More and more of us are considering how to leverage AI tools in our work. At its best, AI can streamline and accelerate work processes.

The release of the free version of the AI-based conversational program ChatGPT in December 2022 became something of a turning point. Since then, the use of ChatGPT and its competitors, such as Microsoft Copilot and China's DeepSeek, has increased rapidly.

AI applications are now being developed at such a rapid pace that identifying the most effective ones from thousands of options is challenging. We asked two Artificial Intelligence Coaches – Taina Norha and Terho Tirkkonen – to select the best applications for knowledge workers.

Norha and Tirkkonen advise testing the features of these applications weekly, as the development pace is so fast. Among users, a distinction is beginning to emerge between those who have experimented with the possibilities of AI and those who actively develop ways to utilize it.

Things to Check Before Using AI in the Workplace

• Check whether your employer has established guidelines for using AI. Ensure you understand how AI applications, such as ChatGPT, Microsoft Copilot, or DeepSeek, can be used.

• If use is prohibited on the employer-provided computer and network, you can inquire whether it would be permissible if the application’s data management were located in Europe instead of the US. For example, ChatGPT offers this option for its Edu and Enterprise customers.

• It is recommended to adjust the AI application settings so that the material you input is not used for AI training purposes.

• Pay attention to data security, privacy, and trade secrets when inputting material into AI applications.

• Copyright-protected material, such as textbook content, should not be uploaded to AI applications. However, with discretion, you can input such material and request a summary for personal use, provided that the settings prohibit the use of the material for AI training and that you reference the original source.

• Keep in mind that applications like ChatGPT may provide incorrect answers. The application will generate a response regardless of whether it has sufficient information on a topic.

• Remember that using AI applications, like other internet activities, consumes natural resources.

• AI applications are sometimes trained with years old data. Thus, a Google search or Microsoft Bing search may provide more up-to-date information.

Resistance to AI applications a year ago worried me. Of course, it's wise to be cautious with new things, and I also teach caution. But categorical refusal won't get us far, says Artificial Intelligence Coach Taina Norha.

Learn to Prompt Effectively

Using AI applications like ChatGPT requires prompting skills. ChatGPT and other similar AI chatbots, such as Google's Gemini, engage in dialogue with the user.

When prompting, you provide the application with context: what you need help with and what your goal is. When supplying background information, consider questions such as who, what, where, when, why, and with what objective.

"Always tailor your prompt to your specific situation. Aim to get to a conversational level with the program," says Taina Norha.

Prompting involves placing the issue in context.

"For example, specify the role you're working in, the type of organization, what you need to achieve – in other words, your objective – and who the target audience is. You can also ask the application to formulate the response in simple terms that even a child could understand."

"You don't need to create a perfect prompt on the first try. You can iterate, providing additional instructions and modifications step by step," says Norha.

“The use of voice commands in AI applications will increase significantly. Speaking to AI can be refreshing compared to all the typing on a computer,” says Artificial Intelligence Coach Terho Tirkkonen.

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Text: Iida Ylinen   Photos: Jani Laukkanen

The text is part of the article that has been published on ASIA member magazine 2/2025.