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37 Using AI Tools to Support Business Writing (4.1.3)

Verna Johnson

While you should not rely entirely on artificial intelligence (AI) to write or revise your work, it can be a valuable support tool—especially when used thoughtfully and responsibly. AI can assist with multiple parts of the writing process, including brainstorming, organizing, and revising your work.

Brainstorming and Planning with AI

AI tools like ChatGPT can help you generate ideas, explore different perspectives, or develop a writing outline. For example, if you’re drafting a report or memo, you can use AI to do the following:

  • Generate a list of possible topics or subheadings

  • Organize your points into a logical structure

  • Explore alternative approaches to presenting your message

These tools are especially useful if you’re feeling stuck, unsure how to start, or need help visualizing how to structure a business document. However, the quality of the output depends on the quality of your input. You still need to think critically, evaluate the suggestions, and revise them based on your audience and goals.

Revising and Editing with AI

Once you’ve drafted your message, AI can help improve the clarity, tone, grammar, and flow of your writing. Tools such as Microsoft Word, Google Docs, and ChatGPT can identify issues such as spelling and grammar errors, awkward or unclear phrasing, overly wordy sentences, and inconsistent tone or formality. 

Watch Video 5.2 to learn how AI can help you identify and correct common grammar issues.

Video 5.2: How To Use ChatGPT To Check & Correct Grammar | Running Time: 1:15

How To Use ChatGPT To Check & Correct Grammar | Published by AI in 5 Minutes | Jul 18, 2023

 

After watching, try using an AI tool to revise a paragraph or section of your writing. Use it as one of several tools—alongside your own editing skills and feedback from instructors or peers—to polish your work.

Ethical Considerations of Using AI

As a future manager or workplace communicator, it’s important to use AI ethically and responsibly. Some organizations have rules about using AI because of concerns around privacy, security, and authenticity. Before using AI in a professional setting, check whether your employer or institution has any relevant policies or guidelines.

Even if no rules exist, consider your personal values and the context. Do you prioritize speed and efficiency or a more human and authentic voice? Does your approach change depending on the task, such as drafting a quick report versus writing a personalized letter?

Ethical AI use includes the following:

  • Editing and reviewing all AI-generated content before using it

  • Avoiding overreliance on AI to make important writing decisions

  • Being transparent when appropriate about your use of AI

  • Maintaining responsibility for accuracy, tone, and meaning

AI can be a powerful tool to support your learning, productivity, and writing confidence, but it cannot replace your critical thinking, communication skills, or responsibility as a professional writer.

References are at the end of this chapter.

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Leadership Through Communication: Essential Skills and Strategies for Managers Copyright © 2025 by Saskatchewan Polytechnic is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License, except where otherwise noted.

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