Everyone's Using AI, But Are You Using It Effectively?

AI is clearly the future of work. It streamlines tasks, from drafting reports to generating ideas. These days, most professionals use AI tools to some extent – perhaps to correct a sentence or suggest a headline. But are you truly maximising its potential? Or are you just making minor adjustments, without exploring its deeper capabilities? 

In dynamic environments like Macao, where roles in hospitality and finance demand strong communication, many people experiment with AI as a basic assistant. Perhaps thinking it’s their personal assistant or English expert. Yet they often overlook how it can significantly enhance their business English skills, such as composing emails, proposals, or presentations. Let's examine why this is important and how you can improve your approach.
 

The Hidden Trap of Basic AI Use: Why You Might Not Realise You're Underusing It 

Many users don't even realise they're not getting the most from AI because they're satisfied with treating it like a personal assistant that simply corrects their writing. They input vague, unstructured prompts and get back something that's grammatically sound, which feels like a win – but it often lacks depth, leading to average outcomes that could be so much better. 

Take drafting an email to a colleague about a delayed project. A basic prompt could be: "Fix this email: Sorry we're late, it'll be done soon." AI might respond with: "We apologise for the delay and will complete it shortly." It's error-free and seems helpful, but it fails to show empathy, provide context, or outline next steps – which could lead to misunderstandings or tension at work. The user might think, "Great, my English is fixed," without noticing how a more thoughtful approach could turn the email into a relationship-builder. 

Another example: refining a business proposal. A simple request like "Make this sound professional" might polish rough notes into coherent text. However, it often ignores your personal style, the audience's expectations, or cultural subtleties. In international business, this can make communications feel detached or mismatched, particularly for those using English as a second language who need precision to build rapport. Again, the superficial fix feels sufficient, masking the missed opportunity for more impactful writing. 

These issues arise because AI requires proper direction. Without it, outputs remain generic – you end up spending time on quick edits and miss opportunities to strengthen your English skills, all while assuming you're already using AI effectively.
 

Harnessing AI's Full Power: The Impact of Well-Crafted Prompts 

The solution lies in creating detailed, structured prompts that guide AI to deliver tailored, effective results. By specifying a role, task, context, tone, and constraints, you transform AI into a valuable collaborator. In short, a vague prompt will provide a generic answer, whereas a strong prompt will deliver a solid answer that will elevate your work.  

Compare this to the examples above. For the delayed project email, use a prompt such as: "Act as a project manager. Rewrite this email about a delay to a colleague: emphasise empathy without excuses, include a revised timeline, and end with a call for collaboration. Keep it concise, supportive, and under 200 words." AI could produce: "Dear [Colleague], I apologise for the delay in our project – I understand it may have impacted your schedule. The issue stemmed from an unexpected resource shortfall, but we're on top of it now. We'll deliver by Friday. Shall we schedule a brief call tomorrow to realign? Regards, [Your Name]." Notice the improvement: it's engaging, proactive, and encourages teamwork. 

For a business proposal, try the prompt: "You are a business consultant. Expand these bullet points into a compelling proposal section for an international client: highlight benefits rather than features, use clear business English suitable for non-native speakers, incorporate data-backed examples, and adopt a confident yet approachable tone. Limit to 300 words." The output might be a persuasive, evidence-based segment that conveys ideas with clarity and impact. 

One more: responding to client feedback. Basic prompt: "Reply to this complaint." Effective version: "Role: Customer service manager. Task: Draft a response to this client's concern about service quality. Context: They're a long-term partner frustrated by slow response times. Tone: Apologetic yet solution-focused. Constraints: Avoid compensation promises; propose improvements. Keep it professional and brief." This generates a balanced reply that addresses the issue while maintaining the relationship. 

These illustrations demonstrate how strong prompts can elevate your work. They enable AI to align with your thinking, adding nuance and strategy that casual prompts overlook. 

If you are not sure if you have a strong prompt, draft your prompt and ask the AI, “How can I improve my prompt?” or “Why does this prompt suck?” – it might not be the most appropriate phrasing, however it can help to guide you as you learn to create more effective prompts!
 

The Advantages: Elevating Your Business English and Performance 

Mastering effective prompts not only improves outputs but also boosts your overall business English abilities. In emails, it leads to messages that are precise, culturally aware, and persuasive – reducing errors in diverse teams. For reports or proposals, it introduces sophistication and professionalism, helping your writing stand out. 

The benefits are clear: save time on drafting and revisions, gain confidence as an English user, build stronger professional connections, and achieve better results in your role. In competitive fields, this can provide a real advantage.
 

Ready to Step Up? 

If these insights appeal to you and you're eager to prompt more effectively, download our free guide: "Three Highly Effective Prompts to Transform Your Writing." It offers practical templates for everyday business situations, allowing you to test them and see quick improvements. 

Want to explore further? If you're interested in developing your team's AI skills through interactive training, get in touch. Our workshops on AI-supported business English are designed to unlock that extra potential – let's discuss tailoring one for your needs.