How to Safely Incorporate AI into Your Work Routine

In much the same way as the internet and smartphones, artificial intelligence has transitioned from an emerging tech marvel to a necessary component in the lives of many. However, its utilization in the workplace, such as via chatbots and digital agents, brings with it both potential pitfalls and advantages.

AI can't be applied as a universal remedy; it must be tailored to fit specific industries and roles. Each person bears the responsibility of integrating AI appropriately into their work functions. The key principles when applying AI tools at work revolve around trial-and-error and adaptability, rather than mere replication.

Being informed about AI applications in various roles and sectors can be advantageous, even if they differ significantly from your line of work. While not every new feature or implementation will suit every occupation, observing broader trends in AI and its impact on professional environments can enhance your own ability to integrate new technologies effectively and stay competitive.

Here are three strategic approaches to utilizing AI in your job as we continue to witness technology evolve rapidly in the coming years:

1. Enhance Learning with NotebookLM for Visual and Audio Formats

Google’s NotebookLM offers a valuable service for individuals who prefer learning through images or sound instead of dense text documents. It's possible to convert PDFs, Google Docs, website links, and more into podcast-like audio or visual infographics. This method aids in understanding a fresh topic or organizing thoughts for a presentation. Be wary of over-reliance on NotebookLM to avoid grazing only the surface of subjects that require deeper understanding, akin to students who use summary guides instead of original texts.

2. Leverage Otter.ai for Useful Transcription Services

For years, Otter.ai has efficiently transformed audio files into text, proving indispensable for journalism and typical workplace meetings needing documented records. You simply upload a recording, and Otter converts it to text, ready to be edited, saved, and shared in multiple formats. (Important: Verify legal permissions for recording conversations; it’s prudent to get consent before starting a recording. Otter also offers compatibility with platforms like Slack, Salesforce, and Zoom, depending on your subscription level.)

Otter.ai, like all AI tools, isn't without flaws. Summaries and transcripts generated by AI are largely accurate but require scrutiny and corrections for accuracy before sharing or utilizing them further.

3. Utilize Chatbots for Simplified Explanations

If you're tackling a tough subject or document, consider using AI chatbots like ChatGPT, Claude, or Gemini to obtain a simplified, non-technical breakdown. This can be especially helpful when faced with difficult concepts or unfamiliar jargon, serving as an initial step towards deeper comprehension. Start with prompts such as: "Could you distill the essential points of this document for a layperson?"

It's crucial that this approach serves only as a starting point rather than a comprehensive solution. For instance, if dissecting a science paper filled with complex equations and terms, allow the chatbot to give you a broad overview. Always remember that AI can misrepresent information, and you should never share confidential documents unless you're comfortable with that risk.

Navigating Through the AI Evolution

As the AI landscape rapidly evolves, its effects will differ across various job functions. However, universally we are witnessing an expansive surge of AI innovations akin to a Cambrian Explosion, offering vast opportunities to reshape careers.

Just as the original Cambrian period spawned biological diversity, today’s era offers the workforce a chance to experiment with AI, crafting guidelines on adapting these tools to individual work contexts.

Nevertheless, any experimentation with AI should be approached with a degree of caution.