The Business Case
While AI coders push the tech to ever-loftier heights, one thing we already know for sure is AI can write emails at the world-class level — in a flash.
Yes, long-term, AI may one day trigger a world in which AI-powered machines do all the work as we navigate a world resplendent with abundance.
But in the here and now, AI is already saving businesses and organizations serious coin in terms of slashing time spent on email, synthesizing ideas in new ways, boosting morale and ending email drudgery we know it.
Essentially: There are all sorts of reasons for businesses and organizations to bring-in bleeding edge AI tools like ChatGPT, Gemini, Anthropic, Claude and similar to take over the heavy lifting when it comes to email.
Here are the top ten:
*Expect Real Time Savings: 68,000 employees at Vodafone are saving an average of three hours each week on emails after switching to Copilot – a Microsoft chatbot that offers ChatGPT as its primary AI engine.
Workers say the gains come from the AI’s ability to quickly draft emails, dig-up information, and more. Nearly 90% of workers in Vodafone’s pilot trial of Microsoft Copilot rated the new tool as beneficial. And 60% said that along with speed, AI-assisted email also improved their overall work performance.
*Be More Efficient With Every Email: Twenty companies that have adopted AI-powered email across a wide spectrum of departments – including finance, HR and operations – say their workers are able to shave minutes off every, single email they auto-write with AI.
Managers especially love AI’s knack for just the right tone, with 47% saying the emails auto-written by AI sound both more professional and less robotic – and forever dump in the trash-bin of history the line, “per my last email.”
*Generate First-Drafts in an Eyeblink: 90% of workers at Amadeus – an IT services provider for the travel industry – find they’re able to cut 30-60 minutes off the first draft of important emails by using AI writing powered by Copilot, which uses ChatGPT as its primary AI engine.
In fact, one Amadeus user reports she’s able to auto-write a working draft for any email in an average of 5-10 minutes. And another says he was able to reduce his nearly 1,000 email queue of unread messages to less than 100 by turning over first-draft writing of emails to AI.
*Expect a Much Deeper Frame-of-Reference With Every Email: Gmail’s AI-assisted ‘Smart Replies’ now goes beyond simply reading the email you’re responding to when auto-writing a reply.
Instead, the AI tool has been enhanced to also draw information and insight for its reply from related emails in your inbox, as well as related data – such as PDFs and docs – that you have stored in your Google Drive.
*Email Effortlessly in Multiple Languages: While English-to-another-language auto-translation has been with us for a number of years now, Google has made it even easier to use by building the function into Gmail’s ‘Help Me Write.’
Now, once you’re finished using Help Me Write to auto-write an email, select its tone and edit it for clarity, word-length or similar, you can use the same AI tool to auto-translate the email into Italian, French, German, Spanish and Portuguese.
*Get More Email Done on Mobile: Google has also made it easier to use AI writing on your smartphone with its next generation of ‘Smart Replies.’
Going beyond auto-generating quick, one-line replies to your emails, Smart Replies can now read multiple threads before responding to an email and send longer, more context aware emails on your behalf – often with just a few taps.
*Auto-Synthesize Sales Notes and Buyer Intent in Sales Email Replies: AI sales email tool Outreach helps teams come up with the perfect email at any moment. Sales reps choose buyer cues and sales assets they want the AI to work with — and seconds later, a draft email emerges offering the optimum combination of all.
The overarching approach: Once sales reps have a working draft, they can quickly tweak and further humanize the copy to create an ideal message.
*Auto-Write More Empathetic, More Human-Sounding Emails: Allstate has grown so enamored with AI, nearly all of its 50,000 customer service emails are now drafted with the tech – helping free-up 23,000 claims reps to do higher-end tasks.
The result: The insurer says the AI emails come across as more empathetic – even though they’re written by a machine. Plus, they also feature much less jargon.
In a phrase: So long clunky abbreviations, insider gobbledygook and toneless prose.
*End Email Drudgery As We Know It: Customer service staff at Zendesk – a customer support software provider – report that since AI has been tasked to handle common requests coming in via email, they’re able to spend more time handling more complex cases that require judgment and caring.
All told, early pilots found that AI can handle up to 60% of incoming customer emails at Zendesk. And there’s been a 22% reduction in ‘ticket fatigue,’ or the human burnout triggered by replying to hundreds-upon-hundreds of the same kind of emails, week after week.
*Boost Morale: 20,000 U.K. civil servants in a three-month trial of Copilot – a Microsoft chatbot powered primarily by ChatGPT – report their moods are a lot brighter, now that AI has taken on a huge bulk of their email and related chores.
Specifically, more than 70% of those surveyed said Copilot eliminated a significant swath of workday drudgery. And more than 80% say they’ll never go back to hand-hewn messaging.
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–Joe Dysart is editor of RobotWritersAI.com and a tech journalist with 20+ years experience. His work has appeared in 150+ publications, including The New York Times and the Financial Times of London.
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