In today’s fast-paced digital landscape, AI has become a pivotal game-changer, especially in the way we manage our workloads. A prime example is email management.
What was once a time-consuming task—drafting, finalizing, and sending emails—has been streamlined by AI tools into a process that takes mere minutes. I have tested dozens of AI tools for email management, but among them all, Shortwave has emerged as my personal favorite.
My Early Experiences with Shortwave
Initially, my approach with Shortwave was quite simple. I would draft an email and simply ask Shortwave to refine it for grammar and clarity. This in itself was a significant improvement, as Shortwave couldn’t resist but to change a bit more than just the grammar. Usually for the best.
However, the real game-changer occurred when I discovered that by merely stating my intentions, Shortwave could craft an impressively coherent and contextually appropriate email. For instance, a simple prompt to emails like “yes, will do” would transform into a professional and complete response.
Something like this:
Hi Patrick,
Thank you for reaching out and sharing your positive feedback on our latest product release. I will ensure that this feedback is conveyed to our VP of Products. If any additional information is required, he will contact you directly.
Thanks,
Emin
Shortwave extracted the context from the email, combined it with my affirmative response “Yes, will do,” and applied the style and tone gleaned from instructions and my previous emails to craft that reply. Could email automation possibly get any better?
Advanced Utilization of Shortwave
The feature mentioned above was a revelation, as it drastically reduced the time I spent on email correspondence. However, I discovered that Shortwave’s capabilities extended even further. When faced with a unique query that I hadn’t encountered in some time, I asked Shortwave to search through my past emails for a similar request.
It promptly located a relevant email from 2019, providing not just the answer but also a link to the original conversation. Old habits almost had me drafting a response manually, but seizing the opportunity, I instead asked Shortwave to reply using the information and tone from the 2019 email.
The result was a customized, contextually perfect response, showcasing Shortwave’s adeptness at learning from past interactions and applying that knowledge to current situations.
Envisioning a New Era of Automated Email Responses
Could this already impressive tool become even more efficient? I believe it can. If someone from Shortwave is reading this, it’s time to grab a pen and paper! Picture fully automated responses for specific types of emails you receive. An email arrives in your inbox, and in that instant, it is reviewed by AI, a response is crafted, and instantly sent to the customer—voila!
The idea of this level of automation might raise concerns, but please lower your eyebrows and hear me out! Consider all those emails we receive where the appropriate action seems immediately evident from our perspective. One such type is emails that require redirecting the sender to the correct department or providing standard information from the knowledge base—tasks that are perfectly suited for AI automation.
For instance, Shortwave could scan incoming emails, categorize them, and respond appropriately based on the evaluation criteria. A customer with product issues might reach out asking for assistance. The AI would evaluate and recognize that the problem pertains to product support, and the solution is to contact Customer Support.
An automatic response would be sent, ensuring the customer receives an automated yet personalized reply, directing them to the appropriate resources. Such a system could substantially decrease response times, thereby enhancing the customer experience and freeing up valuable time for more complex tasks.
Envision an automated response like this:
Hello Patrick,
I am Shortwave, Emin’s personal AI assistant. It seems from your email that you are having trouble accessing the administrative features of your CRM.Client. Our Support Team is prepared and available to assist you with this issue. You can reach them at (link) where you have the option to either chat with a representative or create a support ticket.
Please be mindful that as an AI, there is a chance I might have misunderstood your request. If this is the case, my response may not fully address your specific question. Please let me know if this answer was helpful.
At the end of such emails, options such as “This helps” and “I still need assistance” could be provided, ensuring a fail-safe for AI while also maintaining a balance between automation and personal touch.
If your response is helpful to the customer, they will be delighted to receive a solution within a few seconds of their initial outreach, eliminating the need to wait for your response. If it is not helpful, they can simply click on the option “I still need assistance,” which will trigger the sending of an additional email.
It doesn’t get better than this.
Or does it? Looking ahead, the evolution of AI tools like Shortwave points to an exciting future. These advancements promise more than just efficiency; they hint at a new era where AI seamlessly complements our daily lives. And technology is moving faster than ever. As AI continues to evolve, it’s not just about the tools we use, but about how they redefine our interaction with technology and the endless possibilities they bring.
