Communicating in the Age of AI

Part 1-Using AI to communicate

In order to start this post, we need to go back. All the way back to 2020. That year of uncertainty, fear and learning to work in a whole new way. We went from remote work being an anomaly to literally everyone doing it(including our kids!). In order to stay connected whole new forms of communication came into play; video conferencing tools (Zoom and Teams) and instant messaging (Teams/Slack) in addition to emails, phone calls, and texts. Suddenly we were completely connected as though we were in an office! Meetings were added to the calendar at a rapid rate, to ensure communication stayed intact.

This worked great while we were all disconnected. Now, however, work has come back to the office setting for most of us. We don't "need" to feel connected because we are back in close proximity. Yet

The meetings stayed Video conferencing stayed Teams messages stayed Slack stayed

Compounding all of this has been the economic variability which means companies are either leaner than ever or growing adding more work to everyone's plate. This has led to a work environment that, I'll dare say, is unsustainable. Constant notifications either from Teams messages, emails or texts. Added to non-stop meetings, and always on mentality has created a work situation that does not allow a moment of breathing room. Is it any surprise that the CDC reported 3 in 4 Americans feel very fatigued? (CDC, Sept 2026).  Forget about having time to think, contemplate the right next move, or to craft an email the way we might have in 2019. Our communication has had to get abrupt, short and to the point.  But that is not how most of us want to receive information.

Which brings us to AI. More and more of us are using AI to craft emails to ensure they sound "friendly and kind or business like and professional". This works! Using your AI tool of choice is really helpful here and I know lots of people who do use this with great success.

So what is the problem? Well.... There are multiple issues with using AI to craft many of your emails: 1. People who know you will know the tone doesn't sound like you.

2. People who don't know you will be confused when they meet you in real life or have an encounter that does not use AI.

3. Frequently we don't use AI for shorter Teams messages, adding to confusion on the part of the recipient.

4. AI doesn't know the recipients preferred method of communicating-you do.
   

Lets address the first 3 points in this blog post as they are all connected. The 4th point will be a part 2 of this series. Why is it an issue that AI write in a tone that you don’t use?   Very simple, it comes down to trust. In order to trust you have to know what to expect. If through our email interactions I think you are a friendly person who uses soft language and yet when I meet you in person you are very direct and abrupt, that will completely upend my sense of who you are and make me, and others, unlikely to trust which is the "real you". You may say "who cares?". Well, trust in any environment is a big deal and the workplace is no different. Research from Massachussetts Insititute of Technology (MIT) states that trusting employees are 260% more motivated, have 41% lower absenteeism and are 50% less likely to leave their jobs. Trust also build psychological safety where employees feel empowered to speak up, helping to build greater success and reduces disengagement, lack of productivity and miscommunication. So what can you do? Feel free to continue to use your AI model to help craft written communication, especially if it has been brought up to as an area for opportunity. Also try to model that same communication in real time. Practice at the office, at home, while ordering a coffee! Use the same model on shorter teams messages or text messages. Better yet, practice crafting like you are the AI model so this can become more of how you react "in real life".

Bring this up with a mentor, trusted colleague, boss or your coach.  Any one of these people can help you to communicate in a way that is the same no matter what modality you use.  You can find a way that others appreciate and is still true to you.

What are some ways you can practice your communication style?