More and more people are using technologies such as ChatGPT, Gemini, SwissGPT, Perplexity and other AI-based systems. For some, these technologies have already become an integral part of daily life, while others are still hesitant to use them. In the following article, I will present some tips for beginners aimed at encouraging people who are still unsure how to use these technologies to make far-sighted and responsible use of AI technologies from the outset.

My AI assistant has also created a podcast episode for the following article. If you prefer listening to reading, you can listen to the podcast via the following link (ATTENTION: Podcast is created exclusively by AI, no guarantee for accuracy).

Important information before using AI technologies for the first time

Before you really get started, here are a few tips and hints that companies should give their employees before they use them for the first time.

1. accounts and licenses

Employees need to know which account information they are allowed to use to log in. They also need to know which licenses are available from companies and how they can use them.

2. data protection and security

OpenAI, the company behind ChatGPT, states that the data within the chat dialogs is stored and used for further training purposes. The same applies to most other providers of AI technologies.

Personal or sensitive data should therefore never be entered into the input field of an AI technology, but must be anonymized beforehand. There are exceptions, such as the SwissGPT solution from AlpineAI, which is hosted exclusively on Swiss servers and does not use the input for training purposes.

3. dealing with false statements

Unfortunately, it also happens time and again that ChatGPT makes a false statement. The “dangerous” thing is that all of the AI’s statements appear to be correct at first glance. Every response from AI technology must therefore be critically scrutinized and should be checked for accuracy.

Tasks for a mindful start with AI technologies

Not all employees immediately understand the purposes for which they can use the new AI technologies. Others, on the other hand, are not yet able to assess the limits of the technology and may even exaggerate its use. To ensure that both remain in balance and that employees learn to use AI technologies carefully and responsibly from the outset, I have created three tasks for you below.

1st task: AI as a supplement to brainstorming

Tools such as ChatGPT are known to support your own brainstorming. This is also referred to as the scaling of a person’s cognitive thought processes. AI technologies broaden our horizons and give us new (creative) ideas.

Aim of the task:

Participants learn how AI technologies complement creative and thought processes. They learn about the limits of technology and compare their own human abilities directly with those of artificial intelligence.

Sequence scenario 1/2:

• Enter a term or a topic – for example “Topics for company blogs”. All participants now write this term on a large sheet of paper or on a blank Word page or similar.
• Now the participants are asked to collect their own ideas on the topic for 5-10 minutes and write them on the (digital) sheet.

Sequence scenario 2/2:

• After 5-10 minutes, have the participants repeat the task using an AI technology such as ChatGPT, SwissGPT, Gemini or similar.
• Depending on the participants’ level of knowledge, you will support them in creating prompts or show them a few basic rules for successful prompts before they enter them for the first time. You can even find a guide to successful prompts on my blog.
• A possible prompt could be “You are a content editor in our B2B company. Our target group is XYZ and we offer XYZ. Give me 10 topic ideas for our company blog that will help us to be found better via Google search.

Discussion

In addition to completing the actual task, discussion is also an important part of this task. The following questions and topics should definitely be discussed:

• Who was more creative: participants or AI?
• How useful are the AI results?
• For which similar topics or applications can AI technologies be used?
• Where were there problems or challenges?
• How can the results of AI be used in regular work processes?
• What security and data protection requirements must be taken into account for this application?

2nd task: Who is more creative – humans or AI?

Aim of the task

Participants get a feel for the creative capabilities of AI technologies. You will learn how AI technologies may be able to expand and supplement existing processes or results in the future.

Sequence scenario 1/2:

• Participants are asked to write their favorite author or singer on a (digital) sheet of paper.
• In the next step, the employees create a short section of text in the style of their favorite artist. This can be the company’s mission statement, for example.
• Participants can complete this task alone or in a small group.

Sequence scenario 2/2:

• Now the participants are to complete the same task using an AI technology such as ChatGPT. You can also provide a possible prompt for this: “Write the following paragraph on the topic of the mission statement in the style of Jane Austen: ….
• Compile the results and discuss them in the group:
  • What inspiration did the participants get from the exercise?
  • What limits of genAI became apparent? (for example, English-speaking vs. German-speaking authors)
  • Was it over-fulfilling ‘inventiveness’ on the part of the AI because it wanted to give us an answer but didn’t give us enough input online on the style we asked for?

Discussion

In addition to completing the actual task, another discussion follows. The following questions and topics should definitely be discussed:

• Who was more creative: participants or AI?
• What were the limits of AI technology?
• Where were there problems or challenges?
• What security and data protection requirements must be taken into account for this application?
• What other creative tasks can AI technology be used for in the future?

3rd task: Learning different communication styles with AI

Aim of the task

Employees learn how to communicate with AI technologies. They understand how to enter into dialog with AI and how to solve problems iteratively.

Sequence scenario 1/2:

• The participants have to organize an event and ask an AI technology for help from the outset.
• The following tasks have to be solved with the help of AI technology:
  • You are to organize an event of your choice.
  • First of all, you need an event agenda for your target group.
  • Then you have to send out invitations. Write at least 2 different invitations, depending on the target group.
  • Now it’s time to organize the event. We need a task plan with responsibilities and milestones.
  • After the event, the success of the event must be evaluated. How do you do that?
• In the first run, participants are asked to solve all requirements with exactly one prompt – i.e. with one request to the AI technology.

Sequence scenario 2/2:

• The task is now performed a second time. This time, however, the participants are allowed to work in stages.
• Employees should ask the AI technology for help with the individual questions step by step.
• Where possible, employees should establish a dialog with the AI and ask the AI technology to improve the individual answers.

Discussion:

Discussion is also a central function in this task. The following questions can be discussed:

• How useful were the results of the AI technology?
• Which type of communication worked better?
• How did you feel in the dialog with the AI?
• What best practices were you able to identify during the dialog with the AI?
• What similar applications for AI technology are there in your day-to-day work?

Success factors for the mindful use of AI technologies

The tasks listed above make it easier for employees to familiarize themselves with new technical possibilities. However, it is essential that companies recognize that a responsible approach to AI technologies cannot be taught in the long term through three simple tasks. As a rule, more comprehensive training and information formats are required. Ideally, there should be various content or networking sequences in the company or team that continuously encourage employees to use them mindfully and promote interactive exchange with colleagues.

You can read more about this in my article“Using AI technologies mindfully and responsibly“.

Support for the responsible and mindful use of AI technologies?

I have created a variety of offers, templates and useful links for the responsible and mindful use of AI technologies. Take a look at my page on AI with foresight.

Nothing there?

Then write me a message with your wishes and questions and we will find an offer for you. Just send me a message via WhatsApp or email.

Or come directly to my WhatsApp group – where I regularly post use cases, news, best practices, events and much more about chatbots, ChatGPT and co.

This article is also available as a podcast episode

Attention! The podcast was created entirely by my AI-Assistant based on my contribution – no guarantee for incorrect content.