Modernize Your Content Management Workflows and Save Time with AI

February 28, 2024

Image generated using Microsoft’s Copilot. Learn how it was done in the article below.

Your Cricut saves hours of Xacto knife time by producing that “Drink Up, Butter Cup” sticker for your Stanley tumbler in a few minutes. Generative AI, specifically tools like ChatGPT and Copilot, are going to do the same thing for your brain cycles.

Mike Murchison, CEO of chatbot innovator Ada, suggests AI “introduces a new type of employee” who leverages technology to reduce “the cost of cognition” (LinkedIn). That’s a complicated way of saying we can use AI to conserve some brainpower. Murchison’s business focuses on customer service, but in this article, we’ll see a few examples of how you can easily use generative AI to set yourself up as the new type of advocate marketer or community manager.

Use AI to get quotes and statistics.

The premise of your blog post is mind blowing, I know, but it’s a few stats away from legitimacy. This is where you’d usually find yourself Googling for hours, only to find a set of industry blogs that refer back to each other when quoting the value things like “advocacy marketing” can bring to a business.

The right prompt in Microsoft’s Copilot (free) or ChatGPT Plus with Bing Search (paid) will make you look like the most well-read member of your peer group.

I’ve entered the following prompt into Copilot’s “Precise” mode: “provide quotes or statistics from research that show AI increases the value AND/OR saves time for customer marketers”.

It gives us a few pithy but effective quotes, complete with references to respected sources such as HBR, Forbes, and McKinsey.

Who doesn’t like a stat about increasing sales by 52%?

As tempting as it may be to take what you’re given at face value, always read the source material to make sure the AI tool hasn’t misinterpreted something or used details from a survey that asks people to hypothesize (I can say AI will make me 33.3% more effective, but that doesn’t make it true).

Instantly create content from eBooks.

Whether you’re promoting a new eBook or you found one from an industry source, generative AI will spin up a host of content for your announcement or community post. Again, all you’ll need to do is give ChatGPT Plus or Copilot a PDF to look at and ask it to provide a few things like:

  • A summary of the eBook
  • Quotes from the eBook
  • A headline for the announcement or community post
  • Discussion questions
  • Bonus enablement tip: Have the AI tool generate a multiple-choice quiz complete with questions, correct responses, and distractors

I tend to favor free tools, so I’ll be using Copilot for this example again, but if you are a ChatGPT Plus member, just upload your PDF into the chat and provide similar direction. For fellow Copilot users, you’ll need to use Edge for this one. The integrated assistant lets you ask questions about the current document, including PDFs, presentations, and webpages.

When you have the document open in Edge, click on the “Copilot” icon in the top right of the browser. PDFs will have an “Ask Copilot” button on the top menu bar as well.

You’ll be presented with some useful options to generate a summary and key insights from this document. Click on those and see how you feel about the results. If they aren’t appealing enough, I used the following prompt:

“You are a customer marketer creating an announcement for this document. Generate the following:
A brief summary of the eBook that should persuade readers to download it. Keep it to 200 words or less. Quotes from the eBook that would be great to sprinkle through the announcement. A headline for the announcement. Discussion questions for the comment section.”

If you’re interested in the results from my query above, view them here.

Experiment with the wording and directive of the prompt until you get satisfactory results. You’ll find yourself pruning the summaries, because as hard as you try to persuade generative AI tools to keep things short, they opt for the verbose every time.

Find relevant news stories for your community.

You’ve found yourself running a community for a passionate group of school district IT professionals, but you haven’t even figured out how to change the default admin password on your router.

Instead of paging endlessly through white papers and RFCs, turn to AI to stay relevant with your community members. They will be impressed by your endless supply of oddly specific content.

Prompt: “Find five news stories that would be interesting and relevant to IT professionals. Try your best to find stories related to IT in educational institutions”.

My prompt was simple, but it scoured the news sites and found a few that you’d love to share with the community.

Like the section on getting content from PDFs, why not click into a story and ask it for a summary and some discussion questions as well.

Whatever demographic you happen to be serving, AI tools will help you keep up with the latest news and provide an endless source of content.

Generate images for your posts.

Send apologies to your illustrator colleagues in advance, because a simple prompt in Copilot or ChatGPT Plus will activate DALL-E 3, Open AI’s image generator, which will address most of your graphical needs, especially when it comes to hero images.

You will find individuals who go deep into DALL-E prompt engineering to achieve perfection, and when you have a few minutes feel free to explore that realm, but our goal here is to save you time. Keep in mind that the more detail you provide, the better your results will be, especially when it comes to art style.

For this example, we’ll stick with Copilot, but ChatGPT Plus will allow you to do the same image generation. If you’re looking for inspiration, you can go directly to Microsoft’s image generator instead.

Prompt: “Create a pop art image of a woman working on her MacBook. Show her using AI tools on the screen”.

When you enter your prompt, you’ll be presented with four variations. Click on one to expand it, adjust the art style, or download it.

At this point, you can experiment until you find an image you want to use. As you test out prompts, you’ll find DALL-E’s biases and must adjust your request to compensate for them, especially when it comes to ethnicity.

Finally, it’s always a good idea to review the terms of use and consult with your legal team before using AI-generated images on company properties.

We’ll wrap up this article by pointing you to Lauren Turner’s guide to using ChatGPT for case study creation: From Transcript to Case Study Draft in 5 Minutes with ChatGPT.

This article explains how to use ChatGPT to create a case study draft from a customer interview transcript. It provides a series of prompts to organize, identify, draft, and refine the case study content, following a clear and engaging narrative structure that showcases the customer’s success story.

Conclusion.

We started simple with this post to allow you to ease into the practice of using AI tools in your day-to-day life. In the future, we’ll go a bit deeper into using generative AI to optimize tasks like data and sentiment analysis, automatic summaries of content submissions, scoring evaluations, and more.

How do you use AI to make your life easier?

Modernize Your Content Management Workflows and Save Time with AI

This is a guest blog by Don Currie, member of the Advocacy Mavens Coalition.

The Advocacy Mavens Coalition is an association of open for contracting customer-led professionals, each with extensive industry experience. We’re experts in building advocacy and community programs, designing experiences, running advisory boards, creating content, managing and migrating platforms, and more.

Our members are experienced advocacy marketing strategists, community and customer success managers, educators, designers, video producers, analysts, and technical consultants. Whatever your program goals, this coalition has you covered!

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