Ask Tom - forced to use generative AI tools like CoPilot at work
Philosophical and 'How-To' perspectives
Q: I am being forced to use generative AI tools like CoPilot at work. Actually, I think the whole MS Office Suite is stuffed with gen AI “features.” I don’t really know how to utilize this for productivity at work or what that even means. Where do I start
I think a lot of people can relate to this issue especially in their work environment. To answer it, I’m going to respond in two parts. The first is more philosophical for a bigger picture take contributed by Lily Chambers, and the second part focuses on “how to use” ideas to learn what is possible.
Why are you being asked to use AI?
AI is a term used so ubiquitously, it's almost lost its meaning. AI as a technology is not new, and it's not necessarily new within the suite of software products often used in a corporate setting. Generative AI tools, things like large language models (think, ChatGPT) or image generators (MidJourney), are newer. Although, I suppose we could make an argument that in one form or another, they've been around for some time as well. Nevertheless, my point is that this distinction is important because the type of AI tools your company is forcing employees to use has different implications, and it's important to know what about it doesn't sit well with you and why.
Many of the AI features in the newly updated Microsoft Office suite are really a pretty weak form of AI. Generative might be an overly generous description of what they are actually offering in terms of capability. CoPilot, of course, is a more robust tool and it makes sense that you would have some wariness to use it for everything and anything in your work. But again, I'd ask, why?
Do the ethics of the claims that some of the training data (text) is potentially stolen bother you?
Do you want the satisfaction of knowing your work was done by you and you alone?
Do you feel like your personal data is at risk for training or worker surveillance purposes?
Is it because you are worried about the environmental impacts of using a generative model on the day-to-day?
Do they actually increase your productivity as an employee? Or worse, hinder it?
These questions may sound a little unnecessary, but I mean them in earnest. Ask yourself, what type of AI tool is my workplace enforcing? What does it do? How does it work against my values?
When you've distilled this for yourself and you feel clear, reach out to your manager or director or whoever is enforcing the adoption of AI-enabled tools and ask them for your company's AI guidelines or data ethics principles. If your company does not have these in place before rolling out enterprise-wide AI mandates, advocate for them. If your company can't provide them or refuses to, there might be a difference of values that's an important thing to weigh.
But let’s say you have no choice
Imagine this: one morning you walk into your office, coffee in hand, only to find that every tool in your digital arsenal, from Word to Excel, has sprouted a shiny new AI feature. Yep, IT has updated your desktop like magic overnight.
Suddenly, the familiar landscape of MS Office feels like a futuristic control panel, complete with an assistant named Copilot whispering suggestions, drafting emails, and even summarizing long reports. It’s a lot to take in, and it’s perfectly natural to feel a bit… overwhelmed.
Let’s take a breath together.
Embracing the new frontier
At first blush, being nudged (or, as you put it, forced) into using generative AI tools might seem like a leap into the unknown. Think of it as being given a gadget that promises to revolutionize how you work,but without a manual written in plain English. The truth is, these tools aren’t here to replace your expertise; they’re here to amplify your capabilities. Like an overenthusiastic intern who learns every trick in the book, AI can help you automate mundane tasks and spark creativity, letting you focus on the work that truly matters. Your job is to learn how to communicate with the tools in natural language. This is a good thing on paper but takes some getting used to, i.e. practice.
What exactly Is generative AI?
Generative AI, in simple terms, is software that can create content, be it text, data summaries, or even visualizations, based on the information it’s fed. Within the MS Office Suite, tools like Copilot are designed to be your supportive sidekick. They can help you draft emails, generate reports, and even provide insights on your data, all while learning and adapting to your style. It’s like having an assistant who can not only anticipate your needs but also offer a fresh perspective when you hit a creative wall.
The productivity perks
Now, you might wonder: "How on earth does this help me be more productive?" Think about it for a moment, when you have to create something new don’t you notice how stuck you can feel? Copilot can serve as a little Jiminy Cricket coming up with brainstorming ideas for you. This way you’re not starting cold for each new effort.
And to be honest, slogging around navigating and finding what’s in files is such a hassle. Why not ask CoPilot to help. That’s just one of many little hacks CoPilot can bring you to ease the hassle of dealing with a computer. Slowly but surely computers are getting to the point where you chat with them in your language and they do what you want them to do (hopefully). The transition will take time but it’s happening now in a small way.
Here are a few concrete examples:
Automating repetitive tasks: Imagine having Copilot draft your weekly status update. Instead of staring at a blank screen, you get a first draft that you can tweak, saving you precious time.
