Most leaders don’t struggle to come up with ideas. They struggle to find the time and clarity to communicate them well. That’s where AI writing assistants can be a game-changer.
Tools like ChatGPT, Claude, Microsoft Copilot, and Google Gemini aren’t just clever novelty apps—they’re powerful co-writers that can help leaders get more done in less time, while actually improving the quality of their communication.
Here’s how:
Start With the Brain Dump
When I use AI to draft, I begin by telling it everything I’m trying to accomplish. I describe the audience, tone, length, and the message’s purpose. I’ve even trained AI to mimic my sense of humor by referencing the writers I love—Dave Barry, David Sedaris, Mark Twain.
The more prompt I give, the better the draft I get back. Then I revise. But instead of wrestling with a blank page, I’m shaping something that already has momentum.
Everyday Use Cases for Leaders
If you’re a manager, here are just a few ways to start using AI right now:
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Draft a first version of your weekly team update
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Write a welcome email for a new hire
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Outline talking points for a tough 1:1 conversation
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Rewrite an underwhelming message in a more positive, clear, or empathetic tone
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Generate multiple phrasing options when you’re stuck
None of this replaces your judgment or your voice. It amplifies them. Think of it like a junior writer who drafts fast, doesn’t take feedback personally, and works 24/7.
Helping New Leaders Find Their Voice
New managers often struggle to find the right tone—especially when giving feedback, making requests, or addressing tension. AI tools can model professional yet human-centered language. They can offer examples, reword for clarity, and suggest phrasing that matches a leader’s intent.
Instead of defaulting to silence or stress, new leaders have somewhere to turn for help that’s instant, low-risk, and private.
What to Watch Out For
AI doesn’t know your team. It doesn’t understand nuance or context unless you explain it. So it’s still on you to:
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Double check facts, especially names, numbers, and timelines
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Personalize the tone to sound like you
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Be thoughtful about how your message might land
In other words: use AI as a draft partner, not a final voice.
Teach Prompting as a Leadership Skill
If you’re in charge of developing leaders, consider teaching prompt-writing as part of your training. Good prompts make good output. Help managers experiment with requests like:
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"Write a clear but kind explanation of a missed deadline."
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"Suggest three different ways to frame a tough policy change."
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"Reword this to sound more like me: [insert message]"
These exercises build writing confidence, save time, and sharpen leaders’ awareness of how language shapes perception.
Final Thought
AI won’t take over your job as a leader. But it might take over the parts you didn’t like much anyway—endless formatting, rewording, second-guessing. And that leaves more room for what really matters: clarity, connection, and trust.
This is the first in a 6 part series of posts about using AI in leadership. Coming next: how AI tools can make your meetings smarter, faster, and more productive (without feeling robotic).
