Different AI tools are optimized for different types of work. A useful rule of thumb is to match the tool to the task.

ChatGPT

Best for:

• Strategic thinking

• Drafting and editing text

• Brainstorming ideas

• Prompt-based workflows

Claude

Best for:

• Analyzing large documents

• Summarizing reports

• Identifying patterns in complex information

• Structured reasoning

Gemini

Best for:

• Visual generation

• Image creation

• Multimedia tasks

• Integration with Google tools

Copilot

Best for:

• Working inside Microsoft tools (Word, PowerPoint, Outlook)

• Drafting emails or slides

• Assisting with everyday workflows

Many professionals use multiple tools in combination, depending on the task.

AI tools are generally safe to use for non-confidential information, but sensitive or confidential data should not be uploaded to public AI platforms.

• Avoid uploading confidential client data

• Remove identifying information where possible

• Use anonymized examples

• Prefer enterprise versions if handling sensitive information

Think of public AI tools similarly to cloud services – anything uploaded should be information you are comfortable sharing externally.

Most AI tools process your input to generate a response and may temporarily store prompts and outputs.

Depending on the platform settings:

• Conversations may be stored for a limited time period

• Anonymized data may be used to improve models

• Users can often disable training in privacy settings

Importantly, your conversations are not visible to other users, but platform providers may analyze data to improve system performance.

Effective prompting significantly improves AI output. A useful structure is:

Context → Role → Task → Constraints → Output

Example:

“Act as a communications strategist. Based on the attached briefing, propose three strategic campaign concepts for a COPD awareness campaign. Keep the suggestions concise and suitable for a leadership presentation.”

Helpful prompting trips:

• Clearly define the role you want the AI to play

• Provide context and background information

• Specify the format of the response

• Limit the output (e.g., “give three options”)

• Iterate and refine prompts based on the results

Prompting is a collaborative process, not a one-time instruction.

Several AI tools can support the creation of visuals and presentation content, though each has different strengths.

Gemini

Often performs well for:

• Generating images and visual concepts

• Creating multimedia content

• Supporting visual ideation

Chat GPT (with image generation tools)

Useful for:

• Developing presentation storylines

• Drafting slide content

• Generate visual concepts that can later be refined

AI-powered presentation tools (e.g., Gamma, Canva AI)

These tools are specifically designed to:

• Generate slide decks automatically

• Design presentation layouts

• Turn outlines into full presentations

In practice, many professionals use AI to prototype ideas quickly – generating visual concepts or presentation structures – before refining them further in traditional design or presentation software.

Many AI platforms allow users to customize how the model interacts with them.

Personalization can include:

• Preferred tone of voice

• Writing style

• Professional background

• Formatting preferences

• Response guidelines

This helps AI better adapt to your needs and produce more relevant outputs.

Yes. Changes to personalization settings typically take effect immediately for future interactions.

However, previous conversations may not fully reflect new settings unless you start a new chat or project.

Most platforms currently support one main user profile per account.

However, you can create separate projects, custom assistants, or specialized prompts to simulate different roles or writing styles.

For example, you might create a custom assistant trained to write in the tone of a specific executive.

AI responses are rarely perfect on the first attempt.

Ways to improve results include:

• Clarifying the task

• Adding more context

• Narrowing the request

• Asking for revisions

• Providing examples

AI works best when treated as a collaborative partner, where outputs are refined through iteration.

AI outputs can very due to several factors:

• Different prompts

• Different context provided

• Personalization settings

• Conversation history

• Randomness in the model

Paid versions of AI tools often provide:

• Access to more advanced models

• Faster responses

• Longer context windows

• Additional features

However, differences in results are usually caused more by prompt quality and context, rather than whether a user has a free or paid version.