Writing With AI: Everything You Need to Know

Introduction: The AI advantage

Artificial intelligence (AI) writing and editing tools are transforming the ways we communicate. From e-learning courses to project proposals, blog posts, and social content, AI writing software is invaluable for increasing efficiency and productivity around writing tasks.

These tools are resonating across departments, industries, and teams. According to a recent survey by Salesforce, content creation is one of the most popular uses for generative AI tools. 76% of Marketing respondents, 82% of Sales professionals, and 68% of service workers reported using AI tools for this purpose.

Looking for ways to reduce mental load, increase efficiency, and improve the quality of your team’s writing? In this article, we’ll cover the benefits and potential risks of AI-generated content software. We’ll also explore strategies you can use to maximize the effectiveness of your AI writing process and drive real business results. 

What is AI writing, and how does it work?

AI writing is a form of generative AI that allows users to create written content. Closely related, AI editing tools analyze written text to make suggested updates to its grammar, spelling, syntax, tone, language, and other factors.

Both AI writing and editing tools can closely mimic human patterns of speech via natural language processing (NLP), which allows computer programs to manipulate human language according to prompts. However, these tools don’t “think” in the same ways that humans do. Instead, they are predictive in nature, relying on the data they pull from to recognize patterns in writing and mimic them in their output.

In other words, an AI text generator or editing tool can’t replace human writing and editing. However, with the right strategies in place, these tools can increase the power of human writing and editing by making the writing process more efficient and consistent.

What types of AI tools are used for written content?

Think AI writing tools are only used for text generation? Think again. A vast array of AI writing and editing tools exist on the market today, from editing tools to translation tools and more. Let’s explore a few of the main types of AI tools for written content.

Text generation tools

AI text generation tools create written content. Depending on the prompt these tools are given, they can create a variety of types of writing, from project proposals to article titles, emails, and social media posts. Examples of AI text generation tools include ChatGPT, Claude, Jasper, and Gemini.

Because a variety of roles and industries use writing in their day-to-day work, AI text generation tools can be useful for many users. However, because these tools require human validation to ensure quality and readability, those with some writing and editing experience will experience the greatest increase in productivity.

Editing tools

There’s a lot of overlap between AI for text editing and text generation, as the same provider will often offer both functionalities within a single tool. When used for editing, AI tools can perform tasks like:

• Correcting text by removing typos and grammatical errors
• Polishing text by improving its readability
• Otherwise altering text by adjusting its tone, audience, or length

Grammarly, which calls itself an AI writing assistant, is an example of a popular AI tool used for editing written text. As with text generation tools, editing tools can be used by individuals across industries and roles, although some amount of baseline writing experience is recommended to ensure the user can properly validate the output. 

Text-to-speech tools

Text-to-speech software, also called “read aloud” technology, uses AI to convert written text into audio. The AI uses natural language processing to analyze different linguistic components of the written content, which helps it mimic nuances of human speech like tone and pronunciation. With text-to-speech tools, users can typically adjust the pace and style of voice of the output.

Text-to-speech tools are crucial for digital accessibility. They can be particularly helpful for people with reading disabilities or dyslexia, as well as those with vocal, auditory, or vision impairments. Individuals who prefer to digest information by listening to it, or those who need to absorb written content on the go due to job or lifestyle constraints, can also greatly benefit from these tools.

Elevenlabs, Natural Reader, and Balabolka are examples of popular text-to-speech tools available today.

AI transcription tools

AI transcription tools convert audio into text using speech recognition technology. These tools can generate a written transcript of a presentation or conversation. Transcription tools are important for digital accessibility, particularly those with auditory disabilities. They also benefit people who conduct business online, including writers who are interviewing subject matter experts, and podcast or digital meeting hosts who want to provide a written record of a conversation.

Examples of popular transcription tools on the market today include Otter.ai and Amazon Transcribe.

AI translation tools

As the workforce becomes increasingly globalized, AI translation tools are more important than ever. This type of software converts written text or speech from one language to another, a key aspect of localization.

AI translation tools are particularly important for companies that want to reach audiences containing multiple languages. When paired with human translation experts, these tools can allow companies to increase the efficiency and consistency of their translation efforts while keeping quality high. Many individuals also use these tools recreationally when traveling to other countries or participating in language classes.

Examples of AI translation tools include Google Translate, Smartling, and Microsoft Translator.

