Why Use AI in Communication Tasks?

What Our Course Participants Say

“Great! I wished that I’ve learnt this earlier.”

“I loved to explore Copilot and improve my writing style in way I never imagined before. I rarely used Copilot for writing before.”

“Amazingly helps me to advanced myself in AI system. Definitely helps to speed up my work and improved my ability in communication skills.”

“An eye opener to tap AI technology in business writing.”

“Reduces time to identify and build contents of references documents.”

What is AI in Communication

Use AI, or more precisely, generative AI, as an assistant in communication tasks.

Generative AI is a type of AI that creates responses to questions or instructions. It works by using patterns of words from large datasets of language (large language models or LLMs).

Generative AI does not just retrieve information, it can create something new or different.

Common workplace uses:

• drafting documents or presentations
• summarizing meetings, reports or articles
• improving writing clarity and or tone
• generating creative ideas and or visual content, and
• translating or rephrasing text.

Why use it at work:

• speeds up communication tasks
• improves clarity and tone
• enhances creativity and idea generation
• supports non-native writers, and
• ensures consistency across teams and the organisation.

If you want more details, continue reading.

Benefits of Generative AI

1. Increase Productivity in Communication Tasks

Generative AI helps managers and staff to complete communication tasks faster and with less effort—especially under time pressure.

Generative AI can instantly generate first drafts of business documents such as emails, meeting agendas, status reports, customer responses, or policy updates. It can help structure documents like proposals, presentations, or executive briefings.

It can suggest logical flow, main points, and even provide different versions for comparison, cutting down hours of planning and editing.

2. Improve Clarity and Consistency

Generative AI improves workplace communication that is clearer, more accurate, and easier to understand—especially in complex or technical contexts. It can rewrite confusing or wordy sentences to make them simpler, more direct, and easier to read and understand. It helps remove ambiguity, jargon, and passive voice—common barriers to effective workplace communication.

When communicating with customers, management or colleagues, generative AI can adjust the tone to fit the audience: professional, friendly, neutral, assertive, or empathetic. This consistency helps reinforce credibility and brand voice.

3. Enhance Creativity and Idea Generation

Generative AI acts like a brainstorming partner to generate new ideas or different ways of looking at something. It is especially useful to suggest examples, a powerful technique to make abstract or technical information more relatable and memorable—vital for persuasive presentations and executive briefings.

It also completely avoids writer’s block. This is especially useful when you're under pressure to deliver quickly.

4. Support Non-native and Less Confident Communicators

Generative AI can level the playing field by helping employees who may struggle with writing or speaking in professional English or any other language. It reviews writing for grammar, spelling, and usage errors while suggesting improvements that preserve the original meaning. This builds confidence and ensures messages are polished and professional.

Generative AI offers alternative wordings and expressions that sound natural and appropriate for the workplace. It helps non-native speakers and early-career professionals communicate more clearly and persuasively.

5. Ensure Consistency with Brand and Standards

Generative AI helps maintain professional standards by conforming to organizational style, voice, and compliance requirements. It can be prompted to follow internal style guides, language standards, formatting rules, and preferred terminology—making documents more consistent and easier to understand across teams and the organisation.

AI can generate documents using existing templates and phrases that reflect the organization’s branding and preferred tone. This reduces variation in messaging and gives a consistent customer or stakeholder experience.