Artificial intelligence-assisted writing programs are indispensable for many businesses today. They are used to draft emails, social-media content, blog posts, and reports. However, despite the seemingly magical power of programs like ChatGPT, Gemini, Claude and others to spin prose out of thin air, business people have become wary of the often impersonal or flowery output that flows from many artificial intelligence programs.

Readers can usually sense it when the human touch is lacking–and they don’t like it. As one attorney said to me, “I can always tell when someone had Chat GPT write their email, and I think, ‘If they can’t even bother to write their own email, why should I deal with them?’” To avoid a backlash against robotic text, we must learn to work collaboratively with artificial intelligence programs to develop documents that contain the all-important human touch.

Although artificial intelligence seems to generate original prose, it cannot think, create, or make logical leaps. These programs can churn out novel combinations of words and phrases based on patterns it has learned from existing text, but they are fundamentally derivative, extrapolating from what has been written before. Thus, it inherently lacks human creativity, empathy, and nuanced understanding. This is good news: It means that humans are not expendable (yet).

The main source of the over-reliance on AI programs is the misconception that the program can produce a viable final draft. It cannot. It can create a serviceable first draft that you can edit, but the heavy lifting belongs in human hands. Here’s how to get the most out of your use of AI-assisted writing programs.

1. Prompt the program as thoroughly as possible

The more information you give the AI program, the better its output will be. When writing, let the program know the audience, main point, desired tone, and target word count. Address it as if you were talking to a young person who is new to the job and requires guidance. Explain your thinking.

If you are not satisfied with the program’s output, tell it to regenerate it or add more information to the prompt. Don’t worry–the program will not take the criticism personally.

2. Use a dual-screen technique

Put the AI-written document on one screen. Then, start a new blank document on another screen or split your screen if you have only one monitor. Then start writing the document yourself, referring to the AI document periodically for structural or phrasing inspiration. I find this technique enables me to gain the benefits of the AI’s broad knowledge while retaining creative control over my writing.

3. Avoid editing directly from the AI document

The program’s output is sufficiently acceptable that it might seem OK to you–even if you could do a much better job yourself. Don’t be lazy. Artificial intelligence is there to help you, not to do your work.

4. Edit enthusiastically

As the saying goes, “Writing is rewriting what has already been rewritten.” Every document deserves a second look, and AI-generated text deserves extra scrutiny. If you are unsure about the tone, read it aloud to hear if the language sounds fake or stilted. Ensure that your sentences vary in length and structure. Ask a trusted colleague to read your revised version and give you frank feedback. Whether you are crafting marketing copy, blog posts, or corporate communications, authenticity is key. Your audience wants to feel that they have connected with real people, not automated scripts.

By adopting a collaborative approach to AI-assisted writing, you can leverage the efficiency of these tools while preserving the human touch. Embrace the dual nature of this process: AI as a powerful assistant, and you as the guiding force behind the final product. With this mindset, you’ll be able to confidently declare, “I wrote this,” knowing that your authenticity shines through, even with the assistance of artificial intelligence.

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The holiday season is underway, and along with the eggnog, we face countless possibilities for miscommunication. As business communicators, we want our clients and colleagues to feel warmly greeted–yet we do not want to offend or overstep. Here are a few ideas for navigating holiday salutations. 

1. When sending holiday greetings, be specific.

“Wishing you a great 2023” is fine if you do not know the person well. If you lack information about your reader’s life or business, you might have to use this anodyne phrase.

However, if you want your message to stand out, do your homework and discover something that matters to the other person. Find out about a product launch, a round of funding or, on a personal note, an upcoming marriage or another milestone, and congratulate your reader. Imagine how you would feel if someone cared enough to find out what mattered to you and mentioned it. 

So instead of “Hope you have a great new year,” you would write, “Hope the launch of your new software is all you hope for in 2023.” 

2. Value cultural differences.

In the age of political correctness, it’s become de rigeur to write “Happy Holidays” to avoid alienating adherents to any faith. In general, I agree with this practice. However, if you know that your reader is Christian, don’t be afraid to wish them a Merry Christmas. If you know they’re Jewish and are likely to celebrate the holiday, wish them a Happy Chanukah. Kwanzaa is still inconsistently observed, so I’d avoid wishing someone a good Kwanzaa unless you have a close personal relationship. When in doubt, a Happy New Year card is a neutral option.

Just as it is important to be inclusive in our holiday greetings, we should value the differences that make life interesting. And let’s face it, “Happy Holidays” is about as plain-vanilla as you can get. You’re better off wishing someone a meaningful winter solstice! 

3. Beware excessive jollity.

While some people love to ho-ho-ho their way through December in Christmas hats and sweaters, others are decidedly curmudgeon like. Just as holiday music in stores begins to make many people’s skin crawl by mid-December, treacly holiday greetings may do you more harm than good. 

Use sparingly such words as “very” as in “We wish you a very Merry Christmas,” and “thrilled” as in “We are thrilled to invite you to our holiday party.” Remember, if you are writing to someone you know through your business, you may want to retain your professional persona.

Gaffes to Avoid

• Be sure to spell names correctly and get titles right. You might pen a lovely, heartfelt message and then mess it up by not spelling the person’s name correctly or disregarding their recent promotion to vice president. 

• Avoid a sales pitch. A simple greeting to show your client how much they mean to your business is good. But don’t try to sell something in the holiday card for business clients. If you are too sales-y, you may turn your customers off. 

• Punctuate your greetings properly. Writing “Seasons Greetings” is incorrect. After all, you are greeting them for only one season: winter. Use “Season’s Greetings” since the greetings belong to the season. 

Similarly, you would write “Happy New Year” if you are referring to the whole year. Write “Happy New Year’s” to denote December 31 or January 1. In these cases, you shorten the phrase “New Year’s Eve” or “New Year’s Day.” Do not write “Happy New Years” unless you are referring to an upcoming series of years (which I presume you are not).

The winter holidays bring great joy to many people–along with potential risks to a businessperson’s credibility. At this time, clients and colleagues expect some mention of the end of the year and all the festivities associated with it. When you communicate your good wishes authentically, with consideration for the life and culture of your readers, you will make others feel respected and valued. And that’s what keeps your relationships strong for another year.

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