Artificial intelligence is fast becoming part of daily business, transforming the way we plan, communicate, and create. Yet for many teams, the notion of using AI tools like ChatGPT seems foreign or intimidating.
Some employees dive right in, ready to explore new technology. Others hold back, unsure of what AI really does or if it's too complex to fit into their workflow. This gap in comfort and confidence is one of the biggest barriers facing companies today.
AI isn't about adopting technology - it's about empowering people. The goal is enhancing human skills, not replacing them. When companies take time out to teach, support, and reassure their teams, AI becomes less about automation and more about opportunity.
Here's how you can make sure every employee is comfortable and capable in their use of AI at work, regardless of age, experience, or tech background.
Before anyone can confidently use AI, they need to understand what AI actually does. To do that, you should start with basic "AI 101" sessions that explain - in easy to understand terms - how AI supports work rather than replaces it.
Give them familiar examples, such as how AI can sum up notes, paraphrase a message, or even suggest ideas. Showing small, relatable use cases helps employees realize AI isn't something to fear.
Try this prompt: "Explain in simple terms, understandable to a complete beginner, what artificial intelligence is."
Ask your team: Which task consumes the most time of your day, and is there any way that AI could make that easier?
Nothing builds confidence better than experience. Rather than concentrate on complex capabilities, let your employees experiment with small, safe tasks.
Create a simple "Five-Minute AI Challenge" for yourself and your team every morning: summarize an email, write a thank-you note, organize your to-do list, or something like that.
Here are some example prompts you can use:
Curiosity quickly replaces hesitation once they see the time that AI saves by automating everyday tasks.
Adoption of new or unfamiliar systems will grow faster when people see the direct value to their processes. Show each department how AI can integrate into their work.
Example prompt: "Write a short, friendly follow-up email to a prospect who hasn't replied in a week."
When employees connect AI to what they already do, it becomes a helpful coworker, not another piece of software to learn.
A prompt is the instruction, question, or discussion topic you type into a AI tool to get a response. Prompt writing is the skill of crafting and refining these inputs to guide the artificial intelligence tool to generate specific, high-quality, and relevant results.
Prompts can be short or detailed depending on the level of complexity you need in your end result; however, being clear and specific in your prompt writing will lead to more relevant responses from your AI tools.
AI works best when we ask the right questions. Show teams how to give AI context, tone, and direction to get stronger results.
Example Promts:
Don't just ask AI to “Write a report".
Explain in detail what you want it to generate for you. Instead ask, “Write a one-page report summarizing last quarter’s customer feedback, including three key insights and one recommendation.”
Spend time with your team refining prompts. The goal is to have everyone practice writing prompts, seeing what answers they get when experimenting with different writing styles. Every session will build skill and confidence.
AI isn't just for automation; it's a powerful creative partner. Use it to brainstorm, plan as a team, or ideate on projects.
Try these prompts:
When employees use AI as inspiration, they will see it as a tool that enhances their creativity, not replaces it.
Adoption requires trust. Teams have to know where AI fits within company boundaries.
Create clear guidelines that explain:
Try this prompt: "List 5 best practices for using AI responsibly in the workplace."
When you can address concerns early, you'll replace uncertainty with confidence.
AI adoption isn’t a one-time rollout — it’s a learning culture. Encourage open conversations, peer sharing, and continual exploration.
Create an “AI Idea Board” or Slack channel for sharing successful prompts and discoveries. Recognize early adopters as AI Champions who help others learn.
Ask your team: What’s one new way you could try using AI this week — and what result are you hoping for?
The more AI becomes a part of everyday conversation, the more naturally it integrates into work.
We have created an AI Quick Reference Checklist to help you and your team explore AI tools in a more approachable way.
Click the link to download the checklist and help your team become more confident using AI.
Knowledge and experience with AI varies from person to person. Some team members who will immediately embrace new tools and others - sometimes members with less experience with technology or those from an older generation - requiring extra support. These employees have a lot of invaluable expertise, but they might feel overwhelmed or skeptical about AI.
Here's how to help everyone feel included and capable.
Introduce AI within tools that your team already use, such as Microsoft Word, Google Docs, or Outlook. Then show them how AI can rephrase text, generate bullet points, or summarize a paragraph.
Familiar platforms reduce anxiety and help employees see immediate benefits.
Example prompt: “Reword this paragraph to sound more concise and professional.
Counterbalance the less confident employees by pairing them with coworkers who love to experiment with AI. Encourage a "buddy system" where they explore tasks together in a supportive manner.
Celebrate small successes, like developing their first AI-generated summary or email draft, to reinforce progress.
Team exercise: Let's practice writing a message of thanks with AI and compare the results.
For employees who have had long careers without AI, you can emphasize that this technology is here to enhance, not erase, their expertise.
Share examples of how AI can save time, reduce stress, or help them communicate their ideas more clearly.
Example prompt: “Polish this report's draft without changing the tone or meaning."
This example prompt will show how AI can be used as an assistant, instead of critic or competitor.
Not everyone learns through video tutorials or a fast-paced demonstration. Clear, printed handouts or a simple visual guide featuring screenshots and sample prompts should be provided to clarify the use of AI.
Encourage short, focused lessons like “How to ask AI a question” or “How to summarize a document.”
Example prompt: “List 3 ways AI could help me organize my daily tasks.”
Repetition and clarity will build confidence faster.
New technology can be daunting to adopt, but with encouragement, the hesitation turns to curiosity.
Recognize effort, not just skill. Let employees share what they have learned and how it's helping them.
Reflection question: What's one thing AI made easier for you this week?
Positive reinforcement builds comfort far more effectively than pressure.
Adoption of AI is not just about introducing new tools; rather, it's to build confidence, curiosity, and connection across all generations.
When companies take the time to educate, support, and empower employees-particularly those who are less comfortable with technology-they unlock the full potential of both people and AI.
Start small. Stay patient. Celebrate progress. Because the real power of AI doesn't come from the tool; it comes from the people who learn to use it together.
If your organization is ready to bridge the gap between people and technology, start by fostering curiosity, not compliance, contact Donna Peterson at dpeterson@worldinnovators.com