WEBVTT 00:00:00.600 --> 00:00:06.488 Welcome to lesson 2.4, AI writing tools: improve your professional communication. 00:00:06.838 --> 00:00:09.910 In remote work, most of your communication is written. 00:00:10.260 --> 00:00:12.543 Emails, chat messages, reports. 00:00:12.893 --> 00:00:16.263 So your writing is often the first impression people get of you. 00:00:16.613 --> 00:00:22.523 In this lesson, you will use three tools, ChatGPT, Grammarly and DeepL, to improve your messages. 00:00:22.873 --> 00:00:34.841 We will look at why writing quality matters, what each tool does, a simple three-step editing process called Generate, Edit, Personalise, and the main AI pitfalls: hallucination, tone and privacy. 00:00:36.341 --> 00:00:39.327 By the end of this lesson, you will be able to do four things. 00:00:39.677 --> 00:00:43.197 First, choose the right AI writing tool for a writing task. 00:00:43.547 --> 00:00:48.091 Second, use the Generate, Edit, Personalise process to improve a message. 00:00:48.441 --> 00:00:52.559 Third, spot generic AI phrases and rewrite them in your own voice. 00:00:52.909 --> 00:00:57.602 And fourth, apply privacy and fact-checking rules to any text that AI writes for you. 00:00:59.102 --> 00:01:00.638 Here are the key terms. 00:01:00.988 --> 00:01:07.452 A hallucination is when AI writes something that sounds true but is false, like a made-up fact, name or source. 00:01:07.802 --> 00:01:12.709 Tone is how your message sounds to the reader: formal, friendly, direct or polite. 00:01:13.059 --> 00:01:16.557 A browser extension is a small add-on for your web browser. 00:01:16.907 --> 00:01:19.745 Grammarly's extension checks your text as you type. 00:01:20.095 --> 00:01:25.172 Machine translation is translation done automatically by software, such as DeepL. 00:01:25.522 --> 00:01:29.106 A draft is a first version of a text that you will check and improve. 00:01:29.456 --> 00:01:33.168 And GDPR is the EU law that protects personal data. 00:01:33.518 --> 00:01:36.761 It limits how personal information may be shared and used. 00:01:38.261 --> 00:01:40.714 Why does writing quality matter so much? 00:01:41.064 --> 00:01:44.691 In remote work, your writing is your first impression, every time. 00:01:45.041 --> 00:01:49.627 Think about it: emails, chat messages, reports and proposals are all written. 00:01:49.977 --> 00:01:52.239 Good writing is not just a soft skill. 00:01:52.589 --> 00:01:54.445 It is a productivity tool. 00:01:54.795 --> 00:02:00.661 When people cannot hear your tone of voice or see your body language, unclear writing slows the team down. 00:02:01.011 --> 00:02:03.166 It can also harm your credibility. 00:02:03.516 --> 00:02:06.289 Have you ever sent a message that was misunderstood? 00:02:06.639 --> 00:02:07.877 Most of us have. 00:02:09.377 --> 00:02:11.681 Let's meet three AI writing tools. 00:02:12.031 --> 00:02:17.001 Each one has a different job, and all three are free at the basic level, with no card needed. 00:02:17.351 --> 00:02:20.061 ChatGPT is for drafting and rewriting. 00:02:20.411 --> 00:02:24.784 It creates first drafts, rephrases sentences and restructures paragraphs. 00:02:25.134 --> 00:02:27.523 Grammarly is for grammar, clarity and tone. 00:02:27.873 --> 00:02:32.289 It works as a browser extension or app, and suggests fixes as you type. 00:02:32.639 --> 00:02:35.519 DeepL is for translation between languages. 00:02:35.869 --> 00:02:40.008 Its translations often sound natural, even for professional text. 00:02:40.358 --> 00:02:43.451 Free plans can change, so check the current limits. 00:02:44.951 --> 00:02:47.959 Now here is a simple three-step editing process. 00:02:48.309 --> 00:02:51.787 Use AI for speed, then use your judgement for quality. 00:02:52.137 --> 00:02:53.715 Step one, Generate. 00:02:54.065 --> 00:02:56.391 Use AI to write a quick first draft. 00:02:56.741 --> 00:02:59.706 Don't aim for perfection, just get the ideas down. 00:03:00.056 --> 00:03:01.421 Step two, Edit. 00:03:01.771 --> 00:03:04.182 Check every fact, name, figure and claim. 00:03:04.532 --> 00:03:07.924 AI can be wrong, so treat its output as a starting point. 00:03:08.274 --> 00:03:10.023 Step three, Personalise. 00:03:10.373 --> 00:03:16.432 Add your own voice and context, and remove generic AI phrases, so the message is really yours. 00:03:16.782 --> 00:03:23.118 Use this process for every AI-written text in this course, including the email from exercise 2.2. 00:03:24.618 --> 00:03:26.623 Small edits make a big difference. 00:03:26.973 --> 00:03:32.157 Here are three examples where AI helped, and the writer checked and personalised the result. 00:03:32.507 --> 00:03:35.387 Before: hey the report will be late cuz data missing. 00:03:35.737 --> 00:03:40.921 After: Hi Ana, the sales report will be one day late because two data files are missing. 00:03:41.271 --> 00:03:43.085 I will send it on Thursday. 00:03:43.435 --> 00:03:46.891 Now there is a clear reason, a new date and a polite greeting. 00:03:47.241 --> 00:03:56.649 Next, Pls send me the thing from the meeting asap becomes a polite request for the slides from Monday's meeting by 3 pm today, with a thank you. 00:03:56.999 --> 00:04:03.313 And a German sentence is translated by DeepL as I have sent the invoice, then checked by the writer for meaning. 