Staff Toolkit
How Can Ai be used in the Workplace?
In the Staff Toolkit, discover how AI tools can empower staff in their varied roles as contributors to the Fisher community. From optimizing administrative tasks to streamlining communication and fostering collaboration among staff, students, and faculty. AI is already revolutionizing traditional work methodologies. This toolkit aims to uncover practical ways in which AI can support some of the key aspects that staff experience, including administrative tasks and service. It will be a living and breathing document that will adapt when significant AI changes occur.
Here are some of the benefits of AI in the workplace:
Automation of simple or repetitive tasks
Improved decision-making
Increased efficiency and productivity
Enhanced customer service
Improved employee engagement and satisfaction
Better risk management
Below are some common scenarios where AI might be used as a tool by employees in their daily work. Each one provides suggestions on how to use AI tools for a given task, a word of caution when using AI in this way, and a few examples prompts to help you get stared.
Don't forget to explore the How to Write Good AI Prompts page to make sure you are getting the most out of your work with AI platforms.
Drafting Reports and Proposals
AI tools can help you create well-structured and persuasive reports and proposals by providing relevant data, organizing information logically, and presenting it in a clear, concise manner.
Word of Caution: While engaging in a conversation with a generative AI tool, self-monitor and self-question if the results fit your quality and satisfaction expectations.
Example Prompts:
Can you give me an example of a successful business report or proposal?
How can I make sure that my report or proposal is persuasive and informative?
Can you assist me with creating a well- structured and persuasive report?
Content Creation
Whether you're working on blog posts, social media updates, or newsletters, AI tools can assist you in generating engaging, search engine optimization -friendly content that aligns with your brand voice and message.
Word of Caution: While engaging in a conversion with a generative AI tool, ensure you are not entering any personal or private University data. Please review the How to Stay Safe with AI page for more details.
Example Prompts:
I have to write a blog post on [insert theme], can you help with giving me the key points and best use case for [insert]?
How can I make sure that my newsletter is engaging and informative?
Email Drafting
You need to request an urgent meeting with your team to discuss a new project. Remember to review the tips on the How to Write Good AI Prompts page. The better the prompt, the better the output.
Word of Caution: You should NOT enter any private University data into the prompt of any generative AI tool, including things like FERPA protected student information, employee data, IRB protected data, etc.. This data is protected and should be kept private at all times. Please review the How to Stay Safe with AI page for more details.
Example Prompts:
Please help me craft an urgent email message to my team regarding a new project [insert goal] [include specifics of project].
I’m looking for someone to help me draft an email addressing an urgent new project for my team. Can you assist me?
Meeting Agendas & Minutes
AI tools can help you streamline your meeting preparation process by generating detailed agendas and accurate minutes, ensuring that all attendees are on the same page and that action items are clearly documented.
Word of Caution: When having a conversation with a generative AI tool, be sure to NOT enter any private University data. Please review the How to Stay Safe with AI page for more details.
Example Prompts:
I need to prepare an agenda for my team today, please include [insert agenda items] is this something you can draft for me?
How can I make sure that everyone on my team is engaged during the team meeting?
Can you help me prepare an agenda for my team meeting that ensures all attendees are on the same page and action items are clearly documented?
Presentation Creation
You are asked to create a PowerPoint Presentation for a meeting in 3 days. Creating an outline, finding images, and getting started can be time consuming. AI can help make this process faster and perhaps create better looking output than what you might create on your own.
Word of Caution: Avoid potential risks with blindly relying on AI to make decisions. Strike a balance between leveraging the power of AI tools to enhance creativity and optimizing efficiencies, while also maintaining control and oversight within the content creation process.
Example Prompts:
I need help getting started creating a Powerpoint presentation, short on time. Can you help me draft a presentation on [insert] including images?
Please provide me with an outline for a presentation on [insert] including images and links to helpful videos for instruction.
Get Design Ideas for Slides: Using Designer: PowerPoint Designer improves slides for Microsoft 365 users by automatically generating design ideas for you to choose from.
Editing & Proof Reading
You have written a business project summary and you are looking for assistance with editing/proof reading.
