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About this lesson
Emails are one of the most popular forms of written communications that working professionals use. After this lesson, you'll be able to leverage generative AI to better organize, craft, and respond to emails, ultimately improving your efficiency and effectiveness in email communications.
Quick reference
Key Points
The Email Challenge
The average person receives 121 emails per day, and professionals spend approximately 28% of their work time managing emails. Generative AI can drastically improve email efficiency by automating key tasks.
How Generative AI Can Optimize Your Email Workflow
- Sorting and Prioritizing Emails: AI can categorize emails based on content, urgency, or sender (e.g., "important," "action required," or "low priority"). This allows you to focus on critical messages first.
- Drafting Emails: AI can generate suggested responses or provide a structured starting point for composing emails.
- Grammar and Spellcheck: AI-powered tools can identify errors and suggest corrections in real time, keeping emails professional and error-free.
- Sentiment Analysis: AI can gauge the tone of incoming emails to help you respond empathetically, especially in sensitive situations like customer support or conflict resolution.
Examples of AI Prompts for Email Tasks
- Follow-Up Emails: "I am the owner of [company]. We make [product]. Write a follow-up email to [person] at [other company] about an order. Offer free shipping on any order over $70."
- Responding to Angry Customers: "Analyze the following customer response and create a short, empathetic email that reiterates the problem and promises a resolution within 24 hours."
Benefits of Generative AI in Email Management
- Reduces the time spent on email tasks, freeing you to focus on higher-value activities.
- Ensures communication is clear, professional, and emotionally intelligent.
- Improves productivity and organization by automating repetitive tasks.
Actionable Step
Integrate Generative AI into your email workflow. Start by experimenting with prompts for sorting, composing, or analyzing emails, and track how much time you save and how effectively you communicate.
Login to download- 00:04 The average person receives 121 emails per day.
- 00:10 Now that includes work, spam, social and promotional emails, but still 121 emails a day.
- 00:20 28% of professional working time is spent on emails.
- 00:25 That's at least a couple hours every day looking at and responding to emails.
- 00:33 So how can you use generative AI to help you with this task that takes up such a large amount of the work week?
- 00:43 One way is to sort and prioritize incoming emails based on their content, urgency or sender.
- 00:52 AI can analyze the e-mail content and intelligently categorize emails into different folders like important, action, required or low priority.
- 01:03 This allows you to focus on critical messages 1st and everything else after.
- 01:10 You can also use generative AI to draft important emails.
- 01:15 If you're needing to reply in an existing e-mail chain or a single message, AI can generate suggested responses or provide a starting point for what to say.
- 01:27 This can save time and help you structure your thoughts effectively.
- 01:32 For instance, you could use a prompt like I am the owner of company.
- 01:38 We make product, write a follow up e-mail to person at other company about an order.
- 01:48 Offer free shipping on any order over $70.00.
- 01:53 Personally, this really helps keep my messages well structured.
- 01:58 I'll also integrate AI powered grammar and spell check to identify errors and suggest corrections in real time.
- 02:08 This keeps emails professional and error free.
- 02:12 You can also integrate AI sentiment analysis to gauge the emotions conveyed in emails.
- 02:20 Understanding the tone of incoming emails helps you respond appropriately and empathetically, especially in customer support or conflict resolution scenarios.
- 02:32 This is a great way to efficiently elevate the emotional intelligence of your emails.
- 02:38 A prompt example you could use to respond to an angry customer could be Analyze the following customer response and create a short e-mail response that is empathetic, reiterates the problem, and says we will respond in 24 hours.
- 02:57 Instead of sending almost 30% of your time on emails, imagine how much time, energy, and focus you can spend elsewhere just by adding efficiency to your e-mail process.
- 03:12 O here's what I want you to do.
- 03:15 Try to integrate generative AI into your e-mail workflow.
- 03:20 Quickly respond to people, effortlessly compose emails and uncover the tone of your communications.
- 03:29 Try it out and see how much time you save with this tool and how much more clearly you are communicating.
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