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5 Ways To Adopt AI

Apr/28/2024 / by Brian Sodoma

Tools to improve efficiency in your personal and professional life

Dark phone screen with AI bot app
Editorial credit: Boumen Japet/

Artificial intelligence (AI) has been a part of our lives for quite some time. Artificial intelligence tools range from Siri’s responses to Netflix’s film suggestions. Plus, those pesky ads targeting us from our browsing, and maps optimizing the best route for us, use AI as well. AI-driven systems are designed to intuit our needs.

But now, with large language models like ChatGPT, Google’s Gemini and Claude, we can interact directly with AI and teach it to help us. More and more people are integrating these tools into everyday life to make for efficiency and productivity.

“AI is a language model, so you can train it,” explains Michelle Balan, founder of Hiraya VA, a virtual assistant placement agency that also trains its assistants in AI. “It all comes down to engineering the best prompts for the language model.”

With the right prompts, AI can make life easier, and help you complete tasks faster. Here are five ways you can train and integrate AI tools into your business and personal life.

Taking Meeting Notes

AI-driven note-taking tools have been a game-changer for Balan’s virtual assistants. Her favorites include Fireflies, Otter, or Fathom. Online note-takers are attendees in a voice or video call. They record the meeting, and give a full transcript and summary outlined with time stamps. ChatGPT is integrated in many of the offerings, which allows you to do keyword searches for subjects so you don’t need to read through an entire transcript.

“The truth is we’re not great note takers, and you shouldn’t be multi-tasking in a meeting,” Balan says. “The note-taking tool helps us to be more efficient.”

Brainstorming Recipes

Balan also uses AI tools like ChatGPT for personal meal planning. You can be remarkably specific with AI and get great results. For example, if you need gluten-free options, have a family of five, and want recipes that take 30 minutes or less to prepare, AI can be your ultimate culinary brainstormer.

Take it a step further and add the specific ingredients you have on hand, and ask it to recommend sides, too. The idea is to keep asking questions and giving more detail. AI tools will refine results and give you very specific suggestions that work for your situation.

“These are things I don’t want to think about. I want to train it to give me ideas,” Balan adds.

PowerPoint Presentations

You can start by telling a language model like ChatGPT your subject and how many slides your presentation will include. The model should start by giving you an outline. From there, you can refine messaging with further prompts about content for specific slides. The model can suggest images and phrasings. Every presentation is personal, so you will need to edit and do your own creating, but AI can serve as a trusted helper for developing a PowerPoint presentation.

“Using Generative AI tools, I have streamlined the process of creating PowerPoint presentations on topics related to data analytics. These tools help me generate visually appealing slides with relevant content effortlessly,” adds Sudipta Mukherjee, head of Data & Analytics at RP Sanjiv Goenka Group, a multinational business conglomerate.

Ask AI for Personal Advice

While it’s not a substitute for professional medical or mental health guidance, you can even ask generative AI questions about sensitive topics. The information could be a starting point for how you decide to navigate a future situation. Balan gives the example of: “Give me suggestions for how to speak to an 11-year-old boy about puberty.” She also recommends seeing what answers you receive across several AI models, say, ChatGPT, Claude and Gemini.

She also offers one important prompt engineering tip: “You always want to tell it [the AI tool] it’s an expert. ‘You’re an expert psychologist’ or whatever the role, you want to say it’s an expert in this role and then give context as far as what information you want.”


Email assistants help organize inboxes and filter out junk. But many assistants will generate emails, too. If you are in sales or another field where you craft a lot of very similar emails, an AI-driven email assistant can help to generate templates so that you don’t need to keep writing the same phrases repeatedly. However, be careful with specific responses and nuanced emails.

“It’s not uncommon for these tools to generate sentences with made-up facts and figures, or with wording that doesn’t make complete sense. That means they’re still not ready to completely replace you, but they can still act as a useful assistant,” adds Jeremy Chatelaine in his article “9 Best AI Email Writing Tools & Assistants For 2024”.

Balan, who also trains her assistants to use AI for emails and texts, says it’s an exciting time to be working with the technology, and believes we are in the very early stages of understanding its full capabilities.

“My biggest recommendation is to get in and start exploring, because it’s just a playground right now,” she says.


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