How to use artificial intelligence in your daily professional life, according to a former Microsoft executive

In an article published by Business Insider on October 19, 2026, Chris Williams, Microsoft’s former vice president of human resources, outlined three ways to integrate AI tools into the workplace. He also warned against one task that should never be fully delegated to AI systems: automatically sending messages and documents without human review.

1. Use AI as a second opinion

Williams suggests using artificial intelligence to analyze ideas and identify flaws in reasoning, rather than relying on it to create arguments or make decisions. One question he recommends asking is, “What am I missing?” For example, someone preparing a presentation for leadership can ask AI to identify potential objections, inconsistencies, and challenging questions that might arise during the meeting. The goal is to expand the analysis before making a decision, not to accept all the system’s suggestions.

2. Request summaries of extensive information

The second application involves using AI to synthesize complex documents, such as lengthy reports, meeting minutes, or detailed responses. Professionals can request a summary that includes decisions, key arguments, risks, and required actions, setting limits like five topics or a paragraph of up to 100 words. For instance, the tool can transform an extensive transcript into a concise summary of discussed topics and pending issues, making it easier to reference later. However, the summary should serve as a starting point; important details still require reviewing the original material.

3. Let AI organize accumulated tasks

The third recommendation focuses on operational tasks, such as classifying files, filtering information, and organizing documents. Williams shares an example of reviewing files for transfer to a new computer, where AI helped identify unnecessary old programs and documents. The same principle applies to an inbox with thousands of emails or a shared folder with multiple document versions. Instead of letting the tool delete files indiscriminately, users can request a list organized by relevance, date, type, or potential duplicates, then review the suggestions before making a final decision.

What should never be fully delegated to AI

Williams states that he does not allow AI systems to automatically send emails, messages, or documents without his careful review. His concern is that, despite their speed, these tools can misinterpret information, choose inappropriate recipients, or transmit incorrect data, which can harm professional relationships. The recommendation is to separate preparation from execution: AI can organize information, suggest responses, or identify pending tasks, but users must validate the results before authorizing irreversible actions. This also applies to decisions involving confidential data, where it is essential to comply with company policies on what can be shared with each tool.

How to incorporate AI into your professional routine

The three applications presented by Williams share a common theme: using technology as a support tool, not as a replacement for human judgment. AI can help identify flaws, reduce information overload, and organize repetitive tasks, but its results must be evaluated in context. To adopt these practices, professionals can start with a specific task, define the expected outcome, and compare the tool-generated material with the original information, verifying the accuracy of responses and maintaining control over important decisions and actions.