Word of Caution: Ensure there is no data of personal nature within the text entered within a conversation with AI tools. Please review the How to Stay Safe with AI page for more details.
Example Prompts:
Please review the following text [insert text] and provide edits, including sentence structure, grammar, and spelling.
I need help editing and proofreading my business project summary. Can you help me with that?
Can you please help me edit and proofread my business project summary?
Market Research and Competitor Analysis
With its enriched data sources, AI tools can provide you with valuable insights into market trends, customer preferences, and competitor strategies, empowering you to make informed business decisions.
Word of Caution: When having a conversation with Chat GPT, be sure to should NOT enter any private or University data. How to Stay Safe with AI page for more details.
Example Prompts:
What are the current trends in higher education, for a private, small liberal arts university?
How can we improve student retention rates [insert goals]?
What are the most effective ways to retain faculty and staff at a private liberal arts university?
How to Use AI Responsibly and Effectively
Fact Check: Any AI generated content is great for productivity, but they don’t replace the need for human review.
Soundness: Comprehend context as well as uphold data quality and model performance.
Fairness: Identify and remove discrimination and support diversity and inclusion.
Transparency: Provide explainability, understandability and traceability.
Explainability - AI output can be explained in a way that “makes sense” to a human being at an acceptable level.
Understandability - humans can understand the reasoning behind decisions or predictions made by the AI.
Traceability - documenting and monitoring the whole development lifecycle as well as the functioning of the AI tools in their environment.
Caution! While we co-create with algorithms, humans are the sole decision makers. Review the output carefully and make any necessary edits (e.g. fact check). Don't rely solely on AI tools output. Utilize AI as a tool to help generate ideas and write a draft, but remember to put your own personal touch on the final product. Never enter personally identifiable information or any non-public University data into a generative AI tool. Refer to the How to Stay Safe with AI page for more details.
Resources
Supertools→Best AI tools to increase productivity. An organized database that categorizes the top AI tools for you:
Supertools | Best AI Tools Guide (therundown.ai)
Microsoft AI skills initiative→technical skills gap in the workforce by providing free online courses: Skills for Jobs | Microsoft CSR
Career Essentials in Generative AI by Microsoft and LinkedIn→ discover the skills needed and learn the core concepts of artificial intelligence and generative AI functionality.
Career Essentials in Generative AI by Microsoft and LinkedInDigital literacy courses and resources:
Digital Literacy courses, programs & resources | Microsoft Digital LiteracyCareer Essentials in Administrative Assistants → develop essential skills needed for administrative roles, communication, writing, time management, must have software skills (Office 365) Career Essentials in Administrative Assistance by Microsoft and LinkedIn
On Campus Support:
DePeters Family Center - Provides Workshops, contact cite@sjf.edu
Library - consult with librarians for help constructing prompts, referencing resources, and identifying next steps
Articles/Readings
Maximizing the Potential of Chat GPT: Use Cases and Prompt Ideas:
Summary below - click on link to read full article
Summary below - click on link to read full article
Chat GPT is a large language model chatbot developed by OpenAI. It is trained on a massive dataset of text and code, and can generate text, translate languages, write different kinds of creative content, and answer your questions in an informative way.
Chat GPT can be used for a variety of purposes, including:
Customer service: Chat GPT can be used to provide customer support by answering questions, resolving issues, and providing recommendations.
Sales and marketing: Chat GPT can be used to generate leads, qualify prospects, and close deals.
Education: Chat GPT can be used to create personalized learning experiences, provide tutoring, and answer student questions.
Research: Chat GPT can be used to gather information, conduct research, and generate hypotheses.
Entertainment: Chat GPT can be used to create stories, poems, scripts, and other forms of creative content.
How to Manage Generative AI and ChatGPT in the Workplace
Summary below - click on link to read full article
Summary below - click on link to read full article
The article is about how generative AI and ChatGPT can be used in the workplace. It suggests that employers should develop multidisciplinary innovation teams that include legal and human resource staff, continue human review of AI-assisted decision-making, and implement disclosure and informed consent when necessary and appropriate. The article also provides examples of how generative AI and ChatGPT can be used in the workplace.