Getting Started with AI at Work

"I was told I need to use AI. What do I do?"

If you've heard that question, or asked it yourself, you're not alone. Leadership wants employees using AI. A lot of people don't know where to start. That's fine. It's simpler than you think.

I built an internal AI chat platform for a regulated company. It runs on the same logins employees already use, keeps data inside the organization, supports multiple AI models, and handles things like document analysis and knowledge base lookups. It's used across departments every day.

The biggest thing I've learned watching people use it: getting started is much simpler than most people assume. Most of the questions I get aren't technical. They sound a lot like the one above. Here's what I tell people.

What you probably already have

Most organizations now have one or two approved AI tools. The two most common:

An internal AI platform. A lot of mid-size and large companies have built or licensed something internal. It usually runs on your existing login, keeps data inside the company, and is approved for sensitive information. If your company has one, that's where you should start.

Microsoft Copilot. If your organization uses Microsoft 365, you likely have Copilot at the basic license level. You can use it through Microsoft Edge or at copilot.microsoft.com when logged into your M365 account. It's secured when you're signed in.

If you don't know what's approved at your company, ask your IT team. That's the right first question.

Is it safe

This is the most common concern, and it's a fair one. Plenty of industries have rules about where company data can go. Using consumer AI tools with sensitive information isn't an option in most workplaces.

That's why approved internal tools exist. They're built so company data stays inside the company. Conversations are encrypted. Nothing leaves the environment. You log in with credentials you already use.

The one rule to remember. Never paste company information into public AI tools like the free versions of ChatGPT, Claude, or Gemini. Always use what your company has approved. That's it.

How to actually use it

I'll be honest. I built one of these platforms, and I'm not a prompt expert. I use AI to help me figure out what to ask AI. That's not a joke. It works.

The biggest piece of advice I can give you: treat it like a person you're having a conversation with, not a search engine. You don't need special commands or technical language. Just talk to it.

The power of a better prompt

A lot of internal AI platforms have a feature that rewrites your prompts for you. You type a basic request, click a button, and it turns it into something more detailed.

Here's an example.

Before:

Draft an email to boss

After enhancement:

Draft a professional and concise email to my boss. The email should clearly state the purpose, maintain a respectful tone, and include any necessary details or requests. Ensure it is well-structured with a polite greeting and closing.

Same intent. Much better results. You don't have to be great at prompting. The tool helps you get there.

If your platform doesn't have a feature like that, you can do the same thing manually. Ask the AI to rewrite your question first, then answer it. Something like, "Take this question and rewrite it as a more detailed prompt, then answer the rewritten version." That works in any chatbot.

Ideas to get you started

Not sure what to use AI for? Here are some everyday things that work for almost anyone.

• Drafting emails or messages. Give it context about who you're writing to and what you need to say.
• Summarizing documents. Paste in long content and ask for a short summary.
• Planning and organizing. Working on a project? Ask it to help you outline the steps, build a timeline, or think through an approach.
• Analyzing data. Upload a spreadsheet and ask for statistical analysis, charts, and insights.
• Brainstorming. Need ideas for a presentation, a process improvement, or a team event? Just ask.
• Proofreading and editing. Paste in a draft and ask it to check for clarity, tone, or grammar.

Tips that actually help

Be conversational. Give it context. "I'm preparing for a meeting with my team about Q2 goals and I need to..." works much better than "Q2 goals."

Iterate. Don't expect perfection on the first try. If the response isn't right, tell it what to change. "Make it shorter." "More casual tone." "Focus on the budget section." It's a conversation.

Give it a role. Try "You are an expert in..." or "Act as a project manager helping me..." This frames the response and makes it more useful.

Use web search for current information. AI models are only trained up to a certain point in time. They don't know about things that happened after their training cutoff. If you need current or time-sensitive information, use the web search feature in whatever tool you're using. It pulls in real-time results so you get up-to-date answers instead of outdated ones.

Always review the output. AI is a powerful tool, but it's not perfect. It can be wrong. Check anything important before sharing, sending, or acting on it.

The best way to learn

The best way to learn AI is to start using it. Open whatever tool your company has approved, log in, and ask it something. Anything. Draft an email. Summarize a document. Ask it how to use AI. There's no wrong first question.

You'll figure out what works for you within a few tries. That's how everyone I know got started, including me.