10.6 Crafting Effective Business Messages with AI

Written Messages:

To effectively use AIWAs to assist in crafting routine business messages like emails, letters, memos, and reports, provide clear and concise instructions in your prompt, including specific formatting requirements (Dobrin, 2023). For instance, specify the desired font, font size, line spacing, and margin settings. If you have specific templates or style guides, provide them to the AIWA as reference. This guidance on writing routine business messages can be applied to non-routine documents as well. However, non-routine documents often require more creativity, critical thinking, and a deeper understanding of the specific context.

You can also use AI to generate templates tailored to your specific needs. Provide the AIWA with a brief description of the template, including the message type (email, feasibility report, performance review), content structure, and any specific formatting requirements. The AI can then generate a basic template that you can customize further.

Here are some sample, generic, and brief prompts to help you imagine how you might begin your interaction with an AIWA to produce a message. You should make your prompts more elaborate, following the RACE or another framework for prompt engineering:

Sample Email Prompts:

• “Draft a formal email to a potential client, introducing our new product line and its key benefits. Here is a description of the product and the benefits….”
• “Provide me suggestions on how to improve my persuasive appeals in this email to a team member, encouraging them to attend an upcoming training session.”
• “Compose a concise email to a supplier of [specific product or service], requesting a quote for [specific product or service].”

Sample Business Letter Prompts:

• “How should I format a formal business letter to a potential partner, proposing a collaboration opportunity.”
• “Assemble these project timeline notes into an email for a client, highlighting the successful completion of the project.”
• “Compose a concise business letter to a vendor, requesting a revised invoice with corrected pricing.”

Sample Business Memo Prompts:

• “Draft a memo to the marketing team, outlining these key strategies for the upcoming product launch…”
• “Draft an email to the finance department, requesting an update on the quarterly budget.”
• “How should I format a memo to all employees, announcing this new company policy regarding remote work…?”

Sample Routine (Short) Business Report Prompt:

• “Assemble a concise report on the sales performance for the last quarter, including these key metrics and trends.”
• “Please improve the clarity and conciseness of this detailed report on the impact of the recent marketing campaign, keep my data analysis and recommendations.”
• “Create a template for a progress report on the ongoing software development project, highlighting key milestones and challenges.”

Visual Presentations

Use AI tools like Gamma, Beautiful.ai, Canva, or PowerPoint Designer to generate design suggestions, content ideas, and even entire slides based on your input. AI can also help structure your presentation logically by suggesting a clear introduction, body, and conclusion. It can help you write concise and impactful bullet points, limiting the amount of text on each slide. AI can further assist in finding relevant images and videos to enhance your message and suggest creative slide transitions and animations.

Finally, practice your delivery and seek feedback to refine your presentation. AI tools like Resemble AI can help you practice by providing voice training and analysis. You can also use AI voice cloning tools like Speechify to create realistic virtual presenters (avatars) and record practice sessions. By analyzing these recordings, you can identify areas for improvement, such as pacing, tone, and body language.

Here are some sample, generic, and brief prompts to help you imagine how you might begin your interaction with an AIWA to develop a presentation. You should make your prompts more elaborate, following the RACE or another framework for prompt engineering:

Sample Presentation Prompts:

• “What are some ideas for catching the attention of my audience in an introduction for a 10-minute presentation on the impact of artificial intelligence on applicant recruitment?”
• “Suggest a visually appealing color scheme and font pairing for a presentation on sustainable energy. Consider a minimalist design approach.”
• “Based on my proposal for remote work I provided you, create 3 bullet points for a slide on the benefits of remote work, focusing on increased productivity and employee satisfaction.”

Resumes

To develop a resume with the assistance of AIWAs, begin by gathering relevant information about your work experience, education, skills, and accomplishments, focusing on specific job titles, company names, dates of employment, key responsibilities, and notable achievements. Avoid sharing sensitive information, such as your name, salary details, or confidential project information.

Utilize an AIWA to generate initial drafts, customizing the content to highlight your unique qualifications. While AI is familiar with general resume conventions, such as the use of action verbs, quantifiable achievements, and a clear and concise format, it’s essential to provide specific guidance to ensure the generated content aligns with your actual experience and skills as well as desired style and format.

Here are some sample, generic, and brief prompts to help you imagine how you might begin your interaction with an AIWA to develop resume content. You should make your prompts more elaborate, following the RACE (Saleem, 2024) or another framework for prompt engineering:

Sample Resume Prompt:

• “I’m applying for a marketing internship. Based on my resume and coursework, and the internship requirements I have provided you, suggest key skills and accomplishments to highlight.”
• “Generate a professional summary highlighting my 5 years of experience in human resources and marketing, emphasizing project management skills and leadership experience.”
• Create a strong skills section, including technical skills such as Python, Java, and SQL, as well as soft skills like problem-solving and communication.

Cover Letters

To create a customized cover letter, begin by gathering specific details about the job you’re applying for, such as the company culture, the role’s key responsibilities, and the required qualifications and your skills, experience, and career goals. You will use this information to draft specialized prompts to draft your letter.

Utilize an AIWA to generate initial drafts, customizing the content to highlight how your qualifications align with the specific job requirements and company culture. For example, if the job description emphasizes strong communication skills and teamwork, the AIWA can generate content that highlights your experience in collaborative projects and your ability to effectively convey complex ideas, as long as it is prompted to do so. Carefully proofread and edit your cover letter ensuring it represents your genuine interest in the job and your actual skills and qualifications.

Here are some sample, generic, and brief prompts to help you imagine how you might begin your interaction with an AIWA to develop a cover letter. You should make your prompts more elaborate, following the RACE or another framework for prompt engineering:

Sample Resume and Cover Letter Prompts:

• “I’m interested in the marketing internship position at Green Sleeves. Generate a draft cover letter that highlights my relevant skills and enthusiasm for the opportunity based on my resume and their job announcement.”
• “What keywords should I include in a cover letter for a data analyst position?”
• “How should I explain how my previous experience in [previous field] has equipped me with the necessary skills and knowledge to transition to a data-driven role?”
• “Write a compelling paragraph highlighting how my passion for sustainable fashion and my internship experience with the Sustainable Farming Initiative where I gained hands-on experience in sustainable agriculture practices aligns with Green Sleeves’ commitment to eco-friendly practices. Emphasize my ability to innovate sustainable solutions and my dedication to promoting a more sustainable future.”