Integrated AI tools

Many types of specialized software today contain built-in AI models. These might include many of the writing and editing features listed above, allowing users to consolidate their tech stacks by harnessing the power of AI without having to leave their chosen app. 

Articulate’s AI Assistant is an example of integrated AI software. Built into the Articulate 360 platform, AI Assistant allows course creators of all abilities and experience levels to quickly generate e-learning lessons, polish course content for different audiences, and more, all without relying on other AI tools.

What are the benefits of AI writing and editing?

When paired with trained human reviewers, an AI content generator can offer a wealth of benefits for businesses and individuals alike. Let’s explore a few of the main benefits below. 

Greater efficiency

One of the main draws of AI writing tools is their speed. Writing content manually can be labor-intensive and time-consuming, especially if many rounds of revisions and review are needed. 

With an AI writing partner, users can create and polish written content extremely quickly. They may be able to upload source material to increase the relevance of the content, and can adjust written content according to a variety of different audience traits with just a few clicks. 

Reduce mental load

By offloading more time-consuming aspects of writing, like content outlining, AI tools can also reduce mental load for writers. They’re valuable for solving the ‘blank page’ problem and mitigating writer’s block, helping writers easily start drafts and brainstorm ideas. This enables writers and editors to spend more time on creative and strategic aspects of the text.

Reduce inconsistencies

AI tools are adept at making large quantities of writing consistent. You can use these tools to quickly and easily adjust vast amounts of text, removing inconsistencies in tone or tense en masse. For example, a company might use AI editing tools to ensure that multiple different onboarding docs are all written in the company’s brand voice. Or, they might use these tools to review a large volume of LinkedIn and Facebook posts to ensure their social media presence is consistent in tone across channels. 

Easily customize text

AI tools can allow you to easily customize large amounts of text, tailoring them for a specific audience. With just a few clicks, you can use these tools to adjust text for a particular audience, grade level, language, and more. This can be particularly helpful for individuals or organizations who need to review and customize large volumes of text, a task that can be quite time-consuming without AI tools in place.

What are the potential challenges of AI writing and editing—and how can you mitigate them?

To successfully use AI for writing and editing, it’s important to understand the potential pitfalls of this technology. Below, we’ll cover three of the primary challenges of using AI for written content, as well as how to solve them. 

Lack of contextual understanding 

AI tools can’t replace your human SMEs. Because they draw from large volumes of content, these tools lack the specialized knowledge, nuance, and discernment that your SMEs can offer. To prevent errors and achieve the greatest impact, use AI tools in tandem with your SMEs. For example, use AI software that allows your SMEs to generate first drafts of written content that will then be reviewed by other stakeholders.

Lack of creativity 

While AI tools can be a catalyst for creativity, they aren’t in and of themselves creative. After all, these tools are inherently predictive in nature, relying on algorithms to study and replicate patterns in human speech.

Still, these tools can be valuable for creative work. To harness their potential, use AI writing tools to brainstorm, create thought starters, or iterate on ideas. Then, enlist your human creatives to expand or riff on the ideas. AI writing tools can also facilitate the creative process by offloading some of the more repetitive or time-consuming manual aspects of writing, freeing up more space for more creative aspects of it. 

Bias and accuracy

AI output is only as good as its input. It will reproduce factual errors and biases it finds in its source material—which is why it’s crucial to pair these tools with human reviewers. Always review AI-generated or edited content to ensure it is free of bias and errors and performing as intended. 

6 popular use cases for AI writing

While AI tools can be used to create and refine any type of written content, they’re better suited for some tasks than others. Below, we’ll cover key examples of use cases that are best suited for AI writing and editing tools.

1. Creating content outlines

AI writing tools excel at quickly creating outlines for a variety of content types, including blog posts, research papers, presentations, proposals, and more. This can help your writers hit the ground running faster to create a first draft. 

Allowing AI to focus on the initial structure and basic points of a piece, then relying on human reviewers for expertise, ensures quality content while maximizing efficiency.

2. Writing digestible summaries

AI writing tools are adept at quickly summarizing large volumes of text. While summaries are incredibly helpful for readers, especially in educational contexts, creating them can be repetitive and time-consuming when done manually. 

Using AI writing tools to create summaries can help maximize efficiency, saving significant time re-reading and summarizing text for a particular audience.

3. Drafting examples and hypothetical scenarios

AI writing tools come in handy for generating scenarios that illustrate your key points. You can then manually review these examples and refine them, tailoring them to be even more relevant and effective for your audience. 

