AI Email Help

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This activity will be a brief introduction to artificial intelligence (AI) tools that are referred to as large language models or generative language models. You'll see how these AI tools can be used as a writing assistant to help you respond to emails in the workplace. [[Tell me more about how the AI tools work.]] [[I want to jump into using AI as an email writing assistant.]]

AI tools like <a href="https://chatgpt.com/" target="_blank">ChatGPT</a> and <a href="https://claude.ai/chats" target="_blank">Claude</a> are designed to generate human-like text responses. These AI language models can be used to understand and generate natural language, making it highly versatile for a wide range of uses, from answering questions to assisting with content creation. AI’s ability to learn from a vast body of text allows it to provide informative, contextually relevant responses across diverse topics. You input directions, instructions, or a question and the AI tool generates a response. The input that you give to the AI tool is called a prompt. [[I want to learn how to write an effective prompt.]] [[I want to jump into using AI as an email writing assistant.]]

In these examples, you will see responses that were generated by ChatGPT model 4o. What kind of email do you want to respond to? [[Rescheduling a meeting]] [[A collaboration proposal]]

Here are some pointers on how to write effective prompts: *''Be Clear and Specific'' >>''Too broad'': Tell me about marketing outdoor gear. >>''More specific and better'': Provide a list of digital marketing strategies that can be effectively and economically used by small businesses that sell camping gear. *''Provide Context'' >>''Too broad'': Give me examples of how to market biodegradable packaging. >>''Improve with contextual details'': You are an expert in marketing. I am working on a new product that will use recycled plastic milk jugs and turn them into lamps. Suggest 5 different marketing strategies for biodegradable packaging that will be popular with market segments composed of different generational groups. *''Step-by-Step Approach'' >>''First try'': List 10 innovative marketing strategies used in social media marketing. >>''Follow up'': Of these strategies, which are most effective for health and wellness products if my goal is to generate interest for a new product from an established brand? [[Now let's take a look at how AI can help you write emails.|I want to jump into using AI as an email writing assistant.]]

Here is the text of the email that you just received: I hope you're doing well. I wanted to let you know that I need to reschedule our meeting scheduled for this Thursday at 3 PM due to a conflict in my calendar. Would it be possible for us to meet on Friday at 10 AM instead? Please let me know if this time works for you or if you have another preferred time. [[You want to agree to the proposed time.]]

Here is the text of the email that you just received: I hope this email finds you well. I am writing to propose a potential collaboration between our companies on an upcoming project that I believe could be mutually beneficial. The project involves me interviewing you on video about your experiences as an entrepreneur. The interview will be included in a documentary about small businesses founded by immigrants. I would love to discuss this further with you and explore how we can work together. Could we schedule a meeting next week to talk about the details? Please let me know your availability. [[You like the idea but you are too busy right now.]]

Here are three different prompts and the results that ChatGPT generated. ''1. Here is the text of an email. Write a response agreeing to the new time. Be professional and friendly. (Email text you received goes here)'' <<timed 3s>><<type 10ms>> >>Thank you for letting me know. I understand, and Friday at 10 AM works well for me. Let's plan to meet then. Looking forward to our discussion.<</type>><</timed>> ''2. Here is the text of an email. Write a response agreeing to the new time and match the tone of the email. (Email text you received goes here)'' <<timed 5s>><<type 10ms>> >>I hope you're doing well too! Thank you for letting me know about the change. Friday at 10 AM works perfectly for me. Let's go ahead with that new time. <</type>><</timed>> ''3. Here is the text of an email. Write a response agreeing to the new time using a formal and professional tone. (Email text you received goes here)'' <<timed 7s>><<type 10ms>> >>I hope this message finds you well. Thank you for informing me about the need to reschedule our meeting originally set for Thursday at 3 PM. The new proposed time on Friday at 10 AM works perfectly for me. >>I appreciate your flexibility in adjusting the schedule. Please consider this confirmation of our meeting at the revised time. Looking forward to our discussion on Friday at 10 AM.<</type>><</timed>> You can see that slight changes in the prompt resulted in slightly different responses. [[I want to try responding to a proposal.|A collaboration proposal]] [[Thanks, I've learned enough.]]

While its responses may seem like AI is doing analysis and critical thinking, the AI tool is actually programmed to respond to your prompt based on patterns in language. It is analyzing those language patterns to generate a response. This is very different from the synthesis of information and critical thinking about concepts that your human mind does naturally. You have to review each response and decide whether it makes sense for your context. Don't skip the revision step of the writing process just because you had AI assistance. The text generated by AI is not necessarily the most effective for your context. Make sure to consider: *''Clarity'': Ensure the message is clear, concise, and relevant. *''Tone'': Adjust to match the context and the level of formality the recipient expects. *''Personalization'': Add personal touches so the language has your own authentic voice. *''Grammar'': Correct errors in grammar and spelling. *''Accuracy'': Verify all information. *''Structure'': Ensure logical flow and smooth transitions between paragraphs. *''Format'': Make the subject line relevant and clearly state any actions required.

Here are three different prompts and the results that ChatGPT generated. ''1. Here is the text of an email. I don't want to agree. (Email text you received goes here)'' <<timed 3s>><<type 10ms>> >>I hope this message finds you well. Thank you for reaching out with your proposal for collaboration. While I appreciate your interest in featuring my experiences, I regret to inform you that I must decline your invitation to participate in the documentary at this time. >>I wish you the best of luck with your project and hope you find great success in showcasing the stories of immigrant entrepreneurs.<</type>><</timed>> ''2. Here is the text of an email. Write a response declining but leave open the possibility of working together in the future. (Email text you received goes here)'' <<timed 6s>><<type 10ms>> >>I hope this message finds you well. Thank you for reaching out and considering me for the documentary project highlighting immigrant entrepreneurs. I deeply appreciate your interest in my experiences. >>After careful consideration, I regret to inform you that I must decline the invitation to participate in the interview at this time. While I am unable to commit to this project presently, I am genuinely impressed by the initiative and importance of showcasing stories like mine in your documentary. >>I remain open to exploring opportunities for collaboration in the future. Please do not hesitate to reach out to me again if there are other projects or ways we can potentially work together down the line. >>Thank you once again for considering me. I wish you the best of luck with the documentary and look forward to the possibility of connecting again in the future.<</type>><</timed>> ''3. Here is the text of an email. Write a response declining in a professional way. (Email text you received goes here)'' <<timed 11s>><<type 10ms>> >>I hope this message finds you well. Thank you for reaching out with your proposal for a collaboration on your upcoming documentary project. I appreciate your interest in featuring my experiences as an entrepreneur. >>While I find the project intriguing and commendable in highlighting immigrant-founded businesses, unfortunately, I must decline your invitation to participate in the video interview at this time. My current commitments and priorities require me to focus solely on internal projects within my company. >>I sincerely apologize for any inconvenience this may cause. I wish you the best of luck with your documentary and hope it achieves great success.<</type>><</timed>> You can see that slight changes in the prompt resulted in different responses. [[I want to try rescheduling a meeting.|Rescheduling a meeting]] [[Thanks, I've learned enough.]]