How to Train Employees on Generative AI Tools
Why Training on AI Tools is Critical Now
Imagine trying to drive a cutting-edge sports car without any instructions—it’s fast, powerful, and loaded with advanced tech, but without proper training, you'd barely scratch the surface of its potential. That’s exactly what it’s like handing over generative AI tools like OpenAI’s ChatGPT or Microsoft Copilot to your employees without proper training. These tools have the power to revolutionize how we work, boosting productivity and creativity across the board. But if your team doesn’t know how to use them correctly, you might end up with more confusion than innovation.
Generative AI is becoming essential in modern workplaces, and leading companies like Microsoft are integrating it directly into tools we use every day, such as Word, Excel, and Outlook through Microsoft Copilot. However, mastering these AI tools requires more than just understanding the tech. Employees need to learn how to effectively engage with AI, from creating high-quality prompts to ensuring they handle data responsibly.
The key to success? Comprehensive training that unlocks the full potential of these tools while keeping your business data safe.
Understanding the Key Generative AI Tools: ChatGPT and Microsoft Copilot
There are two big names you need to know in the world of AI tools: OpenAI's ChatGPT and Microsoft Copilot. These tools can make work faster and easier, but only if your team knows how to use them.
ChatGPT is one of the most popular AI tools out there. Many people use it to help with writing, answering questions, and even coming up with new ideas. It’s like having a super-smart assistant who never sleeps. With both free and paid versions, ChatGPT is used by businesses of all sizes. The ChatGPT Team Plan is designed for companies, offering more control and privacy for teams using it.
On the other hand, Microsoft Copilot works inside the apps your team already uses, like Word, Excel, and Outlook. It helps write emails, create reports, and organize data with just a few clicks. By blending AI with Microsoft 365, it becomes an easy, natural tool for anyone to use.
Understanding these tools is the first step. Next, it’s about learning how to get the most out of them.
Training Employees on How to Use AI Tools: Focus on Prompting
When it comes to using AI tools like ChatGPT or Microsoft Copilot, knowing what to ask—or how to ask it—is everything. This is where prompting comes in. The better the prompt, the better the results. Think of it like asking for directions—if you're unclear, you'll get lost.
To help your team get the most from these AI tools, teach them how to write clear, specific prompts. Here’s how to make it simple:
Start small: Break tasks into smaller steps. Instead of asking, "Write a report," try something like, "Summarize the main points of this document in 5 bullet points."
Use clear instructions: Be specific about what you want. For example, "Create a professional email to a client thanking them for their purchase" will give a better result than just saying, "Write an email."
Give examples: Show employees sample prompts they can use and modify for their own work. Practicing with real-world tasks makes learning easier.
Training on prompting is like giving employees the keys to unlock AI’s full potential. Without good prompting folks might be fumbling around.
Emphasizing Confidentiality and Privacy When Using AI
Using AI tools is powerful, but it comes with some risks—especially when it comes to privacy and confidentiality. Employees need to know the importance of keeping sensitive information safe when working with tools like ChatGPT or Microsoft Copilot.
Here’s a key rule: Don’t share private or customer data with AI tools, unless you’re using secure versions like ChatGPT Team Plan or Microsoft Copilot. These versions offer better privacy protections, but it’s still smart to be cautious.
Here are some tips to make sure your team keeps data safe:
No personal or sensitive info: Remind employees not to upload personal information, customer data, or confidential files into AI tools unless they’re using a secure version.
Review AI outputs: Always double-check what the AI produces before sending it to clients or sharing it with others, especially in sensitive industries like healthcare or finance.
By focusing on confidentiality and privacy, you protect both your business and your clients.
Designing Effective Training for AI Tools: A Step-by-Step Guide
To make sure your employees get the most out of AI tools like ChatGPT and Microsoft Copilot, you need a well-thought-out training plan. This doesn't have to be complicated. Here’s a simple guide to get started:
Start by assessing your team’s knowledge: Find out who has used AI tools before and who hasn’t. This helps you focus your training on what’s needed most.
Use real-world examples: Show how AI can help with everyday tasks. For instance, teach employees how to use AI to draft emails, summarize reports, or pull data from spreadsheets. Make it practical and relevant to their jobs.
Give them hands-on practice: Let your team try out the AI tools on their own. Have them complete simple tasks, like creating a prompt or generating a short report. The more they practice, the better they’ll get.
Set up short training sessions: Create bite-sized lessons or videos that employees can watch on their own time. You don’t need to overwhelm them with hours of training—just enough to get them comfortable using the tools.
By breaking the training into small steps and focusing on practical use, you’ll help your team become confident in using AI.
And remember, Skill Mammoth can help you design custom training that fits your team’s needs perfectly.
Continuous Learning: Keeping Up with AI Evolution
AI tools like ChatGPT and Microsoft Copilot are always evolving. What works today might change tomorrow, and keeping your team up-to-date is key to staying competitive. That’s why it’s important to build a culture of continuous learning around AI.
Here’s how to keep your team ahead:
Schedule regular refreshers: As new features roll out—like updates to Microsoft Copilot or OpenAI—make sure your team gets hands-on experience with the latest tools. Regular training sessions will help them stay sharp.
Encourage curiosity: Make it okay for employees to experiment with AI. The more they explore, the more creative ways they’ll find to use these tools in their work.
Provide resources: Share articles, videos, or quick tips about new AI developments. This keeps everyone informed without needing formal training all the time.
By creating a learning environment where employees stay curious and engaged, your business will always be at the cutting edge of AI technology.
Empower Your Team with Generative AI Skills
Generative AI tools like ChatGPT and Microsoft Copilot can transform how your team works—but only if they know how to use them effectively. By investing in training on prompting, privacy, and staying up-to-date, you'll unlock the full potential of these tools, giving your business a competitive edge.
And guess what? We’re always sharing the latest tips and trends on AI, training strategies, and much more. Don’t miss out on insider knowledge that can keep your team ahead of the curve. Subscribe to The Herd newsletter to stay updated with expert advice and practical tools delivered straight to your inbox.
Want help building a customized AI training program for your team? Skill Mammoth is here to guide you every step of the way.
