By James Wright, Chief Technology Officer (CTO) at Executech
Artificial Intelligence (AI) is no longer a futuristic concept—it’s a powerful tool transforming how businesses operate today. But with so many terms flying around—chatbots, prompts, agents, workflows—it’s easy to feel overwhelmed. Let’s break it down in everyday language and explore how these tools can drive real value for your organization.
What is AI Chat?
Think of AI Chat as having a conversation with a very knowledgeable assistant who never gets tired or impatient. Just like texting a friend, you type your questions or requests, and the AI responds in natural language. Whether you need help writing an email, solving a problem, or brainstorming ideas, AI chat is your 24/7 digital conversation partner.
Real-world example: “Help me write a professional email declining a meeting” → The AI crafts a polite, professional response you can use.
What are Prompts?
A Prompt is simply the instruction or question you give to AI. Think of it as placing an order at a restaurant – the clearer and more specific you are, the better results you’ll get.
The first prompt gives the AI clear guidelines (length, topic, audience), while the second is too broad and might not give you what you need.
What are AI Agents?
An AI Agent is like hiring a specialist for a specific job. While regular AI chat is a generalist, agents are designed with particular skills and knowledge for specific tasks. Imagine having a team of experts – a writing specialist, a data analyst, a research assistant – each trained to excel in their area.
Examples of AI Agents:
- Customer Service Agent: Handles support tickets and answers common questions
- Content Creation Agent: Specializes in writing blogs, social media posts, and marketing copy
- Research Agent: Gathers information from multiple sources and creates comprehensive reports
What are Workflows?
A Workflow is like creating a recipe that the AI follows automatically. Instead of giving individual instructions each time, you set up a series of steps that happen in sequence, saving you time and ensuring consistency.
Example Workflow for Content Creation:
- AI researches the topic
- Creates an outline
- Writes the first draft
- Reviews and edits for tone
- Formats for publication
- Suggests relevant images
Instead of doing each step manually, the workflow handles the entire process automatically.
What are LLMs (Large Language Models)?
LLMs are the “brains” behind AI chat tools – think of them as massive digital libraries combined with incredibly sophisticated reading comprehension. An LLM has been trained on billions of text examples from books, articles, and websites, allowing it to understand language patterns and generate human-like responses.
Simple analogy: Imagine someone who has read virtually everything ever written and can instantly recall and combine that knowledge to answer questions or help with tasks. That’s essentially what an LLM does, but at superhuman speed and scale.
Popular LLMs include:
- GPT (OpenAI): Powers ChatGPT and many business applications
- Claude (Anthropic): Known for helpful, harmless, and honest responses
- Gemini (Google): Integrated into Google’s ecosystem
- Copilot (Microsoft): Built into Microsoft 365 applications
Why this matters: Different LLMs have different strengths. Some excel at creative writing, others at data analysis, and some at coding. Understanding this helps you choose the right tool for your specific needs.
Microsoft Copilot: Chat vs. Licensed Features
Microsoft Copilot brings AI directly into the tools you already use every day. But there are two different ways to experience it:
Copilot Chat (Basic)
This is like having a helpful assistant in a separate window. You can:
- Ask questions and get answers
- Request help with writing tasks
- Get explanations of complex topics
- Generate ideas and suggestions
Think of it as: A smart chatbot that happens to be made by Microsoft – useful, but separate from your actual work.
Copilot License (Integrated)
This is where the magic really happens. With a license, Copilot becomes embedded directly into your Microsoft 365 apps:
Word:
- “Write a project proposal based on this outline”
- “Rewrite this paragraph to sound more professional”
- “Summarize this 10-page document”
Excel:
- “Create a chart showing sales trends”
- “Find patterns in this customer data”
- “Write formulas to calculate quarterly growth”
PowerPoint:
- “Turn this document into a 10-slide presentation”
- “Add speaker notes to all slides”
- “Suggest better visuals for slide 3”
Outlook:
- “Draft a follow-up email from this meeting”
- “Summarize this long email thread”
- “Schedule time with everyone who can attend Tuesday”
Teams:
- “Summarize what I missed in this meeting”
- “Create action items from our discussion”
- “Draft an agenda for next week’s review”
The Key Difference
- Copilot Chat: You go to AI for help
- Copilot License: AI comes to you while you work
Real scenario: Instead of copying text to a chat window, asking for edits, then copying back – with a license, you simply highlight text in Word and say “make this sound more confident.” The change happens instantly, right where you’re working.