This type of written content is particularly valuable for online training, as it gives learners a concrete example of what they can expect in the real world.

4. Building quizzes and assessments

AI is a game-changer for e-learning, a field that is rapidly rising in popularity. Accenture reports that 98 percent of global executives say AI will be important to their organization in the next 3–5 years.

Quizzes and assessments are key components of e-learning content, but can be very time-consuming to create. And while correct answers can be easy to create, it may be especially time-consuming to generate a large volume of viable wrong answers for questions. 

With AI tools, you can quickly generate quizzes and assessments in a variety of different formats, such as true/false, multiple choice, open-ended, and essay-based questions. You can also easily add or consolidate questions, or adjust their tone or length. 

5. Editing content

AI tools are excellent for polishing a first draft of written content. You can use AI editing tools to make improvements to spelling and grammar and readability, or make initial changes to a piece’s overall tone or structure. These tools are typically most beneficial when followed by a human editor or reviewer to check for quality and accuracy. 

6. Transcribing audio

AI transcription tools are incredibly valuable for writers. Beyond the numerous accessibility benefits of these tools, they are also frequently used by writers of all abilities and backgrounds for their convenience and ease-of-use. Instantaneously, they can generate a transcript of conversation or recording. 

These tools can be beneficial for writers who like to “think out loud” or need a hands-free option for drafting text. 

4 important strategies for writing with AI

To harness the full benefits of AI for writing, follow the best practices below.

1. Choose the right tools

For the best possible results, make sure you choose the right type of AI tool for the type of content you need to create. Quality of output can also vary widely. The wrong AI writing tool can create lower-quality content that is more time-consuming for your human reviewers to modify. It can even slow down your content development times and open you up to potential errors. 

To avoid this, be sure to thoroughly vet your chosen tools to ensure they produce high-quality output for your unique use case. 

2. Perfect your prompting

AI prompting, or the instructions given to an AI tool, can have an enormous impact on the quality and relevance of AI output. A high-quality prompt can save you time in the long run by delivering more relevant output that requires less reviewing. 

For best results, make your prompts as specific and clear as possible. Include key details about your target audience or the tone you’d like to achieve, as well as any specific topics you’d like to cover. 

3. Utilize security best practices 

Following security best practices is essential when dealing with AI writing tools, especially when dealing with any proprietary information or intellectual property. Organizations should start by forming an AI policy to minimize risk and align the company on the best use of AI for writing. To protect yourself and your organization, you may also need to consider an enterprise or proprietary LLM rather than a standard or publicly available LLM. 

4. Prioritize human review

While AI can be an invaluable assistant for key writing tasks, it can’t function without quality human help. Always review and fact-check AI-generated or edited content to ensure its accuracy and relevance. 

Even when AI content is accurate, it often still needs a layer of human review to improve readability, add contextual expertise, infuse a piece with creative elements, or adjust the tone for a specific audience. Factor these layers of review into your timelines for AI-generated text to ensure all written content is properly vetted.

Remember: Whether your content is AI-generated and edited by humans, AI-generated and edited, or written by humans and edited by AI, a layer of human review must be the final step in the process to ensure quality and preserve authority.

“Prior to AI Assistant, we used Chat GPT a lot to support our work. It was useful, but it would complete each task independently, and then we’d have to review a bulk of information.”

Agustina Bruno Videla, Learning and Digital Coordinator, Irish Rugby Football Union

Why Articulate is helpful for AI writing and editing

Demand for workplace training is increasing. According to McKinsey, those responsible for it could see a $230 billion productivity boost from AI tools. Articulate’s AI Assistant is built for e-learning and integrated into the Articulate 360 platform, allowing course creators of all backgrounds and experience levels to easily create online courses.

AI Assistant offers multiple built-in features for text generation and editing, including the ability to: 

• Generate course summaries in seconds
• Create course and lesson titles
• Write quiz questions in a variety of different formats
• Refine text, adjusting its tone, audience, length, and other factors
• Pull from uploaded source material for highly relevant content

For more information about using AI Assistant for writing and editing, discover key reasons for using AI Assistant for course creation.

Conclusion

Smart use of AI tools can take your writing and editing processes to the next level. Remember: Consider AI your writing partner, not your replacement. Always review its output, and give it very clear, specific prompts. In doing so, you can maximize its benefits, dramatically increasing the efficiency and quality of your written content.