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

AI for writing at work

Draft, shorten, restructure and proofread documents with AI while keeping your own voice and every fact right.

For: Anyone who writes reports, emails, proposals, policies or documentation as part of their job.

1. Lesson 1

   Draft from your own notes

   Turn rough notes into a clear first draft without losing what you meant.

   1. Open an AI assistant your workplace allows (for example ChatGPT, Claude, Gemini or Microsoft Copilot).
   2. Paste your notes and say who will read the document and what they must do after reading it.
   3. Ask for a short outline first, fix the outline, then ask for the draft.
   4. Ask it to mark anything it added that was not in your notes.

   Try this at work: Take the notes for a document you owe this week. Ask for an outline, correct it, then ask for a draft that marks every sentence it added beyond your notes in [brackets].

   How to check it: Every fact in the draft comes from your notes or a source you checked. Bracketed additions are kept only if you can confirm them.

   Watch out: A fluent draft can still say something you did not mean. Read it as the reader will.

2. Lesson 2

   Edit for the reader

   Make documents shorter and clearer for a specific reader.

   1. Paste a draft and name the reader, for example a busy director or a new customer.
   2. Ask for a version half the length that keeps every decision, date and number.
   3. Ask for plain words in place of jargon, and a one-line summary at the top.
   4. Compare old and new side by side before you accept anything.

   Try this at work: Ask the assistant to cut one of your recent emails or reports to half its length for a busy reader, keeping every number and date, and to list what it removed.

   How to check it: Numbers, dates, names and commitments are identical to the original.

   Watch out: Shortening can drop a condition or caveat that matters. Check the list of what was removed.

3. Lesson 3

   Proofread and check tone

   Catch errors and tone problems before you send.

   1. Ask for spelling, grammar and clarity fixes as a list of changes, not a rewritten text.
   2. Ask how the message might be read by someone upset or in a hurry.
   3. Accept only the changes you agree with.

   Try this at work: Before sending your next sensitive email, ask the assistant how it could be misread and for the three smallest edits that make it clearer and kinder.

   How to check it: The final message still sounds like you and says exactly what you intend.

   Watch out: Do not paste confidential or personal information into a tool your workplace has not approved.

4. Lesson 4

   Build reusable prompts and templates

   Save time on documents you write again and again.

   1. Notice a document type you write every week or month.
   2. Write a prompt that includes the structure, the tone and an example of a good past version.
   3. Save it where your team can find it, and improve it each time it misses something.

   Try this at work: Write and save a reusable prompt for one recurring document (a status update, a meeting summary or a proposal section). Use it twice and improve it after each use.

   How to check it: Two people using the same prompt get drafts of similar quality and structure.

   Watch out: Update saved prompts when your facts, products or policies change.

All courses