So, you want to use artificial intelligence to help create business documents? Start by choosing the right tool for the job.
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According to McKinsey’s report State of AI: Global Survey, in 2024 more than 72 percent of large U.S. companies reported using generative artificial intelligence for content creation. With its “genie in a bottle” ability to produce text faster than you can write the first sentence, it’s tempting to think AI tools could replace the entire writing process. Blog posts, emails, newsletters—why not let the algorithm take over?
Because in business writing, credibility, voice, and clarity matter—and artificial intelligence often falls short on all three. It can produce an acceptable paragraph, but readers have a “sixth sense” when it comes to authenticity. Whether it’s robotic language, overblown adjectives, or vague sentences, AI-generated content often fails the believability test. It just feels… off.
That doesn’t mean you should avoid AI. Used wisely, it can save you many hours of work. Demand for writing is skyrocketing—from internal communications to LinkedIn posts. Ironically, at the same time, overall writing skills are declining. So AI can be a valuable assistant, but it should never be the lead author.
Think of generative artificial intelligence as a diligent intern. With the right guidance, it can help generate ideas, fix a stuck paragraph, or tighten an overly wordy message. In fact, as a 2024 Harvard Business Review article notes, white-collar work done by using AI strategically is completed 25 percent faster and at 40 percent higher quality.
How to use artificial intelligence effectively in the writing process
Start by choosing the right tool for the specific task. Here are some useful AI tools:
ChatGPT (OpenAI)
Best for: drafting emails, generating ideas, adapting tone of voice.
Strengths: flexible, user-friendly, integrates with Slack and Microsoft Word.
Limitation: tends to be overly verbose unless explicitly asked to be concise.
GrammarlyGO and Grammarly Business
Best for: improving grammar and tone in real time.
Strengths: integrated into tools like Google Docs and Gmail, provides simple proofreading.
Limitation: excellent for editing, but not suitable for creating original content or structuring complex arguments.
Jasper AI
Best for: marketing copy that matches your brand voice.
Strengths: templates for ads, blogs, calls to action (CTAs); collaboration-friendly.
Limitation: overuse of templates can lead to formulaic content that feels familiar to the audience.
Claude (Anthropic)
Best for: extensive, nuanced business writing.
Strengths: can maintain context and tone in complex documents.
Limitation: can be overly intellectual or wordy.
Other useful tools: Gemini.ai, Microsoft CoPilot, Writer.com.
The biggest drawback of AI: it’s not human
Even the most advanced tools share one fundamental limitation: they are not human. They lack personal experience, strategic thinking, and nuanced understanding of your brand. AI can improve what you’ve written, but it cannot judge whether the content truly aligns with your goals and your audience’s expectations.
There are also risks: AI “hallucinations”—false or nonsensical answers—are a serious challenge (for example, in the Mata v. Avianca case, a lawyer was sanctioned for AI-generated, fabricated case law). Legally gray areas around originality and ethical questions about whether AI-created content may be presented as your own.
For company leaders and founders, the most important asset is credibility. Employees, customers, and investors want to believe that your words are truly yours. Handing your voice over to an algorithm can save time, but it may cost you authenticity. And once that’s gone, it’s hard to win back.
Rules for using AI in business writing:
- Use AI to generate ideas or to overcome writer’s block.
- Let AI create the first draft, but you must always review it with human eyes.
- Use precise prompts so AI can mimic your brand tone.
- Train your team on where AI adds value—and where it doesn’t.
- Be cautious with sensitive data, since some tools may use it for training.
- You are ultimately responsible for the final result—not AI.
Ultimately, your words shape your reputation. Make sure they still sound like you.
Originally published at https://inc-baltics.com/kadu-maksliga-intelekta-riku-izveleties-rakstu-darbiem/
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