As artificial intelligence (AI) continues to grow, it influences the way we work. And we are using chatbots whether we want to or not, so taking a moment to gain a better understanding of how they work and what their limitations are can help you take advantage of the ways it can make you more efficient without falling into problematic areas.
Introducing chatbots
Chatbots like ChatGPT, Microsoft Copilot, Google Gemini — and many others in the works — might seem like amped-up search engines, but they act differently. These AI-driven platforms don’t provide specific search results like the typical search engine does. Instead, chatbots comb through a large data set of sources to generate the best response. Hence, they are called generative AI.
But what do these chatbots generate? Depending on the chatbot, it can produce text, video, images, and other content based on the existing patterns and data it uses as a resource. Our examples in this article are based on the free version of ChatGPT, but many other AI tools are free or have a free version. To use these free chatbots, you just need to create an account using an email and a strong password.
While the interfaces might look similar on these chatbots, the underlying technologies and applications can vary. These tools can boost your productivity and help you streamline repetitive tasks, giving you more time to accomplish other important tasks during your day.
Chatbot interfaces and prompts
ChatGPT has a similar layout to many of the other platforms, so much of what we’ll discuss can be applied to other chatbots. At the heart of ChatGPT is the input field where you’ll type your prompts or questions. Think about it as starting a conversation. Just type in what you’re curious about or need assistance with, and it will generate a response. You can also opt to select one of the suggested prompts ChatGPT has on its home page.
The “Send” function, represented by an up arrow, should be used after typing your prompt; use this button to get the conversation rolling. Once your response has been generated, depending on your version of ChatGPT, you may have the option to read it aloud, copy it, or regenerate it. Additionally, you can continue the conversation and build off the previous response. For example, if the response is longer than what you expected, you can simply ask, “Can you shorten this for me?”
At the top left is your chat history. You can re-name your chats, share them, or delete them. If you accidentally close a tab, you can pull it up again in the chat history.
For those who love tinkering, the settings gear icon is your friend. The general tab beneath settings allows you to change the theme, expand code output, manage archived chats, and archive or delete old chats. The speech tab allows you to change the read-aloud voice, and the data controls tab allows you to manage your chat history and training settings.
In upgraded versions of ChatGPT, you’ll have more settings available to customize your experience.
The basics of prompts
While you can use a simple prompt like “write me an email,” it is better to be more specific. To generate quality responses use the CHAT method:
C for Context
Think about the context where the response will be used. Is it for a social media post, a newsletter, or a report? Do you need a list, a paragraph, or bullet points? The more context you can provide in your initial prompt, the better.
H for Hone
Define the boundaries. Are you looking for a quick answer or an in-depth analysis? Should it have the knowledge of a marketing manager or a data analyst? Or do you want it to give you the information in simple terms?
A for Audience
Who are you targeting? Knowing your audience will help your chatbot tailor the language and complexity of the response.
T for Tone
Should the tone be formal or casual or something in between? Are you looking to inform, persuade, or entertain?
Whether you’re crafting sales emails, designing marketing materials, or describing new features to clients, chatbots are your efficiency shortcut.
When we simply ask a chatbot to write an email, it will likely prompt you for details. If we then say, “write a sales-prospecting email,” it will offer a generic template. This might sound a little robotic or formal for the desired-use case, and it will be more useful if it’s catered tailored to the specific company or scenario.
Let’s try using a prompt using the CHAT method:
Context: This output should be a prospecting email to a potential client for our marketing company.
Hone: I want the email to be about three paragraphs, and I want the chatbot to have the knowledge of a marketing analyst when writing it.
Audience: I am sending this email to a potential client who I think will benefit from partnering with our company.
Tone: The tone should be casual and persuasive.
With all this information, the prompt then becomes: Write a prospecting email to a potential client for our marketing company. Make it three paragraphs long and explain the benefits of partnering with our company as if you were a marketing analyst. The tone should be casual, and it should be persuasive.
Let’s see the results
Subject: Unleash Your Marketing Mojo with [Your Company Name]
As a marketing analyst, I constantly see businesses struggling to cut through online noise. Complicated platforms, confusing strategies — it’s enough to make your head spin! But what if I told you there’s a way to ditch the overwhelm and get real results?
That’s where [Your Company Name] comes in. We’re a team of marketing wizards passionate about helping businesses like yours stand out. We translate complex marketing jargon into clear data-driven strategies that get you noticed by the right audience. Think: targeted campaigns, engaging content, and measurable results that boost your bottom line.
Now we have a shorter persuasive email that has a friendly tone, which fits how this client likes to communicate. Great!
Using AI tools for business
But what if the response you get using the CHAT method still isn’t quite what you need? As mentioned earlier, you can ask the chatbot to refine its responses. Try asking the chatbot things like: “Make it more persuasive” or “give me another option” until you are satisfied with the output. Or you can adapt the output yourself to give it your own style.
With just a little bit of extra effort spent creating a detailed prompt and refining the results, the chatbot can help you create a high-quality email specifically tailored to the situation.
Let’s look at one more business example.
