How to Use AI for Writing, Emails, and Reports in Half the Time — Transcript

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1. 0:01How to use AI for writing and creating
2. 0:03professional emails.
3. 0:05Hi everyone. Welcome back.
4. 0:08Today I'm going to talk about the use of
5. 0:10AI for writing and creating professional
6. 0:13emails.
7. 0:15More specifically, I'll cover number
8. 0:17one, how AI writing actually works. Two,
9. 0:21three common modes to use AI for
10. 0:23writing. Three,
11. 0:26using AI for professional emails. Three
12. 0:29step framework. Four,
13. 0:32key takeaways and free course links in
14. 0:34the description below.
15. 0:37According to McKinsey's study,
16. 0:39professionals spend an average of 28% of
17. 0:43their working weeks managing and writing
18. 0:45emails.
19. 0:46Or 11 hours a week.
20. 0:49AI tool can reduce first draft writing
21. 0:52time by up to 50%.
22. 0:56Stop spending 20 minutes or more on an
23. 0:59email that I just take about 3 minutes.
24. 1:03Writing
25. 1:05is one of the task where AI gives you
26. 1:08the most immediate and measurable
27. 1:10return.
28. 1:13Most people are still not using it.
29. 1:15Don't ask me why.
30. 1:18This video is not just about replacing
31. 1:20your voice.
32. 1:22It's about removing friction.
33. 1:25You decide what to say. AI help you say
34. 1:29it faster.
35. 1:31Good question.
36. 1:33Do you currently use AI for any writing
37. 1:35task at all?
38. 1:37It could be work related, personal, or
39. 1:40professional purposes.
40. 1:43Type yes or no
41. 1:45or sometime in the comments before we go
42. 1:48further.
43. 1:51Do you know how AI writing actually
44. 1:53works?
45. 1:54There are three modes
46. 1:57commonly.
47. 1:58Most people only use one.
48. 2:01All three are worth knowing. Mode one,
49. 2:03generate from scratch.
50. 2:07You provide context and AI produce first
51. 2:10draft.
52. 2:12Mode two,
53. 2:13improve existing text.
54. 2:16You paste in something you have already
55. 2:18written.
56. 2:20Ask AI to make it clearer,
57. 2:23more professional,
58. 2:24precise,
59. 2:26and more persuasive.
60. 2:28This is the most underused mode
61. 2:32and often the most powerful.
62. 2:35Mode three,
63. 2:36brainstorm.
64. 2:38You have a writing task ahead of you
65. 2:41and no idea where to start.
66. 2:44Ask AI.
67. 2:46What should I call a new report about a
68. 2:48specific matter?
69. 2:50Use AI as a thinking partner
70. 2:53before you write.
71. 2:55Tell me,
72. 2:56which of those three modes do you think
73. 3:00would be most useful for you right now?
74. 3:03Type one,
75. 3:05two, or three.
76. 3:08Generate, improve, or brainstorm.
77. 3:13Now we will look at using AI for
78. 3:16professional emails, where most people
79. 3:18will get their first real win with AI
80. 3:21writing.
81. 3:24Here is three step framework that works.
82. 3:27Step one,
83. 3:28state the situation.
84. 3:30For example, you may write,
85. 3:33"I need to email a client who has not
86. 3:36paid an invoice,
87. 3:38which is
88. 3:40three weeks overdue.
89. 3:42The relationship is important
90. 3:44and I want to stay professional."
91. 3:47Step two,
92. 3:49specify the tone.
93. 3:51Polite but firm.
94. 3:54Not to be apologetic.
95. 3:56Make it clear that payment is now
96. 3:58required.
97. 4:01Step three.
98. 4:03Set the format.
99. 4:06Under 120 words.
100. 4:08No bullet points.
101. 4:10Ending with a clear call to action.
102. 4:13A payment deadline.
103. 4:16Feed those three
104. 4:18things to any AI tool and you will have
105. 4:22a professional draft in under 10
106. 4:24seconds.
107. 4:27You then spend your time refining.
108. 4:30Not starting from scratch.
109. 4:34Same process works for
110. 4:35apology emails,
111. 4:37request emails, follow-ups,
112. 4:40rejection letters, welcome messages,
113. 4:43and complaint response, etc.
114. 4:47Think of
115. 4:48one email and try.
116. 4:51Would the three-step process help?
117. 4:55Here is an activity for you.
118. 4:58Choose one of these
119. 5:00right now.
120. 5:01Paste the most recent email into any AI
121. 5:04tool
122. 5:05and ask it to improve
123. 5:07the clarity and tone.
124. 5:10Or pick an email you need to write this
125. 5:13week and follow three-step framework.
126. 5:17Drop
127. 5:19in the comments
128. 5:21what you tried, whether it saved time.
129. 5:26We are coming to the end of this
130. 5:27session.
131. 5:28Here are the key takeaways. One.
132. 5:32AI writing works in three modes.
133. 5:35Generate from scratch.
134. 5:37Improve existing text and brainstorm
135. 5:40structure.
136. 5:41Two.
137. 5:42For emails, provide the situation,
138. 5:46tone,
139. 5:47and format and get a professional first
140. 5:50draft in
141. 5:52under 10 seconds.
142. 5:54Three, to keep your voice.
143. 5:57Give AI an example of your previous
144. 5:59writing as a style reference.
145. 6:03I mentioned some free resources in the
146. 6:05description below. Subscribe for the
147. 6:07next videos.
148. 6:09How to search or use AI for research.
149. 6:13Remember,
150. 6:15learn it today, build it today, and lead
151. 6:17on it tomorrow.
152. 6:19Thanks for watching.
153. 6:21I'll see you in the next video.