how i started using ai (and how it’s changed the way i work)

I’ll admit it: when I first heard about AI, I didn’t think it was for me. It sounded big, complicated, and like something only data scientists or tech geniuses could use. But my first experience with AI wasn’t about mastering a cutting-edge tool—it was about solving a problem I just couldn’t handle on my own.

What started as a small experiment to make life easier quickly turned into a way of working that has saved me hours of time, reduced stress, and helped me focus on what matters most. Let me walk you through how I got here—and how you can start using AI to do the same.

the moment i tried ai: a hostile email

It all started with an email. A few years ago, I worked for a boss who could best be described as “challenging.” His emails were often accusatory and aggressive, and responding to them felt like a minefield. One day, after receiving yet another harsh email, I spent an hour trying to craft the perfect response—something professional but not defensive. Nothing felt right.

A friend suggested I try ChatGPT. I wasn’t convinced AI could help me with something as personal as this, but I was desperate. I pasted my draft into the tool and asked, “Can you rewrite this to sound polite, constructive, and professional?”

What came back surprised me. It said exactly what I wanted to say but in a calm, professional tone I couldn’t quite nail on my own. I sent the email, and that was it—the conversation ended there. No escalation, no drama.

That was the moment I realized AI wasn’t just for coding or data crunching. It could be a tool to help me communicate better, manage stress, and get things done. But that was just the beginning.

cutting through chaos as a project manager

After that first win with AI, I started to wonder: If AI could help me manage tricky communication, what else could it do? The answer came a few months later when I was managing a project that felt completely out of control.

There were stakeholders, advisors, and teams all pulling me in different directions, each with their own priorities. Every day, I was buried in a flood of updates: emails, chats, meeting notes. The problem wasn’t the lack of information—it was keeping track of it all.

By the time I finished sorting through the noise, I didn’t have the bandwidth to focus on what mattered most: working with the production team to make sure they had what they needed.

That’s when I remembered ChatGPT. Each morning, I made it part of my routine:

1. I combed through my emails and chats, copying anything relevant to the project.
2. I pasted it all into ChatGPT and asked: “Can you summarize these directives and highlight what’s changed?”

In a matter of minutes, I had a clear, concise overview of what I needed to prioritize. It wasn’t perfect, and I always had to tweak it, but it saved me hours every week. Most importantly, it gave me the time and headspace to focus on my team and the work that really mattered.

a hard lesson about ai’s limitations

Let me tell you about a time when my use of AI backfired—badly.

I was working as a third-level manager, overseeing a huge team of 350 people. Reporting was always a mess—every team’s updates depended on another team’s input, and delays were constant. When I discovered that our task management tool (Asana) had an AI feature for generating reports, I thought I’d struck gold.

I started using it to generate the weekly reports. When the teams didn’t submit their updates on time, I’d just click the “AI Generate” button. The result? A clean, polished report covering risks, concerns, achievements—you name it. I was thrilled.

But after a few weeks, the problems started. Teams far below me in the hierarchy began getting direct challenges from top management about their priorities and tasks. Instead of helping, the AI-generated reports had created a micromanagement crisis.

I realized the reports were technically correct but utterly useless. They didn’t explain why the work mattered, what the strategic goals were, or how everything fit together. Top management, seeing only the surface-level details, started intervening unnecessarily, creating confusion and frustration for everyone.

fixing the problem and moving forward

There’s only one way to fix a mess like this: take ownership. I went to top management and explained that the reports we’d been publishing were subpar. I personally supported the affected teams, helping them explain their work and priorities.

The next step was to fix the reports themselves. I continued using AI to generate them, but I completely changed my approach. Instead of letting the AI dictate the content, I used it as a starting point for creating a proposal. I added context, tied the data to our bigger goals, and ensured the narrative reflected what we were achieving as an organization.

This approach was time-consuming, but in all honesty, reporting on what 350 people are doing is always going to be difficult. The AI tools made it easier—they handled the heavy lifting of summarizing data—but the key was understanding their limitations. Without my input and strategic oversight, the reports would have continued to create more problems than they solved.

how i work with ai: collaboration is key

One of the biggest game-changers for me has been using voice mode to interact with AI. Whether I’m on my phone or PC, being able to talk things through with the AI has made the process faster and more collaborative.

Here’s my basic workflow:

1. Start with a simple request: “Draft a summary of X” or “Give me an example of Y.”
2. Review the output critically: What’s missing? What doesn’t feel right?
3. Provide specific feedback:“This doesn’t work because of XYZ. I’m looking for perspective ABC.”“Rewrite this for a [specific role] or audience.”
4. Iterate: Keep refining until the output aligns with what I need.

This back-and-forth process is where the real value of AI lies. It’s not about getting perfect results on the first try—it’s about shaping the output into something that truly works for you.

how you can start using ai

If you’re feeling overwhelmed or unsure about AI, here’s how to start small:

1. Polish an email: Take a draft you’re struggling with and ask AI to refine the tone or clarity.
2. Summarize updates: Gather notes, emails, or messages and let AI extract the key points.
3. Draft a report: Use AI to create a first draft or outline, then refine it with your own expertise.

The key is to experiment and treat AI as a partner, not a replacement.

final thoughts

AI has transformed the way I work—not because it does everything for me, but because it lets me focus on what matters most. It’s not perfect, and it never will be, but if you’re willing to collaborate with it and put in the effort to refine its outputs, it can be a game-changer.

If you still feel intimidated by AI, don’t hesitate to reach out. I’ve been where you are, and I might be able to help you take your first steps.

”What’s one task you think AI could help you with? Let’s talk—I’d love to hear your thoughts!”