How to use AI for writing, by role Which AI writing tool fits your role?
Published
For 17 roles and situations: the texts each one writes most, the kind of AI tool that fits them best, and why.
Part of the guide: Speech to text vs. AI automation vs. AI writing assistants
- Speech to text
You speak, AI writes it down
You say what you want to write. A speech-to-text tool such as WritingAnt turns it into well-written text instantly or within a few seconds. The content and the judgment stay yours.
- Agentic AI workflow
AI writes by itself
A workflow or AI agent writes and sends the text from data and rules. A person approves the draft, if anyone does.
- AI chat or writing assistant
You and an AI iterate on one text
You refine one text with an AI chat or writing assistant over several rounds, mixed with editing on the keyboard.
Which approach fits which role
What decides the fit is the kind of text a role writes most, and who has to stand behind it. Roles that carry a client relationship, a team or a decision mostly write texts that only they can write.
| Question by role | Typical writing use cases | Best AI tool fit | Why |
|---|---|---|---|
| How can people managers and team leads use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Feedback, follow-ups after one-to-one meetings and status updates. Coordinating work within the team and with other teams and company functions, moving a plan forward round by round. Sharing information, asking for views and giving their own, and communicating decisions. | Speech to text | What to say depends on knowing the person and the situation. The manager answers for every word, so the manager should be the one saying it. |
| How can project managers use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Stakeholder updates, answers to client and stakeholder requests, decisions and risks. Team chats, reminders and coordination with other teams and functions such as development, finance and legal. | Speech to text | Coordinating an answer means knowing who decided what, and why. The project manager knows it; an AI that was not part of the work cannot. |
| How can product managers use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Requirements, tickets, product updates to users, answers to stakeholders, prompts for AI tools. Coordination with engineering, design, sales and support, and decisions shared in team chats. | Speech to text | Details and priorities matter, and people give more context when they speak than when they type. |
| How can founders and executives use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Day-to-day collaboration with employees: direction, decisions, feedback and answers in team chats, and coordination across functions as the company grows. Messages to partners, plus investor updates, customer emails and messages to candidates. The Concise and Executive Brief writing styles often fit especially well here: they keep every message on point, as people expect from a leader. | Speech to text | Every message represents the company and builds a relationship. Much is at stake per message, and there is little time per message. |
| How can recruiters and recruiting managers use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Personal outreach and feedback to candidates. Coordination with hiring managers, HR and the teams that interview. | Speech to text | Candidates ignore outreach that reads like a template. Feedback to candidates and hiring managers lands best when it is personal and sent while the conversation is fresh. |
| How can key account managers use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Client emails, answers to client requests, renewal and offer messages. The internal coordination behind them: with delivery, product, legal and finance, and in the account team’s chats. | Speech to text | The value of the role is the relationship. The client expects a message from the person they know, written for them. |
| How can customer success managers use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Onboarding messages, check-ins, answers to concerns, renewal conversations. Coordination with support, product and sales on what a client needs, and updates in team chats. | Speech to text | Retention depends on the customer feeling understood and cared for by a real person who knows the account, with judgment and accountability behind every message. That person also notices when the obvious first answer is not the strongest one, and can drive the work with support, product and sales that makes a better reply possible. |
| How can second- and third-level customer support use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Complex cases, complaints and escalations. Internal handovers and coordination with engineering, product and first-level support. | Speech to text | These cases reached a person because the standard answer did not help. The answer needs analysis and the right tone, and the queue needs speed. |
| How can B2B customer support use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Answers to business customers on technical and account-specific requests, incident updates and follow-ups until a case is closed. Internal handovers and coordination with engineering, product and the account team. | Speech to text | A business customer’s operations often depend on the answer. It should come from a real person with judgment and accountability: personal, caring and written for that customer’s setup. That person also sees when the obvious first answer is not the strongest one, and can coordinate with engineering and the account team to prepare a better reply. |
| How can sales use AI for follow-ups and replies? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Follow-ups after calls, answers to prospects, cover emails for proposals. Internal coordination for offers with pricing, legal, delivery and product. | Speech to text | Follow-ups get good outcomes when a real person writes them: personal, caring messages, backed by that person’s judgment and accountability. A person also notices when the obvious first answer is not the strongest one, and can drive and coordinate the internal work that makes a better reply possible. |
| How can advisors and consultants use AI for writing? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Client emails, letters, recommendations, answers to client questions. The internal coordination behind them with colleagues, specialists and the back office. | Speech to text | Clients pay for a real person’s judgment and accountability. Advice lands best as a personal, caring message from the advisor they trust. The advisor also sees when the obvious first answer is not the strongest one, and can bring in colleagues and specialists to prepare a better one. |
| How can you write prompts for AI tools faster and better? | With modern speech to text and AI-powered automatic editing, such asWritingAnt: Prompts for AI chats, coding assistants and AI agents. | Speech to text | Faster: speech to text is usually around three times as fast as typing on a keyboard. Better: a spoken prompt contains more context than a lazily typed one, and more context gives better answers. |
| How can first-level customer support use AI for writing? | With a highly automated, agentic AI workflow: Password resets, delivery status, opening hours, how-to answers from the help center. | Agentic AI workflow | The same questions with the same answers, at any hour. An easy way to reach a person should remain, with complex cases handed over. |
| How can sales use AI for first contact at high volume? | With a highly automated, agentic AI workflow: Cold outreach for simple products and services with a low price. | Agentic AI workflow | Works where a small response rate is enough and the offer explains itself. For offers of high value, a shorter list with messages written by a person gets more replies. |
| How can operations and administration use AI for writing? | With a highly automated, agentic AI workflow: Confirmations, reminders, invoices, status and policy information. | Agentic AI workflow | Information without judgment. Templates and automation are reliable and cheap here. |
| How can authors, journalists and analysts use AI for writing? | With an AI chat or writing assistant: Books, articles, studies and long reports. | AI chat or writing assistant | The text itself is the product and will be read for a long time. Several rounds with an AI chat or writing assistant, or a plain keyboard, are worth the time. Speech to text is a fast way to get the first draft down. |
| How can marketing and communications use AI for writing? | With an AI chat or writing assistant: Campaigns, web pages, press releases, newsletters. | AI chat or writing assistant | Published to many readers, reviewed by several people and revised many times. Speech to text is a fast way to get the first draft down. |