It feels like ChatGPT has always been here, because I can hardly remember a time when I didn’t have my trusty virtual assistant at my fingertips. But it really hasn’t been long at all, and it’s incredible to think just how quickly AI has revolutionized so many roles and workflows. From my perspective, it’s become an invaluable tool in several of my processes as a technical writer and content strategist.
Is it a replacement for me? Nope. I don’t worry about that (at least not right now haha). Mainly because:
- It tends to make assumptions, so I know I need to keep a close eye on anything it happily throws down as fact, and
- I still have to tweak the outputs to get exactly what I want and and what my audience needs. (I’m pretty good at prompting, but I like my own voice best.)
But boy, does it ever save time!
Here are a few ways I use ChatGPT in my day-to-day work:
As a second opinion
Sometimes when I write something, I know it’s technically correct, but it still feels clunky. That’s when I paste it into ChatGPT and ask for a critique. I include my goal for the text – who is going to read it and what they need to achieve upon reading it – and that usually results in some good insights. Even if I don’t take the suggested edits, it’s often enough to help me see what was bugging me about the original.
Structuring messy inputs into clean outlines
When I’m thinking through a knowledge base or user manual, I want to make sure I set up a great structure from the get-go. I open a spreadsheet and list out all the tasks the users will want to perform and the knowledge they will need to complete their goals. Depending on the complexity of what I’m documenting, that list can get really long and really messy. Once I’m done, I feed it into ChatGPT and ask for a draft hierarchy. While I never use it as is (I find buckets can get overlooked, no matter how detailed the list may be), even just the rough structure gives me a great head start in organizing my content logically.
Editing for professionalism without losing voice
Before AI, I’d sometimes spend an hour crafting the perfect tone and phrasing for things like client pitches or cold outreach. Now, I paste in my bullet points and ask ChatGPT to match my tone in a short draft. On average, revising the draft until I’m happy with it rather than creating it from scratch reduces that time to about 15 minutes.
Brainstorming hooks, titles, and analogies
When I’m stuck in my own head, AI helps me break out of default language. I’ve used it to workshop blog titles, explain tricky features with metaphors, and to brainstorm taglines for social media. (Although I usually end up going with my own puns because I can’t resist a good dad joke, just playing with ChatGPT helps me come up with fresh angles.)
Creating realistic examples
Sometimes if I’m writing an article aimed at a very specific user, I want to use examples that will resonate with them. For example, if I’m drafting a sample help article intended for a plumber using field service software, then I want my example to reference parts that will feel familiar. I can get those details quickly from ChatGPT and then add it as sample data to get the perfect software screen capture.
Where AI falls short
Of course, there are limits. ChatGPT doesn’t understand product capabilities like I do, and often jumps to conclusions about features and workflows. (Although, on the plus side, those assumptions are great for helping identify user-friendly enhancements!) It can’t make strategic decisions and, while it can create visuals, I still prefer creating my own. Every AI suggestion still goes through my editorial filter. The value isn’t in the output – it’s in how I use it.
So, in my opinion? Using AI properly when writing isn’t a cheat or a copout, but rather a catalyst for sharper ideas, faster iterations, and clearer communication.
And hey, sometimes it gives me excellent lunch suggestions. Now that’s a good assistant.