For this example we’ll be combining image generation with text generation. Say we need to make a flyer for an upcoming company retreat in the mountains. We’ll ask an image generator to make a picture of a company retreat in the mountains. Then we’ll use a text generator and the CHAT method to write the text for the flyer by entering the following:
Context: A company retreat in the mountains.
Hone: It should have a catchy introduction, bullet points explaining the main points, time and date, and it should end with how to RSVP and a tagline.
Audience: The members of the company.
Tone: it should be catchy, casual, and funny.
With these two chatbot-generated elements, we can put the pieces together to make a flyer with images and text to match.
AI tools for personal tasks
AI isn’t all business. You can use chatbots for personal tasks as well. Looking for a new recipe? Ask a chatbot to give you a unique spin on one of your favorites. Trying to make a meal prep plan? Let a chatbot do it for you. You can schedule as many weeks as you’d like. By using elements of the CHAT method, you can even get it to include your favorite ingredients and exclude ones you aren’t so fond of. You can use AI to help plan a child’s birthday party from decorations to games to location and the schedule for the day.
Chatbots can plan trips as well. Let’s use the CHAT method to write a prompt around planning a trip to Greece.
Context: This response should be in itinerary format. It should be about a six-day trip to Greece.
Hone: I would like an in-depth analysis of the places we should go and how much we can accomplish each day while still leaving some time to relax. These activities should be budget friendly. Take on the knowledge of a travel agent and a local in Greece.
Audience: This trip will be for a family of four: two adults in their forties and two kids aged 10 and 12.
Tone: The itinerary should be to the point and include fun activities.
Some chatbots allow you to use a voice chat to work with it instead of through a text-based chat. This can be particularly helpful in situations when you can’t type, such as when you’re exercising or cooking. Once the chat is complete, the chatbot will send you a transcript to refer to.
Limitations of Artificial Intelligence
As we’ve seen, there are many amazing benefits of AI. However, there are still some limitations to be aware of.
- Some AI chatbots have been known to have hallucinations, a term for when they fabricate information or present fictional facts as truth. While often creative, these fabrications can lead to misinformation if not checked. It’s important to verify any information before using it as fact. Some chatbots cite their sources; check out the websites they got their information from if you are concerned about the accuracy of the text.
- AI chatbots can generate content that seems impressively original but is not entirely new. There’s a fine line between inspiration and plagiarism. And it’s essential to ensure the content produced is not inadvertently infringing on someone else’s intellectual property. Consider copying the text into a search engine after it’s generated to make sure it doesn’t come up with an identical match.
- The specific data set the chatbot has been trained on may be out of date. AI systems are only as current as their most recent data set. This can lead to scenarios where the information provided is outdated or no longer relevant. If you’re looking for extremely recent news, the free versions of chatbots might not be the place to go for that specific task. If you’re unsure how current your chatbot’s data is, just ask it. Try typing, “How current is your data?” for its response.
- While AI can draft, design, and summarize, it sometimes is missing the human element that makes content genuinely resonate. Depending on your task, you might want to consider infusing AI-generated outputs with your personal flair, ensuring that it reflects your unique voice and style.
- Some organizations don’t allow the use of AI chatbots or have guidelines around their use. Before using AI for your work, it’s best to check if your organization has an official policy or if use of AI is limited by or against organizational policies.
- Make sure you’re using AI responsibly. There are domains where AI’s involvement should be carefully considered or even avoided, such as health, law, and personal data. A noteworthy example is a case where a lawyer faces negative repercussions for submitting a legal brief that included fictitious case citations generated by AI, highlighting the dire consequences of misplaced trust in AI-generated content in critical fields.
While AI chatbots are transformative tools that can significantly enhance productivity and creativity, they’re not infallible. It’s our responsibility to use these tools wisely, ensuring the final output is accurate and ethical.
As technology continues to advance, so will the number of AI platforms available. Always do your research before using a new website or program. Stick to credible companies and check with your organization before downloading any new programs on your computer. Even with well-known names like ChatGPT, it’s important to verify the platform before entering your details. Many of the well-known chatbots are impersonated in phishing messages, so it’s best to go directly to the legitimate website instead of clicking on unsolicited links.
Remember that the world of AI extends far beyond chatbots and content generation. From self-driving cars to predictive analytics, AI applications are vast and diverse. AI can also be used for programming, making websites, providing customer services, and many more uses. And this list is only growing. Stay up to date with the new ways you can use AI, and proceed with caution when trying out new tools you find advertised online. Remember to always check with your organization first to see what their preferences and policies are when it comes to using artificial intelligence.
Chatbots are more than just a technological novelty. They’re powerful tools that can revolutionize both business operations and personal tasks. From drafting emails and designing marketing materials to summarizing complex product features, chatbots offer a glimpse into a future where our digital and human capabilities are intertwined. However, this article also highlighted the critical importance of recognizing the limitations of these AI systems and reminding us that AI is a tool and not a replacement for human judgment and creativity. Through training and practice, you too can approach AI with confidence, knowing how to use these new tools to enhance your expertise and be more productive and efficient both at work and in your personal life.
The exam for this article is located on the NCRA Learning Center at LearningCenter.NCRA.org. By passing the exam, you can earn 0.25 PDCs. The questions are based on the material in this article, but some may require additional research.
