A light-hearted guide to dodging cringe-worthy robot-speak at work (especially with your colleagues)
We've all gotten That Email™ — the one that starts with “I hope this message finds you well in these uncertain times,” before launching into a weirdly formal pitch…
Now that AI tools are everywhere, it’s tempting to use them to draft internal updates, memos, onboarding guides, or Slack messages. And that’s fine! AI can be a great support tool — if you keep a human editor in the loop. Otherwise? You risk sounding like a corporate chatbot who thinks your coworkers are kindergarteners.
So in the spirit of good-natured guidance (and with a nod to What Not To Wear), here’s our roundup of what not to do when using AI for professional communication – especially with your own team.
❌ Don’t: Use AI-generated empathy that sounds like a wellness retreat email
“I trust this message finds you safe, centered, and thriving amidst organizational transformation.”
✅ Do: Speak like a colleague.
“Hey team — a couple quick updates on the new process…”
You’re not writing a holiday letter. You’re briefing your coworkers. Keep it real.
❌ Don’t: Talk to people like they don’t know how to do their jobs
“As a reminder, our password management policy exists to promote cyber hygiene across the organization.”
✅ Do: Respect your audience’s intelligence.
“Just a heads up: there’s a new field in the password policy related to shared accounts.”
Your tone should reflect who you’re talking to. Explaining things like your audience is clueless is a fast track to resentment.
❌ Don’t: Let AI turn your update into a LinkedIn post
“I’m thrilled to share some exciting developments from our ongoing journey toward digital excellence.”
✅ Do: Keep it functional.
“Here’s what changed in the latest system update…”
Your team wants clarity, not personal branding.
❌ Don’t: Let “clarity” turn into condescension
“In simple terms, we are adopting a new communication framework. For those unfamiliar, Slack is a messaging tool used for real-time chat.”
✅ Do: Assume competence unless told otherwise.
If someone on your team doesn’t know what Slack is, they’ll ask. Don’t pre-answer every question no one asked.
❌ Don’t: Use AI-generated fake urgency
“Act now to ensure we are collectively aligned on our transformation roadmap!”
✅ Do: Be direct and calm.
“Please review by Friday so we can move forward on Monday.”
Urgency ≠ panic. Save the drama for project status meetings.
💡 Final Thought: Internal communication is still communication
Your colleagues are smart, busy humans. They don’t need a 5-paragraph essay, a jargon salad, or a motivational poster. They need:
- Clear information
- Direct tone
- Respect for their time and expertise
AI can absolutely help with that. Just make sure it’s your voice — not the robot’s — steering the message.
Want to help your team write better, smarter internal updates using AI — without the cringe?
That’s what we do.
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