AI in knowledge work: five tips to multiply your productivity

If you want to take truly big leaps, let go of the idea that AI is just an email helper or the new Google. Instead, view AI as a colleague walking by your side through different stages of your workday.

Mika Ruokonen

Industry Professor

1 Always start with AI

Forget the old approach where you first did the work yourself and only then checked it with AI. Flip the model: ask AI for ideas and a draft first, then steer it further. Finally, edit and polish the outcome yourself, verify the facts, and add your personal perspective. This way, you’ll avoid the blank page syndrome and jump straight into doing.

Most AI tools are free or very affordable, and you can adopt them yourself without special permission or investments from your employer. The threshold to experiment is therefore very low.

2 Link AI tools together

Choose a few specialized tools that match your work style and connect them so they complement each other seamlessly – or simply use them side by side. For example: brainstorm with ChatGPT, check grammar with Grammarly, do illustrations with Midjourney, prepare slide decks with ChatGPT, and publish with Zapier. This way, you'll optimize your entire workflow instead of limiting yourself to what a single tool can offer.

3 Analyze raw data with AI

For example, create a secure environment in Copilot Studio where you upload materials for analysis. You'll work faster when you can ask questions using everyday language and get quick extracts and summaries from AI to support your own insights. The larger the dataset, the greater the benefit from AI-assisted analysis.

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4 Build your own AI assistants

At their best, these personal applications learn your habits, recurring tasks, and communication style – and gradually adapt to your way of working. You can use ready-made tools such as ChatGPT’s custom GPTs or Microsoft Copilots. AI remembers your previous conversations and suggests next steps tailored specifically for you.

5 Let AI be your coach

What’s the point of all the AI tools if you’re not motivated or excited about your work in the first place? Use AI as a coach that helps you find joy in your work, overcome motivational hurdles, or seek support from colleagues. It can also help with self-assessment and career planning.