish blind spots, sharpen our positions, and increase 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’ll have for me if introduced the knowledge on this narrative doc: /[X].
- Fake you’re a PR particular person making ready an government for an interview with a high 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 government 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 record of questions <X>. Solutions must be transient, however conversational in tone.
4. Writing comms plans and blogs
Now, many communicators are employed due to their distinctive potential to jot down. And as a author myself, I can let you know that talent isn’t going wherever — 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 finest — 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 recommend a couple of different methods to jot down it.
- Others on my staff use Copilot to draft a plan for an upcoming announcement. They’ll give it a mind dump of the weather they wish to see within the plan similar to what they’re saying, 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.
- After I’m on the finish of a weblog and am caught for an ending, I wish to ask Copilot to jot 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 leap off from there.
5. Creating shows
Generally the best way we current our concepts is simply as essential because the precise content material. So, it’s no shock that considered one of my staff’s favourite Copilot use instances 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 possibly can ask Copilot so as to add an finish slide, make all of the titles a sure font and shade, or ask it to replace one of many pictures to {a photograph} that’s extra to your liking. It’s massively minimize down the time it takes my staff to construct decks — that means they will focus extra on content material and fewer on copy-pasting.
Like every new software or behavior the bottom line is observe, observe, observe. If you have already got Copilot for Microsoft 365, you can begin experimenting with the prompts above at this time — or take a look at out a few of my communications prompts for Copilot in Bing at no cost. You too can try this text on WorkLab that exhibits you how one can write an awesome immediate.
I’ll preserve working towards too — and sharing alongside the best way.
fxs
