July 5th, 2022

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Watch Your Language: How AI editors are cleaning up questionable employee communication

Firms concerned about employee emails and other digital communications that could reveal trade secrets, expose the business to compliance violations or trigger sexual harassment suits are turning to AI for help.

Essentially, these new AI apps ride shotgun with every employee who is communicating digitally, auto-blocking any messaging that could land the company in hot water.

Generally, the solutions operate in the background on the company network, monitoring emails, outgoing documents, social media posts and other public-bound messaging, all while auto-flagging any messaging that could be problematic.

Who is Notified and How

Immediately after the discovery, an employee erring in messaging is informed through the app. It usually communicates with a pop-up or via email about the specific problem and offers alternate phrasing that can eliminate the issue.

AI editing apps also auto-inform company-designated monitors via email about the misstep, who can then work with the employee if necessary to help ensure future and potentially costly mistakes are avoided.

Furthermore, a majority of these apps auto-generate comprehensive reports on the state of employee communications company-wide, which managers can review for overall trends and anomalies.

 

An AI Editor for Specific Needs 

There are also a number of applications that are industry-specific. Some AI monitoring editors, for example, are finely calibrated to oversee communications in the finance industry. Others are expertly designed to look for industry-specific communication problems that can crop up in healthcare. However, there are plenty of options that cater to other industries.

For instance, some ensure the language used by the marketing team, recruiters and everyone else who communicates for the company using voice, chat, email, instant messaging and/or social media, is inclusive.

The presence of such tech can fend off expensive, years-long lawsuits and allegations that a company is in some way misogynistic, sexist, ageist or discriminatory in some other way towards a particular social group.

Unified Brand Voice and Writing Style 

On the other hand, an AI editor can be helpful for content creation and brand identity. AI is increasingly being used to ensure anyone writing for a company sticks to established buzzwords and themes.

After all, those hot-button words and slogans forged by the marketing team were created to best express the company’s mission, purpose and identity. Those ideas may often take weeks or months of painstaking brainstorming to come up with. 

AI editors save companies tremendous amounts of time, energy and money, as the content writers are supported and guided with customized AI editing tools. They no longer need to manually consult others on the writing style before they publish in print or digital form.

In turn, this enables companies to cut the time it takes to onboard new employees bringing them up-to-speed on company writing style and voice. Instead, anyone using AI editing software that’s customized to promote a specific writing style can get immediate feedback on what they’re writing in real-time. They can set the software to run a sweep of what they’ve written to detect and correct any errors they may have inadvertently injected into the writing.

Still, other AI editors based on the GPT-3 auto-text writing engine are designed for SEO-optimized slogans, marketing copy, and short blog posts that marketing and others create for the company. SEO or Search Engine Optimization helps ensure any content posted on the Web is optimized for search engines.  

The upshot: any content created by these apps can appear higher in search results when people enter keywords into search engines such as Google that match the topics auto-generated by these apps.

Meanwhile, other AI editors are specifically designed for legal writers.  These can be customized to ensure that attorneys and paralegals within a firm use the same boilerplate framework and language for every kind of contract they write.

And they can also be used to auto-generate the same boilerplate phrasing for legal terms and conditions that are commonly added to boilerplate contracts.

 

AI Writing for Specific Audiences 

When it comes to editing, AI writing apps are also getting into the act, offering consumers the ability to customize settings in these AI editors to ensure the software suggests edits for a particular tone and writing style.

One of the most popular AI editors, for example, enables users to fine-tune the app so the resulting edited copy sounds academic or business-like, casual or creative.

The same AI editor also enables users to tune its suggestions to create copy that either informs, describes, convinces or tells a story.

Additional levers within the software trigger editing suggestions that help the resulting copy sound general, knowledgeable or expert in tone, as well as informal, neutral or formal.

Consider AI Writing and Editing for Your Business 

Still not finding what you need? Fortunately, virtually any custom writing style guide you can imagine can be developed from the ground up by an AI team specializing in language.

Bottom line: The easiest way to navigate the ever-diversifying world of AI language monitoring apps is to find a trusted AI consultant,  one who has intimate knowledge of the market and can guide you to the perfect solution for your needs.

 

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