Communication
How can AI help?
Artificial Intelligence (AI) is changing the way we communicate. Writing emails is becoming easier and more precise, thanks to AI-generated language. AI also helps ensure proper grammar and offers suggestions to improve writing style. Beyond this, AI can transcribe meetings in real-time, making sure important discussions are captured accurately. It can also create, analyse, and summarise meeting notes, making decision-making smoother. Additionally, AI-powered chatbots and voice assistants provide quick assistance, making information more accessible.
In the section below you can begin to explore ideas of how AI can help in different areas of communication. You will find a brief list of suggested tools and example prompts to get you started.
Disclaimer: “Users are advised to use Artificial Intelligence tools responsibly. It is important to emphasise that the AI tools featured on these pages are intended solely for exploration, and exclusively with publicly available data. Additional information can be found on the ‘Responsible Use of AI’ page. If you are unsure about what tools you can use, please contact our IT Helpdesk.
Responding to emails can be time-consuming, especially when dealing with numerous messages each day. AI-powered tools can now assist by composing emails from scratch, analysing the context of incoming messages and generating appropriate responses based on the user's writing style and preferences. LLMs like ChatGPT and Google Bard are great for these purposes, but here are a few tools specifically designed for email responses.
Suggested tools
- PolitePost Write a draft AI and PolitePost will provide an AI generated, work-friendly rewrite. See also ConcisePost for creating easier-to-read emails. Free.
- Zapier Send AI-generated email responses in Microsoft Outlook with ChatGPT. Free plan includes 100 tasks p/m.
- Rizemail Forward any long emails to summ@rizemail.app and receive a summary of that email. Free.
- Gmail AI The capabilities of Gemini are available directly within Gmail. Free with a Google account.
- Jisc Sentiment Analysis Useful tool that analyses sentiment in text. Free.
Example prompt
‘Write an email to promote a {event/conference}. Include the date: {date}, time: {time}, location: {location}, and the following instructions: {instructions for how register}. Write the email in courteous and professional tone, and emphasise the benefits of this opportunity, including {example benefit}.’
Suggested tools
- GrammarlyGo Grammar checking, text generation and rewriting. Free plan includes 100 AI prompts per month.
- LanguageTool Checks your text across all websites and services. Free browser extension and paid plans available.
- Sapling Language model copilot that includes a grammar checker. Free plan includes basic suggestions and 20 regularly used ‘Snippets’ per month.
- Wordvice English Grammar Checker with error descriptions Free plan includes Fluent and Academic modes only.
- Trinka Online grammar checker. Free plan includes up to 5000 words p/m.
Example prompt
‘Review the following paragraph and check grammar, coherence, and style. Additionally, provide some suggestions on how to rewrite the paragraph in a more academic style {paragraph text}.'
Transcribing audio and voice notes manually can be time-consuming. AI-driven transcription tools can now swiftly convert audio content into written text, saving valuable time and effort.
Suggested tools
- Otter records, transcribes, captures slides, and generates summaries in real time. Free plan includes 300 transcription minutes p/m.
- Notta Automatic transcription and AI summarisation. Free plan includes 120 minutes p/m.
- Descript Versatile media creation tool including a transcription service. Free plan includes 60 minutes transcription p/m.
- Google Cloud Transcribe content with accurate captions. Free plan includes 60 minutes p/m, with $300 free credits for new customers.
- Dictation.io Speech-to-text – transcribes speech from your devices microphone input. Free.
Not only can AI transcribe audio content, but it can also analyse transcriptions to identify action items and generate concise summaries and highlight important points, simplifying information extraction. Some of these tools also offer transcription functionality, and tools such as Otter and Notta are included in the Transcription section but are equally useful here.
Suggested tools
- Fireflies Summarises, searches and analyses voice conversations. Free plan includes limited transcription and 800 minutes of storage.
- tl;dv Records meetings, timestamps key moments and creates bitesize clips from recordings. Free plan includes unlimited recordings and transcripts.
- Supernormal Captures meetings and delivers notes, summaries and action items. Free plan includes 20 free meetings.
- Adam.ai Meeting management platform captures, manages, and shares meeting knowledge. Free plan includes unlimited meetings for a single user.
- MeetGeek Automatically recording, summarizing, and sharing key highlights with teams. Free plan includes 5 hours of transcription p/m.
Example prompt
'Provide a bullet point list to summarise the following meeting notes and highlight key discussion points, decisions made, and any action items identified: {meeting notes}.'
AI chatbots can be used to automate question answering and providing instant access to information. Voice-driven AI assistants can provide an additional level of interaction with devices, responding to voice prompts and generating relevant responses and information.
Suggested tools
- Smartcompose includes an AI assistant as part of its generative AI package. Free plan includes AI chat as well as 10,000 ‘word tokens’.
- Chatsimple AI Virtual Agent trained using your website and data. Free trial includes 25 messages and 1 chatbot.
- Botsonic Creates a ChatGPT-like chatbot trained on your data. Free plan includes 10,000 words p/m using GPT3.5.
- Voiceflow Design, test, and launch chat or voice AI agents. Sandbox plan includes 2 agents and 50 knowledge-based sources.