AI Security: Protecting Your Business
While AI offers incredible benefits, security should be your top priority. Think of AI security like hiring a new employee – you want them to be helpful, but you also need to ensure they can’t access or misuse sensitive information.
Why AI Security Matters
When you use AI tools, you’re essentially sharing information with a digital assistant. This means:
- Confidential data could be exposed if not properly protected
- Proprietary information might be learned by the AI system
- Compliance requirements (like HIPAA, GDPR) must still be met
- Company policies need to be enforced even with AI tools
Microsoft Sensitivity Tags: Your Digital Security Guards
Sensitivity Tags in Microsoft are like security badges for your documents and data. They automatically classify and protect information based on how sensitive it is.
How they work:
- Automatic Classification: Documents are tagged based on content (like “Confidential” or “Public”)
- Access Control: Tags determine who can view, edit, or share content
- AI Integration: Copilot respects these tags and won’t process restricted content
- Visual Indicators: Users see clear labels showing how to handle information
Example Sensitivity Levels:
- Public: Anyone can access (marketing materials, press releases)
- Internal: Only company employees (internal memos, policies)
- Confidential: Limited access (financial data, HR records)
- Highly Confidential: Strictly controlled (trade secrets, legal documents)
Real-World Protection
Without Sensitivity Tags: An employee asks Copilot to “summarize this financial report” containing confidential merger information. The AI processes it normally, potentially creating security risks.
With Sensitivity Tags: The same document is tagged “Highly Confidential.” When the employee tries to use AI on it, the system will either:
- Blocks the request entirely
- Requires additional approval
- Processes it in a secure, isolated environment
Best Practices for AI Security
- Implement Sensitivity Tags on all business documents
- Train employees on what information is safe to share with AI
- Use enterprise AI tools that respect your security policies
- Regular audits of AI usage and data access
- Clear policies about AI use with sensitive information
Remember: AI should make your work easier AND safer. The right security measures ensure you get the benefits without the risks.
Why This Matters for You
These AI tools work together to make your work easier and more efficient:
- Start with Chat to explore ideas and get quick answers
- Use specific Prompts to get exactly what you need
- Deploy Agents for specialized, recurring tasks
- Create Workflows to automate entire processes
- Consider Copilot License if you live in Microsoft 365 apps and want seamless AI integration
- Prioritize Security with proper sensitivity tagging and policies
Think of it as building your own digital workforce – one that never calls in sick, works around the clock, gets better at helping you over time, AND respects your security requirements.
Getting Started
The beauty of modern AI is that you don’t need to be technical to use it effectively. Start simple:
- Try basic chat – Ask questions like you would to a colleague
- Understand LLMs – Know which AI “brain” you’re using and why
- Experiment with prompts – Be specific about what you want
- Explore agents – Find ones that match your regular tasks
- Test Copilot Chat – See how Microsoft’s AI can help with daily tasks
- Evaluate Copilot License – If you’re a heavy Microsoft 365 user, consider the integrated experience
- Implement security measures – Set up sensitivity tags and AI usage policies
- Build workflows – Once you understand the basics, automate repetitive processes
Remember: AI is a tool to amplify your capabilities, not replace your judgment. The magic happens when human creativity meets AI efficiency – all while keeping your business secure.
Ready to explore AI for your business? The key is starting simple, staying secure, and building from there. Every expert was once a beginner. Contact Executech to start your journey.