Excerpted from Sheryl Lindsell-Roberts’ latest book “Business Writing with AI for Dummies.”
Have you ever noticed how instructions and procedures have a knack for being ignored? It’s as if they have a secret mission to blend into the background. But why is that? Maybe it’s because some folks prefer to take the adventurous route and figure things out for themselves. Maybe they think they have a sixth sense for common sense.
While some readers diligently follow instructions step by step, others turn to them only when they have trouble trying to navigate the process intuitively. And who knows, maybe others suspect the instructions were written by a mischievous word magician in a secret code.
The Role of AI in Writing Processes
Artificial intelligence (AI) tools are like having a diligent co-worker who never tires. With the help of natural language processing (NLP) algorithms, AI tools such as Scribe, Paragraph AI, Bit.ai, Tango, and others can assist in writing instructions and procedures. Here’s some of what they can do:
- Analyze and understand complex information.
- Suggest steps, descriptions, and clarifications for procedures.
- Propose titles to ensure clarity.
- Process vast amounts of data, extract relevant information, and transform it into concise and easy-to-understand instructions.
- Assess the target readers and adapt the instructions accordingly, using appropriate vocabulary and sentence structure.
- Identify potential ambiguities or inconsistencies in the instructions and suggest revisions.
- Generate a hierarchical structure that presents the instructions in a clear, sequential order.
- Suggest relevant reference materials, provide additional explanations, or offer alternative approaches.
Writing Prompts for Good Results
Writing effective AI prompts is akin to driving a masterful golf ball for a hole in one. Just as golf demands preparation, aim, technique, focus, and keeping an eye on the end result, crafting AI prompts that get the desired results requires similar skills and attention to detail. Here are a few tips:
- Ask for one single task at a time. As an example, “What are the benefits of exercise for overall health and well-being?”
- Provide specific guidelines the may include length, tone, etc. You may write, “In two pages, use an academic tone to summarize [topic].”
- Encourage research. To illustrate, “Investigate sustainable energy solutions for reducing carbon emissions in urban areas.”
Communicating with AI as You Would a Person
AI can seamlessly accept both voice and written prompts, catering to different preferences and needs. When communicating with AI, you can engage in a dialogue just as you would with a human assistant. Perhaps they need more information or clarification. Perhaps they missed the point or veered off topic. It’s the same with AI. When you need to continue the thread of a conversation, you can re-prompt with something like the following:
- Shorten to two paragraphs.
- Be more specific.
- Make the tone more conversational.
The Importance of Writer Intelligence (WI)
While AI can significantly assist in the writing process, it’s important to recognize the continued importance of the irreplaceable WI. Here are a few reasons why WI is essential:
- Making sure everything is correct and presented with ample details.
- Customizing instructions and procedures to suit diverse audiences. Only humans can ensure that the content accurately represents the processes, thereby reducing the likelihood of errors during implementation.
- Bringing a level of empathy and understanding that AI tools currently lack.
- Capturing intricate details and subtle nuances that may be overlooked by AI or automated systems, allowing for more comprehensive and reliable documentation.
- Identifying and integrating modifications into documentation. WI can adapt instructions and procedures in real time, ensuring the content remains clear, precise, and up to date. This flexibility is vital in dynamic environments where processes are subject to frequent changes.
Adding Personality to Your Docs
To engage your audience with your instructions and procedures, unleash your creativity. Don’t let your meticulously crafted documentation go unnoticed. Inject some personality by starting with an attention-grabbing story. It’s like a grand opening act that sets the stage for what’s to come.
In the midst of a quiet evening, Alfredo sat engrossed in his work, diligently typing away on his computer. The room was bathed in the warm glow of the screen, his sanctuary of productivity. However, dark clouds gathered ominously outside, heralding the arrival of a tempestuous lightning storm. Thunder rumbled in the distance, setting the stage for an unforeseen calamity. Suddenly, a blinding flash of lightning lit the room, followed by a deafening crack that shook the very foundation of Alfredo’s home. In an instant, the power surged, flickering momentarily before abruptly plunging the room into darkness. Alfredo’s heart sank as he realized the inevitable had occurred…his trusty computer had succumbed to the devastating forces of nature.
In addition to a story-like opening, here are a few more touches to ignite your reader’s desire to take closer look:
- Kick off each step with an action using a verb such as press, proceed to, review,
- Use metaphors and vivid imagery to transport readers into a world where documentation becomes an adventure.
- Don’t just write about the features and functions, bring them to life. Introduce your readers to the heroes of your documentation: the tools, software, or processes. Give them personalities and quirks that make them memorable.
- Inject some well-thought-out humor into your writing to lighten the mood and keep your readers amused.
- Break your content into bite-sized chunks of information, accompanied by striking headings and subheadings.
- Alert readers to safety information and warnings with an eye-catching icon or emoji.
- Use real-life examples, screenshots, or short videos to illustrate step-by-step processes. This hands-on approach will make your readers feel empowered and eager to try it out.
Combine the Strengths of AI and WI
Humans need to oversee instructions and procedures written by AI because only humans bring essential qualities such as data validation, ethical decision-making, adaptability, and a focus on human-centric outcomes. By combining the strengths of AI and WI, you can harness the full potential of AI while ensuring it is used responsibly.