The Digital Roast: Harnessing AI for Business Productivity

Introduction
Welcome to the first episode of The Digital Roast, where we dive into the transformative world of artificial intelligence (AI) and how it impacts businesses today. In this episode, Brendon McDermott, our host from Focus Technology Group, sits down with AI and Microsoft 365 specialist Sam Haugh to discuss the practical applications of AI, how it enhances productivity, and what business leaders should consider when implementing it.

What is AI and How Can It Help Businesses?

AI is more than just a buzzword; it’s a tool designed to improve efficiency, save time, and streamline operations. As Sam explains, AI can:

Answer complex queries using web resources or internal company data.
Assist in content generation, reducing time spent on tasks like drafting reports or emails.
Act as a digital assistant, helping businesses filter through vast amounts of information.

Unlike traditional Google searches, AI uses prompting—a more detailed and structured way of framing a request—to provide more accurate and relevant responses.

Prompting vs. Google Search: How to Get the Best Results

Unlike a basic search query, prompting AI involves giving it detailed information to ensure better results. For example, instead of asking:

Find me a hotel for my business trip.

A more effective prompt would be:

Find me a hotel near [conference venue] in [city] with access to good restaurants and public transport.

This specificity ensures AI provides tailored, relevant results rather than broad and potentially unhelpful suggestions.

Choosing the Right AI Tool: ChatGPT vs. Microsoft Copilot

There are various AI tools available, but two of the most commonly used in business are ChatGPT and Microsoft Copilot. While both operate on similar language models, they have key differences:

For businesses already operating in a Microsoft 365 environment, Copilot provides significant advantages by integrating directly into applications like Word, Outlook, Teams, and SharePoint.

How AI Enhances Productivity

AI tools like Copilot streamline workflow by:

Generating first drafts of documents, reducing time spent on content creation.
Rewriting text in different tones, ensuring consistency in business communication.
Summarising meetings in Microsoft Teams and extracting actionable insights.
Auto-completing emails based on context, helping professionals draft responses faster.

This not only saves time but also eliminates the common issue of staring at a blank screen wondering where to start.

Security Considerations for Business Leaders

While AI enhances efficiency, business leaders must ensure their environments are secure. Some key considerations include:

Access Controls: Restrict access to sensitive data (e.g., HR files) so AI tools only retrieve relevant, authorised information.
Data Privacy: Understand where AI stores and processes data to comply with company policies.
User Training: Educate employees on best practices for using AI responsibly and effectively.

AI will only pull information users have access to, making proper permissions management a crucial step before full implementation.

Conclusion: Is AI Right for Your Business?

AI is a game-changer, but businesses must approach it strategically. By selecting the right tools, using effective prompting techniques, and ensuring proper security measures, companies can harness AI’s full potential to boost efficiency and productivity.

Stay tuned for more insights in the next episode of The Digital Roast!

References:

Copilot Prompt Gallery

AI Productivity Tools for Microsoft 365 | Microsoft 365 

Cyber Security – Focus Technology