Be careful not to share confidential information and adhere to any institutional guidance, such as on the choice of AI platforms.

1. Use AI for first drafts, not final decisions
   Ask AI to draft a clear, neutral response based on your key points, then edit it yourself before sending. This works particularly well for routine replies, holding responses, or messages that need to be calm and professional rather than bespoke.
2. Summarise long email threads before responding
   Paste a long chain into AI and ask for a brief summary of the key issues, decisions made, and any actions required. This can dramatically reduce the time spent re-reading complex threads, especially when copied into group emails or returning from leave.
3. Adjust tone for different audiences
   AI is useful for sense-checking tone, for example making a message more concise, more formal, or more empathetic. This can help leaders respond proportionately without expending extra emotional energy, particularly in sensitive or high-stakes exchanges.
4. Create reusable response templates
   Use AI to help draft short, polite templates for common situations such as declining requests, redirecting queries, or setting boundaries around availability. Having well-phrased responses ready reduces decision fatigue and supports consistent communication.
5. Use AI to slow things down, not speed everything up
   AI can help draft thoughtful “holding responses” that acknowledge an email while buying time to reflect. This is particularly valuable when messages arrive during high-pressure periods or raise issues that benefit from considered judgement rather than rapid reply.

Finally, it’s not an AI solution, but a related resource is the ‘Email Charter’ on page 24 of the Digital Wellbeing Booklet. It lays out ten approaches to improve the way emails are used and the impact they have.