AI Content Writing Software for Workplace Communication Specialists

AI Content Writing Software is here to stay. So, here’s what you need to know.

The ultimate goal for business communication specialists is a clear message that hits the mark and makes the point. One that conveys key content in a way that resonates with its audience – influencing the behaviour and thinking of employees, aligning their actions with overarching company objectives. It sounds simple enough. Yet, as many communications professionals will attest, it’s not.

Traditional Approach Under Pressure

Top drawer communication entails an iterative process that is based on the assimilation of information, synthesis of messages and the development of the appropriate tone and voice. Seasoned communications professionals can thread this messaging needle and craft balanced communications.

However, there’s no denying this is a time-consuming process. Additionally, re-purposing communications for social media spheres, direct messaging and other channels, not only takes time but can also result in diluted or poor messages.

Facing the need to develop successful messaging amidst this ever-growing torrent of content, many communications specialists have found themselves under pressure. Whether it be from the increasing demands on their skills or the need to quickly add value in the omnipresent corporate communications cycle.

If you’re a communications professional who identifies with these challenges and is currently finding the situation daunting or dare, we say, overwhelming then fear not. There is a way forward. As it’s very likely the answer you’re looking for is right in front of you and accessible via your laptop – artificial intelligence (AI).

Artificial Intelligence Advances

The incredible progress that AI has made recently has caused a stir in almost every business sector. In particular, natural language processing (NLP), a type of machine learning that allows computers to interpret, manipulate, and comprehend human language, has benefitted enormously from advances made in AI. This has enabled AI to generate conversational, coherent, contextually relevant, and nearly human speech-like text responses.

AI Content Writing Software: The Game-Changer

Virtually no topic is an anathema to these various different options out there, and many of these programmes can engage on matters ranging from the arts, mathematics, medicine and business all the way through to everyday life. With its broad base of accessible knowledge models, it naturally possesses powerful content creation capabilities.

To put it through its paces you simply need to select a use case, such as an email or a social media post, identify the intended audience, choose a tone and provide message specifics or instructions. Thereafter, in a matter of seconds, you will be perusing AI generated copy.

What Does AI Content Writing Software Do?

In the communications realm these tools provide specialists with the ability to quickly generate high-quality, engaging messaging across a variety of communication mediums.  It also allows you to create content that aligns with your brand and target audience, by incorporating keywords and adjusting the output based on your preferences. It can also help you cut back on the amount of time you spend on recurring tasks, freeing you up for more creative pursuits.

Generally speaking, it can satisfy all the content generation needs you have. If this sounds too good to be true, you have every right to be sceptical, because the use of GPT-4 (or any AI content generation tool) comes with caveats.

Getting the Best Results

There is little doubt that the content creation process is on the cusp of undergoing an AI driven revolution.  However, it is critical to recognise that, despite their impressive language models, these AI-powered tools are not without limitations and challenges.

Some of the important considerations in this regard are:

  • Context – Without investment of resources to build context giving databases, even the best AI tools will falter. In an environment where a human touch is an absolute necessity, such as employee engagement initiatives amongst a culturally diverse workforce, any content generated via AI needs to be carefully vetted for tone and meaning.
  • Bias and misinformation – Despite efforts by designers to build filters into AI tools to avoid skewed responses, the very nature of AI tools (based on the ongoing assimilation of user inputs into databases) mitigate against the success of these filters. It’s therefore important to look out for overt and subliminal bias, and misinformation in content generated by these tools.
  • Privacy and Data Security – Never (and we mean never) share personal or sensitive company information with AI tools like GPT-4. Underlying the smart and efficient technology that is AI, are machine learning tools that harvest user inputs for future use. Sharing too much information exposes you or your employer to issues such as identity theft, data breaches, and unauthorised access to sensitive information.
  • Overreliance – The power of these new AI tools is unlike anything experienced before. However, common sense  needs to prevail. While AI can certainly free you from mundane tasks. It cannot replace the human touch and your audience will quickly be able to determine if your communication lacks the unique words and messaging constructs that characterise your communication.

Despite its current limitations and challenges, AI systems like GPT-4 have a lot of room for future developments and improvements, which will expand its capabilities and address its flaws.

Looking to the Future

We realise that it will take a lot more than this brief overview to answer the questions many communication specialists have about this technology. Therefore, as with most things in life, personal experience will be the best arbiter.

There are several options that are free to use and have simple user interfaces that allow you to experience the AI revolution.

It’s also worth remembering that for years we have been using spell checkers and automated formatting tools in word processing software. These are deemed to be forms of rudimentary AI. You are therefore probably more adept at extracting value from these tools than you realise.

The future will entail the blended use of AI and human skills. AI excels at synthesising information from multiple sources and producing clear and readable text. As humans, we excel at using voice and tone. We also understand context and can write empathically – which is becoming more important in employee engagement. The opportunity therefore exists for communication professionals to deliver more impactful messaging by utilising the power of artificial intelligence.

Key Takeaways

AI content writing software has the power the revolutionise the way in which comms managers communicate, both internally and externally. Harnessing this technology can create meaningful engaging content that can be adapted for a series of channels. But while this AI can save time and improve the efficiency of creating content across multiple channels, communications experts should be wary of using AI content writing software unfettered and without their own input.

Wyzetalk has a team of content specialists who are on hand to assist with creating strategies that work and content that resonates and creates meaningful employee engagement. To find out more, talk to an expert today.