The AI Readiness App course · Beginner · about 60 minutes · Free

AI for administration and operations

Cut repetitive admin with AI: drafting routine documents, organising information, simple automations and careful record handling.

For: Administrators, office and operations staff, assistants, coordinators and anyone who handles forms, records and routine processes.

1. Lesson 1

   Draft routine documents

   Produce standard letters, forms and notices in minutes.

   1. Give an AI assistant your workplace allows (for example ChatGPT, Claude, Gemini or Microsoft Copilot) a good past example and the new details.
   2. Ask for the new version in the same format.
   3. Check every name, date, amount and reference.

   Try this at work: Pick a routine document you produce often. Create a prompt with a good past example and use it for the next one.

   How to check it: The new document matches your template and every detail is correct.

   Watch out: Remove personal and confidential details before pasting into tools your workplace has not approved.

2. Lesson 2

   Organise information

   Turn messy lists and emails into tidy tables and checklists.

   1. Paste the messy material and say what table or checklist you need.
   2. Ask it to flag anything it could not place.
   3. Check the result against the original.

   Try this at work: Turn a messy list (an inbox of requests, a set of notes) into a table with clear columns, then check it against the original.

   How to check it: Nothing from the original is lost or changed.

   Watch out: AI may quietly drop items it cannot place. Count items before and after.

3. Lesson 3

   Automate simple steps

   Let tools move information for you.

   1. List the steps of one routine process, such as copying form answers into a sheet.
   2. Ask the assistant whether a tool your workplace uses (for example Microsoft Power Automate, Zapier or the automation in your existing software) could do a step.
   3. Start with one step and test it with sample data.
   4. Keep a person checking the output for the first weeks.

   Try this at work: Map one routine process step by step and ask the assistant which single step is easiest to automate with the tools you already have.

   How to check it: The automated step gives the same result as doing it by hand, on every test case.

   Watch out: Get approval from IT before connecting systems that hold personal or financial data.

4. Lesson 4

   Keep records accurate and private

   Use AI without risking data protection.

   1. Know what personal data you handle and your organisation's rules.
   2. Remove or replace names and identifiers before using AI.
   3. Never let AI decide on someone's case.

   Try this at work: Write down the three kinds of personal data you handle and what your organisation allows you to do with AI for each.

   How to check it: You can say, for any task, whether AI is allowed and with which tool.

   Watch out: If in doubt, ask your data protection lead before pasting.

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