Keeping documentation in check can be a tedious activity. It doesn’t help that it is a continuous task that you can’t simply do once and forget about it once it’s over. Instead, you need to create new documents and update old ones regularly.

Luckily, technology has advanced so much that you no longer have to hire additional employees to take care of your documentation but can instead use tools to help you. Hence, here’s how you can use AI writing tools to simplify project reports and make keeping documentation effortless.

What Are AI Writing Tools?

AI writing tools are applications, programs, and online tools that use various Artificial Intelligence technologies to perform tasks that are usually done manually by humans. Writing tools usually specialize in text generation, proofreading, research, etc., but some tools offer multiple features at once.

The Pros of Using AI Tools

AI tools have been around for a while now and keep gaining more and more popularity every year. They are becoming more and more advanced and offer superior functionality compared to what they used to be like just a decade ago. Here are the biggest advantages of using AI tools for organizing your documentation:

#1 Become More Efficient

Firstly, you will definitely become more efficient once you start using AI tools (provided that you use them correctly). Utilizing AI tools daily to perform a variety of tasks can help you complete a bigger workload in a shorter period of time which will increase your productivity. You can also reduce costs which can ultimately help you become more efficient.

#2 Tools Are Rapidly Developing

One of the best things about the field of AI is that it is rapidly developing which means the tools are improving quickly as well. Of course, you can still use human writers from the writing agency Trust My Paper to help you organize your documentation. Yet, these tools will already be of great help and will make the process much easier.

#3 Standardize Everything

Many AI tools let you use in-built templates for specific types of texts, but you can also set up your tool of choice to follow a particular logic when creating specific types of documents. This will ensure that everything is standardized and there is no inconsistency in the formatting or wording of your documentation.

#4 Reduce Costs

As mentioned earlier, one of the positive results you will see once you start using AI tools is that your costs are decreasing. You don’t need to pay for a human employee to take care of your documentation. Moreover, you don’t even always have to pay for the tool you are using because many of them have free versions. At the same time, the time you save when using AI tools can be used on other tasks which can help you grow your earnings.

#5 Prioritize Other Tasks

By having more time on your hands, you can prioritize other tasks besides documentation. There will be tasks that need more attention from you, so now that you have more time to spend on them, you can use it exactly that way.

The Cons of Using AI Tools

While many companies and individual marketers and project managers are already using AI tools regularly, you still need to be aware of the cons of using such apps. Besides ethical and plagiarism issues, here are some other disadvantages to consider:

#1 Possess Limited Abilities

Despite the fact that there are very advanced AI tools already available to users (e.g. ChatGPT), even the most high-quality apps are still limited in their abilities. Many of them can only perform simple tasks while others don’t have a very high level of accuracy. For instance, a lot of proofreading tools still find mistakes in texts where there are none or make incorrect suggestions.

#2 Require Correct Implementation

To benefit from all the perks that AI tools offer, you will need to be able to implement them properly. It’s easy to learn how to use a particular tool, and yet, you could still end up utilizing it incorrectly which could decrease your efficiency instead of increasing it. In other words, you might end up editing your documents more than the tools doing it for you.

#3 Can’t Compare to Humans

Most AI writing tools are still very far from being at the same level as human writers. They simply can’t compare. ChatGPT may be able to generate a text that looks like it was written by a human, but once you look closer, you will realize that there are factual or linguistic mistakes, awkward wording, or other issues.

AI Tools to Use for Documentation

So, which AI writing tools can you use for your documentation? Here are some common favorites among marketers and other professionals:

• ChatGPT – Right now, ChatGPT seems to be the most advanced text generation tool available on the market, so it is a good starting point for anyone who wants to create documents from scratch.
• Write My Essays AI – This is a website that offers multiple free tools all in one place. While it was initially created for students, writers from different fields like to use it. The features include Title Generator, Essay Generator, Paraphrasing Tool, Conclusion Generator, Citation Generator, and Plagiarism Checker.
• Grammarly – Grammarly is the most well-known and loved proofreading tool. It is quite accurate and works with different types of English. The best part is that it is free to use and can be installed as a Chrome extension.
• Hemingway Editor – Another proofreading tool, Hemingway Editor focuses on improving the flow and coherence of your text. It highlights passive voice, adverbs, complex phrases, and hard-to-read sentences in your text which you should edit or remove to improve the readability of your documents.
• Jasper – If you are ready to pay for a good AI tool, then this one is a good option. Jasper offers multiple features and templates to help you create texts from scratch and edit them more effectively. It is perfect for working with documentation and has a template specifically for this text format.

Final Thoughts

At the end of the day, the way you keep your documentation in check depends entirely on your own choices. Use the tips in this article to help you organize your documents successfully and simplify project reporting.