Human vs. Robotic AI: How to Build a "Voice Gem" for Better Emails
Many professionals find themselves spending excessive time composing and re-composing emails and messages, often second-guessing tone and clarity. The challenge lies in ensuring that communications are understood as intended, but this can lead to long, convoluted messages that risk miscommunication—or simply waste valuable time.
How AI Transforms Communication
Artificial Intelligence offers a powerful tool for making email and message writing more efficient and clear. Utilizing AI not only streamlines your workflow but can also help maintain your unique tone and personal style—so you don’t sound like a robot in your client communications.
From Clunky to Clear: A Real Example
Consider this initial message sent to a client:
“Hey [Name], just wanted to update you on this task. Our dev member working on this task was asked to help on a different task today, so he said he will be able to finish his task tomorrow. That means I’ll test it tomorrow and then book a time for UAT on Monday or Friday when I confirm it’s good. Do you have a preference on when you can meet?”
While this is not a bad message, it’s a bit wordy and unclear. After using AI, the improved version became:
“Hey [Name], the task is delayed one day. Our developer was pulled onto a different project today. I’ll test tomorrow and schedule UAT for Friday or Monday. Do you prefer either of those days?”
The revised message is concise, direct, and includes a clear question—making it easier for the recipient to respond and reducing room for misunderstanding.
How to Use AI to Communicate More Effectively (and Still Sound Like Yourself)
It’s tempting to simply prompt your AI tool with something generic like, “Help me write an email to client letting them know a task was delayed.” While this can be a good starting point, you may end up with wordy or overly generic responses.
Instead, you can:
- Provide more context about the message.
- Draft your own message first, then ask AI to review it for clarity and tone.
- Specify the style and intent you want to maintain.
Creating a Personalized AI Communication Assistant
Most modern AI tools—including Gemini and Claude—allow users to set up a customized workspace or “gem” (in Gemini terminology). Here’s how you can configure one:
- Create a new “gem” in your chosen AI tool. Name it something like “Communication Helper.”
- Feed it your preferred tone, style, and examples of communication. Add training materials or samples of effective emails.
- In the gem’s instructions, clearly outline rules and preferences:
- Your preferred writing style (concise, friendly, direct, etc.).
- Types of language or tone to avoid.
- Any relevant context about you or your business.
- Add reference examples or Google Docs with sample emails for deeper learning.
With your personalized AI workspace in place, you can:
- Paste your draft and have the AI rewrite for clarity, brevity, or tone.
- Ask the AI to identify potential misunderstandings in your message.
- Continually refine your AI assistant by providing more examples and instructions.
The Benefits: More Time, Fewer Misunderstandings
Leveraging AI in this way accelerates communication, reduces misunderstandings, and improves relationships with clients and colleagues. As a result, you save hours each week—and recipients appreciate clearer, more actionable emails.
Your Next Steps
If you’re ready to streamline your communications and want to explore how automation can benefit your business, consider implementing these AI techniques today. Personalizing your AI setup ensures that your messages remain both efficient and uniquely yours.