00:04:04.813 --> 00:04:07.928 You can tell the AI exactly how a message should sound. 00:04:08.278 --> 00:04:10.710 Here are four short instructions to try. 00:04:11.060 --> 00:04:16.649 For a more formal tone: Rewrite this for a client I have never met, and keep it polite and professional. 00:04:16.999 --> 00:04:21.970 For a friendlier tone: Make this message warmer and more friendly for a colleague I know well. 00:04:22.320 --> 00:04:27.312 To make it shorter: Shorten this to three sentences, and keep the deadline and the request. 00:04:27.662 --> 00:04:33.059 And to make it simpler: Rewrite this in plain English for a reader whose first language is not English. 00:04:33.409 --> 00:04:36.695 Grammarly can also show you how your text may sound to the reader. 00:04:38.195 --> 00:04:40.733 AI often sounds too formal and empty. 00:04:41.083 --> 00:04:45.393 A good test is to read your text aloud and ask: would I really say that? 00:04:45.743 --> 00:04:49.732 Here is what sounds like you: Hi Marta, thanks for the quick reply. 00:04:50.082 --> 00:04:52.109 I can send the draft by Friday. 00:04:52.459 --> 00:04:54.421 Call me if anything is unclear. 00:04:54.771 --> 00:04:56.883 That is short, specific and friendly. 00:04:57.233 --> 00:05:01.820 And here are some generic AI phrases: I hope this message finds you well. 00:05:02.170 --> 00:05:04.346 Please do not hesitate to reach out. 00:05:04.696 --> 00:05:07.192 I trust this email finds you in good health. 00:05:07.542 --> 00:05:09.739 They are long, vague and impersonal. 00:05:10.089 --> 00:05:13.631 When you see phrases like these, rewrite them in your own words. 00:05:15.131 --> 00:05:18.331 Now, two big pitfalls: hallucination and privacy. 00:05:18.681 --> 00:05:26.169 AI can write things that sound convincing but are wrong, like made-up statistics, wrong names or sources that do not exist. 00:05:26.519 --> 00:05:30.508 So treat AI output as a draft, never as a verified source. 00:05:30.858 --> 00:05:33.631 Check every fact, number and name before you send. 00:05:33.981 --> 00:05:35.517 Privacy matters too. 00:05:35.867 --> 00:05:39.174 What you type may be stored, or used to train AI models. 00:05:39.524 --> 00:05:43.599 So never paste confidential client data or personal details. 00:05:43.949 --> 00:05:47.661 When in doubt, describe the situation in general terms instead. 00:05:49.161 --> 00:05:53.683 Let's bring it all together with four rules for responsible AI use in daily work. 00:05:54.033 --> 00:05:56.401 These apply to every lesson in this module. 00:05:56.751 --> 00:05:58.671 One, protect personal data. 00:05:59.021 --> 00:06:05.251 No names, ID numbers or health data in public AI tools, because it can breach GDPR. 00:06:05.601 --> 00:06:07.307 Two, verify everything. 00:06:07.657 --> 00:06:10.772 Fact-check every claim before you use AI text at work. 00:06:11.122 --> 00:06:13.213 That is your job, not the AI's. 00:06:13.563 --> 00:06:15.717 Three, be open about AI use. 00:06:16.067 --> 00:06:20.334 Check your employer's AI policy, and tell your manager when you use AI. 00:06:20.684 --> 00:06:22.604 Four, chatbots must say so. 00:06:22.954 --> 00:06:28.501 Under Article 50 of the EU AI Act, people must be told when they are talking to an AI. 00:06:30.001 --> 00:06:31.835 Time to check your understanding. 00:06:32.185 --> 00:06:34.553 Pause the video and answer these questions. 00:06:34.903 --> 00:06:38.871 Which tool would you use to translate a message, and which to check grammar? 00:06:39.221 --> 00:06:41.760 What are the three steps of the editing process? 00:06:42.110 --> 00:06:45.993 Name two generic AI phrases, and say how you would rewrite them. 00:06:46.343 --> 00:06:50.524 And what is an AI hallucination, and how can you protect yourself from it? 00:06:50.874 --> 00:06:52.495 Press play when you are ready. 00:06:53.995 --> 00:06:57.238 If you want to go further, look at the resources for this lesson. 00:06:57.588 --> 00:07:05.545 There are links to Grammarly, DeepL Translator, and the EU AI Act itself, which is the EU's law on artificial intelligence. 00:07:05.895 --> 00:07:08.050 You will find them all on the lesson page. 00:07:09.550 --> 00:07:11.321 Here are the key takeaways. 00:07:11.671 --> 00:07:14.999 Your writing represents you, so make every message count. 00:07:15.349 --> 00:07:18.954 ChatGPT drafts, Grammarly checks and DeepL translates. 00:07:19.304 --> 00:07:24.744 AI gives you a first draft, so remember the three steps: Generate, Edit, then Personalise. 00:07:25.094 --> 00:07:28.614 Remove generic AI phrases and write in your own voice. 00:07:28.964 --> 00:07:33.188 And always check every fact, and keep personal data out of AI tools. 00:07:34.688 --> 00:07:36.971 Now put it into practice on the platform. 00:07:37.321 --> 00:07:39.945 Start with the activity, Which tool for the job? 00:07:40.295 --> 00:07:45.585 You sort writing tasks into the tool that fits best: ChatGPT, Grammarly or DeepL. 00:07:45.935 --> 00:07:47.599 Then take the lesson quiz. 00:07:47.949 --> 00:07:53.987 It has five questions, you need 70 per cent to pass, and you can retake it as many times as you need. 00:07:54.337 --> 00:07:56.854 There is no separate exercise for this lesson.