To get the full return on your AI investment, GenAI needs to be in the hands of as many employees as possible. Its true value comes from saving time and boosting productivity for everyone, regardless of their tech expertise. To make that happen, employees need to feel comfortable using AI in their day-to-day tasks. 

1. Make AI part of familiar workflows

Embedding GenAI into tools employees already know and love—like Word or PowerPoint—makes it second nature to use. The less disruption to their workflow, the faster GenAI becomes an everyday tool.

2. Keep it simple and approachable

AI can feel a bit daunting for those who aren’t tech-savvy. Provide tools that are intuitive and straightforward with minimal setup. When GenAI feels accessible and easy to explore, employees are more likely to engage with it—and trust it enough to make it a regular part of their work.

3. Focus on relevant, everyday use cases

For AI to stick, it needs to solve real, everyday challenges. Flashy analytics may look impressive, but tools that simplify daily tasks have more impact. Start with accessible applications, like automated document formatting or quick email drafts, to show employees how GenAI can make their lives easier from day one.

4. Provide ready-to-use prompts

Not every employee is an AI expert—and some haven’t even used ChatGPT. That’s why offering ready-made prompts or templates helps employees get accurate results right away. Providing teams with simple prompts, like rephrasing, summarizing, or translating text, can have a big impact on efficiency and satisfaction. 

5. Prioritize control and compliance

Scaling AI safely means maintaining control over how models are used, who can access them, and what happens to data. By establishing clear policies on data use, access, and ownership, you can ensure security and compliance while still empowering employees. With the right controls in place, employees are never left second guessing when they can use AI tools and when not.

With the groundwork laid for GenAI adoption, let’s look at a few use cases you can implement right away with Templafy’s GenAI tools. These examples will smoothly add GenAI into your team’s daily routines to improve productivity and content quality.

1. Text refinement and improvement prompts

One straightforward way to introduce GenAI is through text refinement prompts. Templafy’s ready-made prompts allow employees to polish documents effortlessly—whether to improve clarity, adjust tone, or fine-tune grammar.

With no complex setup or advanced tech skills required, it’s a tool everyone can benefit from. Employees simply select a prompt and watch their content improve instantly.

2. Open prompts for custom content creation

Sometimes, teams need tailored assistance. With open prompts, employees can ask questions or generate custom content directly within their document creation tools—like having a virtual assistant by their side.

Here’s why tailored prompts make all the difference (compared with generic AI tools, like ChatGPT):

• Direct integration: Employees use AI in familiar applications, like Word, PowerPoint, or Outlook, without needing to jump between apps.
• Leverage your own AI models: If your company has a custom AI model, Templafy can integrate it so employees always use your preferred tools, keeping everything secure and consistent.
• Keep brand voice and formatting intact: Engineer the AI’s output to reflect your company’s tone and style, ensuring that even custom content aligns with brand guidelines.
• Access rights: Decide who can use GenAI freely based on role and expertise. Templafy lets you tailor access rights, so only the right people can prompt AI according to your company’s needs and standards.

3. Unify your tone of voice across all content

Consistency is everything in brand communication. With Templafy, tone-of-voice guidelines will be integrated into AI outputs automatically. This means that every piece of AI-generated content—whether it’s in an email, a proposal, or a report—will reflect your brand’s unique voice and writing guidelines.

By combining prompt engineering with your communication team’s expertise, Templafy ensures that AI-generated content is consistently high-quality. All teams and departments can collaborate, while maintaining a unified message across all AI outputs.

Read more about how AI prompts can protect your brand here.

Once your AI infrastructure is up and running, it’s time to tap into more advanced use cases. These examples show how GenAI can go beyond general outputs to deliver targeted, high-value solutions tailored to specific needs.

1. Tailored prompts using specialized AI models

One straightforward way to introduce GenAI is through text refinement prompts. Templafy’s ready-made prompts allow employees to polish documents effortlessly—whether to improve clarity, adjust tone, or fine-tune grammar.

For example, a sales-focused model can provide industry trend insights that empower reps to address client challenges more effectively. Or, a customer service model can generate quick, accurate responses to common FAQs.

Read more about how AI prompts can help you create better sales documents here.

2. Boost precision with Retrieval-Augmented Generation (RAG)

For even more accuracy, Retrieval-Augmented Generation (RAG) can be a powerful addition to your AI setup. RAG integrates specific data sets as a “single source of truth,” which helps companies to avoid “hallucinations.”

Here are some use cases you can unlock by using RAG:

• Product-specific FAQs: Ensure responses to product questions are accurate, up-to-date, and consistent.
• RFP responses: Use RAG to provide pre-approved language for Requests for Proposals, making it easier for sales teams to deliver compliant, tailored responses.
• Company-specific resources: Integrate materials like annual reports or vision statements to create specialized prompts that help employees to communicate how your brand and marketing departments would.