AI Model Usage Guidelines

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Activ8 Energies - AI Model Usage Guidelines

Version: 1.0

Effective Date: 7^th July 2025

Review Date: 7^th July 2025

This document is here to help you understand which AI models you can use in Activ8 and what you can use them for. By understanding each model's strengths, you can use AI effectively and efficiently in your daily work.

It's important to remember that while AI models are powerful tools, you should always review their outputs for accuracy, bias, and appropriateness before using them, especially if you're sharing their output for to support your work or using them for critical decisions.

1. Microsoft CoPilot

What You CAN Do: Microsoft CoPilot is a licensed product that can be built right into Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, etc.). You can use it to:

• Create and Edit Documents (Word, PowerPoint): Draft initial versions of documents, presentations, and reports. Summarize long texts or meetings. Get ideas for content, headlines, or slide layouts. Rephrase sentences for clarity or tone. Create speaker notes for presentations. Get automated layout suggestions and visual additions (like images and icons).
• Manage Emails (Outlook): Summarize long email threads. Draft email responses. Get suggestions to improve email tone and clarity. Flag critical deadlines or commitments in emails.
• Analyze Data (Excel): Get suggestions for formulas. Summarize trends and generate basic reports. Visualize data with charts and graphs. Perform statistical modeling, forecasting, and regression analysis.
• Handle Meetings and Communication (Teams): Summarize live meeting discussions and highlight key points. Quickly catch up on missed meeting content. Identify action items and assigned tasks during meetings. Answer questions about meeting conversations from transcripts.
• Manage Tasks and Projects (To Do, Planner): Automatically plan by building project structures from prompts. Analyze workloads to spot overloaded team members. Track progress and manage priorities.
• Improve General Productivity: Use intelligent search and information synthesis across your Microsoft 365 data. Automate processes (through Power Automate integration). Detect and fix errors in automation flows.

What You CANNOT Do: CoPilot is integrated with your Microsoft 365 data. You cannot use it to:

• Handle or process any sensitive, proprietary company data or client data in any form unless specifically integrated and approved by IT.
• Present AI content that is used to represent your own or Activ8’s created content, it must be labelled as AI generated or AI Assisted.
• Access or process information outside your organization's Microsoft 365 environment.
• Generate content for external platforms without first reviewing and verifying its accuracy and appropriateness.
• Bypass security protocols or access unauthorized data.

2. ChatGPT (OpenAI)

What You CAN Do: ChatGPT is a powerful language model great at understanding and generating human-like text. You can use it for:

• Generating Ideas: Brainstorm new projects, marketing campaigns, or creative concepts. Get topic ideas for articles, blog posts, or social media content. Develop course objectives and lesson plans.
• Initial Research & Summarization: Get background information on a topic. Summarize articles, reports, or complex subjects. Identify key themes and concepts from large texts. Remember: Always double-check factual information from ChatGPT with reliable sources.
• Creating and Enhancing Content: Draft various written content like product descriptions, social media posts, articles, scripts, and marketing copy. Improve writing style, grammar, and clarity. Generate different tones and styles for written communication.
• Solving Problems & Explaining: Get complex concepts explained in simpler terms. Get help with problem-solving in various areas (like math problems or coding logic).
• Coding Assistance: Generate code snippets. Debug code and identify errors. Explain algorithms and programming concepts.
• Structured Tasks: Convert raw inputs into structured formats for data entry and management. Generate template-based responses (e.g., for customer support). Populate templates and create drafts of documents.

What You CANNOT Do: While ChatGPT is versatile, you cannot use it to:

• Handle or process any sensitive, proprietary company data or client data in any form unless specifically integrated and approved by IT.
• Present AI content that is used to represent your own or Activ8’s created content, it must be labelled as AI generated or AI Assisted.
• Access or process real-time, sensitive, or confidential company data unless explicitly cleared by IT.
• Make critical business decisions solely based on its output without human review and verification.
• Generate content that is discriminatory, harmful, or violates company policies.
• Conduct primary, in-depth research where real-time, validated data is required.
• Assume the factual accuracy of any information without independent verification.

3. Gemini (Google)

What You CAN Do: Gemini is Google DeepMind's AI model that can understand and process text, code, images, audio, and video. You can use it for:

• Generating Ideas: Similar to ChatGPT, Gemini is excellent for brainstorming and generating creative ideas for text, images, or concepts based on multiple types of input.
• In-depth & Multimodal Research: Analyze and combine information from text, images, and potentially video/audio. Extract insights from large, complex documents or datasets. Understand and answer nuanced questions, possibly by combining information from different sources. Remember: Always double-check factual information from Gemini with reliable sources.
• Multimodal Analysis: Understand images (analyze content, explain what's happening, or answer questions). Process and analyze videos (generate descriptions, answer questions about content). Transcribe and translate audio across multiple languages.
• Generating & Explaining Code: Understand, explain, and generate high-quality code in popular programming languages. Get help with complex programming problems.
• Complex Reasoning & Problem Solving: Solve problems that need advanced reasoning across different types of information. Analyze complex written information, filter, and summarize large documents for insights.
• Streamlining Workflows (with Google Workspace Integration): Draft blog posts, emails, and advertisements in Docs. Generate images for Slides presentations from text prompts. Tailor virtual backgrounds in Google Meet with detailed text prompts.

What You CANNOT Do: Gemini is powerful for multimodal tasks, but you cannot use it to:

• Handle or process any sensitive, proprietary company data or client data in any form unless specifically integrated and approved by IT.
• Present AI content that is used to represent your own or Activ8’s created content, it must be labelled as AI generated or AI Assisted.
• Replace human expert judgment in fields requiring nuanced understanding and ethical considerations including safety related decisions.
• Generate outputs that could be used to impersonate individuals or create deepfakes without explicit, legitimate consent and clear disclosure.
• Rely on it for real-time information that requires the latest, most up-to-date data (as its training data has a cutoff).

By using these AI models correctly, you can really boost your productivity, creativity, and decision-making. If you're ever unsure which model to use for a task or need more training, please get in touch with our IT support or AI initiatives team.

Further AI models can be reviewed for this guide by sending a request to the IT Helpdesk to review and validate the AI solution.