AI Strategies and Guidance for Crafting Engaging Emails Using ChatGPT
Email Efficiency Gets a Boost with AI Tools
In the years since the launch of ChatGPT, the landscape of email communication has been transformed, with AI now playing a significant role in streamlining the process. This is particularly notable as research shows that UK workers spend nearly nine hours weekly writing emails.
Email providers such as Outlook and Gmail have integrated AI-powered assistants to lend a hand in composing and polishing emails. These tools can help improve prose, maintain the right tone, and encourage recipients to take desired actions.
Mastering the art of AI prompting is swiftly becoming an essential skill for both personal and professional communications. To help, here are some helpful tips, suggestions, and prompts for optimizing email writing using these AI tools.
Understanding the Basics of AI Prompting
One crucial aspect to remember is to always be clear about objectives. Offering ambiguous or unclear objectives provides no guarantee of receiving the desired result. AI may be intelligent, but it lacks the ability to read minds.
If objectives are unclear, consider asking the AI to help you clarify your goals and measure success.
Another crucial point is that you can provide any necessary data to assist the AI in completing the task. Attach any relevant documents, like customer transaction records, or images, which AI can analyze and use for drafting personalized emails.
Moreover, defining your audience is essential. Informing the AI that the communication is intended for a boss, customers, or prospects in need of addressed challenges increases the chances of striking the appropriate tone.
To maintain consistency in voice, tone, and style, provide AI with examples of your unique writing style.
Pitfalls to Avoid: AI Hallucination
One challenge with AI is the risk of hallucination. Language-based AI, like ChatGPT, isn't fond of being in situations where it can't provide answers, so it might fabricate information to avoid being stuck.
To minimize such occurrences, instruct AI to ask you for any missing information needed to perform the task properly.
Tips for Effective Email Prompting
- Summarize/ Recap a Meeting - Provide AI with attendance records, agendas, and notes for summarizing the meeting and creating personalized follow-up emails for each attendee, along with an action plan detailing current objectives, timelines, and next steps.
- Write Persuasively - To create more persuasive emails, aim for clear, concise, and persuasive structuring, emphasizing opportunities, advantages, or risks. If clear goals aren't apparent, clarify them for the AI before crafting the email.
- Appealing a Fine or Ticket - For appealing fines or penalties, provide AI with copies of regulations and explain why you believe the fine or penalty should be overturned. Request it to draft a concise, polite, and persuasive letter referencing the regulations meant to convince the issuer to rescind the fine or penalty.
These tips are designed to introduce you to the various ways AI can assist with email tasks. They can be adapted to suit diverse needs.
By offering AI the specific information it needs and asking it to request additional information when necessary, anyone can produce highly personalized and valuable output. The future success of many will likely hinge on developing AI proficiency, as language-based generative AI simplifies many technical hurdles, like the need to learn coding, while still requiring practice and knowledge for mastery.
AI-powered tools, such as ChatGPT and generative AI, can significantly aid in creating well-structured and effective emails by improving prose, suggesting appropriate tones, and offering personalization. To maximize benefits, specify objectives clearly, supply necessary data, define audience, provide writing style examples, and instruct AI to request missing information. Additionally, be cautious of AI hallucination, and encourage it to ask for necessary details for accurate tasks.
