Artificial intelligence (AI), has become omnipresent in the last few months. Artificial intelligence (AI) is a hot topic, ranging from AI driven personalized digital marketing to business communication and cyber security testing.
Particularly generative AI like ChatGPT or Bard has received constant publicity.
It’s hard to know how AI will affect your business when you are buried in the avalanche of AI news. This is how you can use it to your advantage.
This article will explore the best ways to use AI in your business communications. Here are five ways you can use AI-based tools to streamline your workflows and improve your communication.
Harness Natural Language Processing
Consider starting with harnessing natural language processing. This type of AI model is trained to recognize spoken and written input from actual humans. And to respond in the same way.
Many business communication suites already include NLP tools. If you use a cloud-based phone service for business, it’s likely that the system has an automated transcription of voicemails or entire conversations. Some platforms even generate call summaries. This allows users to quickly grasp the key points of an exchange without having to go through everything.
This can save you a lot of time. Transcription is particularly time-consuming. The right tools will help you with no more tedious transcriptions of meetings or conversations to be passed on to unlucky members. AI can be used to record your business communications.
Also read: Top 10 Communication Tools for Remote Teams
Automate Routine Business Communication Tasks With AI
Automating repetitive communication tasks can also save you a great deal of time.
AI assistants and routing are available in some VoIP systems and omnichannel communication platforms. This means that clients and customers can express themselves in their own words when calling. If it’s a routine issue, such as reserving appointments or providing information about shipments, then the AI will either take care of it directly. It can also forward the call on to the appropriate agent.
Bottom line? The bottom line? It eliminates the frustration of customers who no longer need to be faced with endless rounds of “Press 1 to …” menus.
Conversational chatbots are another excellent way of harnessing AI to automate routine tasks.
Chatbots are able to communicate with clients 24 hours a day, 7 days a week at incredibly low costs. Their availability and cost aren’t their only benefits. They can also easily answer routine inquiries such as account updates or answering FAQs. Your human agents can then focus on more complex issues.
Overall, AI can be used to automate routine workflows can streamline communication, and increase team productivity as well as customer satisfaction.
Delegate AI Assistants
AI assistants can also be used to improve your business communication.
The tools will make the lives of your team members easier. Communication assistants will take on the documentation and make sure that all information is available.
Let’s go back to the example omnichannel communication platform. They offer AI assistants that are especially helpful when combined with CRM platforms, whether natively or via integration.
Imagine that one of your agents receives a call from an unhappy customer. The AI assistant will pull up the record of the customer from the CRM and put it at your agent’s fingertips. They’ll immediately have access to all of the customer information. They can see, for example, the date of the purchase and if the caller had contacted customer service before. They can then get to work right away, rather than having the customer start from scratch.
AI assistants are also able to provide helpful prompts when customers have difficult conversations. The assistant can detect tension by analyzing the emotions of the conversation as it is being transcribed and analyzed in real-time. It can then offer conversation strategies for the person in charge of the team, helping to de-escalate the situation and resolve it.
Leverage Generative AI for Creative Workflows
You can also integrate AI in business communications by using generative AI to automate workflows that need creative input.
Let’s say you have to fill out your monthly newsletter. You might need to create a Twitter thread based on the results of your most recent niche study. You might want to create a story on Instagram about your new product.
These processes can be significantly accelerated by using AIs like ChatGPT DALL-E 2 and Midjourney.
These tools are not the only ones you should use, but they can be a great way to get your creative process moving. Drawing inspiration from your back pocket can be very helpful in the world of stressful business communications.
Also read: What is Informal Communication? Types And Benefits
Gain In-Depth Insights From AI Analytics
Analytics is a great way to use AI in your business communication. AI is able to handle massive amounts of information and discover trends and correlations humans cannot.
AI analytics can give you rich insights into the behavior of your customers and your agents.
AI allows you to fine-tune your digital marketing, and to gain insight into the strengths and weaknesses of each member of your team. You can then tailor training for them based on their interactions with customers. You can also optimize the use of your resources and reduce your communications budget.
Final Thoughts
AI will be a key component of business communication in the future.
Adopting these strategies now You can stay on top of the latest trends and be ahead of the curve.
Assess which AI tools are available to you and which you can add and integrate easily into your workflow. This may require some resources and time, but it will be worth it to boost your communication.