Enhancing creativity: Stuck on how to start a presentation? Ask Copilot to outline your slides, and use its suggestions as a springboard for your own ideas.
Data insights: In Excel, Copilot can analyze your data trends and even help generate charts and visual summaries. This means less time wrestling with numbers and more time interpreting what they mean.
Getting started: a practical roadmap
It’s one thing to hear about these benefits; it’s another to actually start using the tools. Here’s a step-by-step guide to ease your transition:
Dive into Tutorials and Documentation:
Microsoft’s Official Guides: Start with Microsoft’s own tutorials on Copilot and the new AI features in Office. These guides are designed for everyday users and can demystify the process.
Short Video Demos: Sometimes, a quick video can bridge the gap between confusion and clarity. Look up concise demos that show Copilot in action.
Experiment with Low-Stakes Tasks:
Drafting Emails or Memos: Begin by letting Copilot help you compose a routine email or internal memo. The idea is to treat it as a collaborative tool, not as the final word.
Summarizing Documents: If you have a lengthy report or article to digest, ask Copilot to provide a summary. Compare its version with your own understanding and refine as needed.
Set Clear, Manageable Objectives:
Small Wins: Today, your goal might be as simple as generating a bullet-point list for an upcoming meeting agenda. Tomorrow, you could try using AI to draft a brief project update.
Iterative Learning: Think of each interaction as a mini experiment. Note what works and what doesn’t, and adjust your approach accordingly.
Let’s stop here and watch this YouTuber who has some excellent productivity ideas using CoPilot. I’ve included the video timestamps so you can just jump right in and learn.
00:00 - Introduction
00:22 - Contextual Browsing with Copilot
01:21 - Copilot on Mobile Devices
02:01 - Branded Presentations with Copilot
04:31 - Reference Your Content with Copilot
05:53 - Quick Email Rules in Outlook
07:17 - File Insights in OneDrive
09:10 - Email Coaching by Copilot
10:35 - Easy Data Analysis
12:23 - Track Action Items in Teams
13:11 - Prompt Ideas with Copilot
14:26 - Wrap Up
Best practices for the new workflow
A few guidelines can help you make the most of these tools without falling into potential pitfalls:
Review and Revise: AI-generated content is a draft—a starting point. Always take a moment to review and adjust the output to ensure it aligns with your professional voice and the specifics of your task.
Mind Your Data: Be conscious of the sensitivity of the information you’re handling. Familiarize yourself with your company’s policies on using AI tools, especially when it comes to confidential data. You don’t send sensitive emails to the people outside the company, don’t put anything sensitive on a AI tool outside the company.
Balance is Key: Use AI to enhance your work, not to replace your critical thinking. It’s a tool to support your decisions, not to make them for you. Put that on a Yellow Sticky note as a reminder. You are important.
A mindset shift: from resistance to empowerment
It’s understandable to feel apprehensive when your routine is disrupted by a new technology. However, consider this: each small step you take toward integrating AI into your workflow is an investment in your future skills. In a world where technology is constantly evolving, becoming comfortable with these tools is not just about adapting to the present,it’s about future-proofing your career.
Imagine a scenario where, instead of feeling like you’re at the mercy of an impersonal machine, you see Copilot as a partner in your professional journey. Every draft it generates, every report it summarizes, is a collaboration,a digital handshake that can help you learn, improve, and ultimately, shine in your role.
A personal note on experimentation
I know it might seem odd to view an AI as a collaborative partner, but think of it this way: every expert, at some point, has had to learn something new under less-than-ideal circumstances. Embrace the learning curve as part of your growth. Experiment with the tool, make mistakes, laugh at the absurdity when the output is hilariously off-mark, and celebrate the small victories. Over time, you’ll find that what once felt like an imposition can evolve into an indispensable asset. Well, at least a tolerable one while at work.
In Conclusion
So, where do you start? Begin by acquainting yourself with the basics—watch a tutorial, try out a low-risk task, and gradually build your confidence. Recognize that AI, much like any tool, is only as effective as the hands that wield it. By taking a thoughtful, step-by-step approach, you can transform this forced adoption into an opportunity for professional growth and enhanced productivity.
Remember, the goal isn’t to surrender your creative spirit to an algorithm; it’s to use these new tools to augment your work, making your daily tasks smoother and freeing up more time for what truly matters. Embrace the future with a sense of curiosity and resilience, and you might just find that what once felt like a hurdle becomes a stepping stone toward a more efficient and inspired way of working.
Do you have a question on your mind? Feel free to submit with or without your contact info here.
- tp
Have a question concern or some feedback - Ask Tom.