The launch of ChatGPT in late 2022 marked a turning point for LLMs, generative AI, and natural language technologies. It’s remarkable to see how quickly this landscape has evolved; even now, it feels like the journey has just begun.

At CTaccess and in my own daily AI journey, we’ve experienced many iterations. We moved from early ChatGPT experimenting to heavy Copilot use and continue exploring new tools. We’ve learned prompting methods, built and trained agents, and matured their use in our process automation. We’ve evaluated more vendors for agentic capabilities and AI customization in daily workflows.

Whether you’re new to applying AI or already experimenting, here are 7 key practical takeaways from recent years:

#1. AI is Constantly Evolving

But don’t let that stop you from starting. First, choose a reliable platform like ChatGPT, Copilot, Gemini, or Claude and focus on learning it. Waiting means missing out on experience and advantages. Second, avoid trying every tool, unless you enjoy exploring, don’t fall into “tool tourism.” Pick one and commit to moving forward.

#2. Any Tool is Great for Learning, But if You Use Microsoft 365, Consider Copilot

The paid version natively accesses OneDrive, SharePoint documents, and your email. This can be highly valuable. Copilot can mine emails and documents to prepare for meetings, reply to emails, write policies, create marketing material, and more. It’s smarter about your work thanks to built-in access.

#3. Learn to Prompt Like a Pro

AI gives different results based on your instructions. Use CRIT from Geoff Wood’s The AI-Driven Leader:

• Provide Context: “We are a 30-person engineering firm.”
• Assign a Role: “Act as Senior HR Director.”
• Ask AI to Interview you: “Ask me at least three questions to improve the result.”
• Clarify the Task: “Create a policy under two pages.”

#4. Look for AI in Your Core Software

Many vertical software platforms now add AI features for specific tasks. For example, Help Desk software can examine the problem at hand, search ticket knowledge bases, and suggest solutions in seconds. Depending on your business, AI tools should be on your software roadmap. If not, question whether you are using the right software.

#5. The Best is Yet to Come With AI Automated Workflows

So far, most adoption has focused on using AI as a knowledge and writing assistant, which is valuable, but the real advantage lies in addressing workflows. When AI automates business processes, it enforces and advances work. Human oversight of process steps shifts to digital management, transforming operations.

#6. Prepare for Advanced AI in Your Organization

This is important even if you’re not there yet. The greatest value comes when AI accesses your company’s knowledge. If documents are on old platforms like traditional Microsoft servers, many tools can’t use them. For Copilot, store documents in SharePoint or OneDrive. For Laserfiche AI, use its recent platform. Upgrading storage moves you forward.

#7. Have an AI Strategy and Policy for the Company’s Use

People will use AI, whether you have a strategy or not, and many already do. If you block it on your network, they will use personal devices. Create a policy, specify the chosen platform, and establish guardrails to protect company data and reputation.

The reality is that nobody has figured out AI yet, which is part of the opportunity. It is always changing, and we are always learning to apply AI more effectively. In the last year, it has become a stronger platform, doing many tasks better, making fewer mistakes, and saving more time.

Those who lean in, imperfectly or not, see growing value from AI. Embracing this technology now positions your organization to harness the exponential momentum ahead. The greatest opportunities will go to those who proactively learn, adapt and lead the way forward.