AI School Part 2: Using Generative AI for Productivity

Last week at the All Extension Conference, we presented an introductory workshop about AI and using it for productivity. Today's article is part 2 of the AI Summer School: Understanding Artificial Intelligence and will focus on using generative AI for everyday productivity. 

The two tools we discussed during our workshop were ChatGPT and Microsoft Copilot. Microsoft Copilot is currently the only Generative AI tool supported by a University license for enterprise data protection and you must sign in with your UMN account to enable enterprise data protection. Please review the UMN guidance on Appropriate Use of Generative AI Tools and how to access Copilot with Enterprise Data Protection. 

Using AI tools for productivity 

Think about everyday tasks and explore how AI tools can assist. It can help you write emails, summarize long reports, provide constructive feedback, create a meeting agenda, answer questions, create a spreadsheet formula, generate ideas, create an image, create a project plan, interview you, create a quiz and so much more! Use it to enhance your productivity, not as a replacement for your own judgment. Since there may be a mix of correct and incorrect information, you should always double-check if sources are correct. 

If you've never used an AI tool, give it a try. Start with something simple. Use either ChatGPT or Microsoft Copilot and enter the following: compose a short email for an upcoming webinar about Using AI Tools for Productivity and key benefits to encourage people to register. Then review the results and think of ways you could improve it by providing more information such as the target audience, learning objectives, who you are and the date and time. Follow up the response with additional information.

Getting better results

The more information you provide will improve your results. You can include all of the information in your original prompt or you can add them in as follow-up prompts. It is helpful to provide [task], [context], [persona/role], [format], [tone] but you don't need to use all of them in every prompt. We put together a tip sheet to provide some inspiration to get started and suggest ways to interact with the tools. 

Below are some of the productivity prompts we provided for people to try in the workshop, along with a few follow up suggestions. 

Prompt 1: Generate five creative ideas about time management for [busy professionals] who struggle with [procrastination] and [interruptions]. Touch on pain points such as the negative impact on productivity and work-life balance.

Follow-up ideas: 

• Create a [daily] plan to implement [choose one of ideas it generated]
• Change the [target audience]
• Create some motivational quotes

Prompt 2: I am [a new instructor] and want to improve my [presentation skills]. Please help me achieve this goal by breaking down this goal into milestones.
Follow-up ideas: 

• Suggest one activity that must be completed to reach each milestone.
• Create a [table] and [timeline] for the milestones
• What should I consider when presenting to [audience]

Prompt 3: I need a meeting space that fits [60 people] that has a [projector, screen, microphone] and a location that's [within a 30-minute driving distance of Wadena, Minnesota]. It needs to be available year round.

Follow-up ideas:

• Please provide contact information and a website
• What catering options are available
• What interesting activities are available nearby

Prompt 4: Create a 10-question multiple-choice quiz for a workshop teaching [cybersecurity best practices]. Topics covered: [phishing attacks, remote work, public wi-fi, passwords, internet browsing and social media].

Follow-up ideas: 

• I’d like explanations for each answer
• Use real life examples
• How can I make this quiz a fun activity for our office

Prompt 5: Act as a [office manager] that is [empathetic] and [polite]. I’ll tell you about an unhappy [customer] and you’ll suggest ways to respond to them. [type a sentence about the unhappy customer]
Follow-up ideas:

• Ask follow up questions
• Change the “Act as” role and behavior
• Ask it to write an email to the customer

Recommendations

1. Ask AI for editing and style feedback

• Analyze communications for tone (i.e. friendly, assertive, encouraging)
• Analyze for length; make suggestions to condense or expand
• Give it your writing and ask it what could be clearer

2. Use it to help you think and to push your thinking (not to skip thinking)

• Generate ideas & brainstorm
• Ask it for counter arguments or possible skeptical reactions so you can be prepared
• Ask it to ask you questions to help you think something through

3. Give it content in one form and ask it to help you structure it differently.

• Help with meeting notes
• Summarize key points
• Pull out main ideas, list next steps
• Draft a one-page informational flyer from a comprehensive report

Resources

z.umn.edu/AI-session-resources

Article by Karen Matthes, Extension Learning Technologies, klm@umn.edu