Using Generative AI in Business

Generative AI is a technology that produces text and other content in response to the instructions (prompts) it is given. In business, it can be applied in situations such as the following.

• ✓Document drafting. Create first drafts of emails, reports, and proposals.
• ✓Summarization. Condense long materials and meeting records into shorter form.
• ✓Organizing meeting records. Turn meeting notes into a readable form.
• ✓Handling inquiries. Assist with drafting replies and creating standard responses.
• ✓Internal knowledge search. Make it easier to find needed information from internal materials and manuals.

Convenient as it is, care is required regarding how input information is handled and the accuracy of the answers. The premise is to set rules on what may be entered, and to use the answers only after a person has reviewed them.

An analogy: a capable assistant you don't hand secrets to

Generative AI is a capable assistant. It is effective for general tasks, but avoid entering confidential data and use it in line with the rules.

Before / after: unguarded vs. safe use

Entering confidential data into free AI carries a leakage risk. With business AI and internal rules, you can use it safely.

Step by step: starting to use it safely

Define the purpose and rules, choose a business AI that protects data, and then use it safely on the premise that a person reviews the output.

~400 employees, already using Microsoft 365

Challenge: Many employees enter business information into free generative AI at their own discretion, and usage varies from department to department. They are concerned about data leakage, yet want to advance adoption company-wide.

Existing environment: Already using Microsoft 365.

• 1Roll out a business plan such as Copilot company-wide, standardizing on a data-protected environment.
• 2Establish company-wide usage rules that define what information must not be entered.
• 3Pilot in some departments to verify usability and effectiveness.
• 4If there are no problems, roll out to all departments in stages and train on usage and rules.

Outcome: The company standardized on a safe environment and improved productivity. The risk of data leakage from unauthorized input into free services was reduced, and usage that had varied by department was standardized.

• QWhat does using generative AI in business mean?
  Generative AI is a technology that produces text and other content in response to the instructions (prompts) it is given. In business, it can be applied to document drafting, summarization, organizing meeting records, handling inquiries, and internal knowledge search.
• QWhat are the benefits of using generative AI in business?
  You can expect less time on routine work, more efficient drafting and summarizing, better use of internal knowledge, and support for handling inquiries. At the same time, care is needed regarding how input information is handled and the accuracy of the answers.
• QIs it safe to enter confidential or personal data?
  With free consumer services, what you enter may be used for training, so care is required when entering confidential or personal data. Business plans handle information differently from consumer plans, for example by offering settings where input data is not used for training.
• QCan the answers be used as they are?
  Generative AI answers are not always accurate, so the premise is to use them only after a person has reviewed the content. Attention to copyright and compliance is also required.
• QHow should a company start adopting it safely?
  A realistic approach is to proceed in stages: define the purpose, select a business-oriented service that protects data, set usage rules covering prohibited input and the review process, run a pilot in some departments, and then roll out company-wide with training.