2.6 Generative AI in Technical Communication

Introduction

By now, most of us know a little bit about Generative Artificial Intelligence (Gen AI), but the question remains about it’s influence and role in technical communication environments. Answers for this may vary, as some companies may prohibit or have strict policies regarding use of Gen AI whereas other companies may use Gen AI frequently for documentation and processes. The most important thing is to understand and follow the policies around generative AI for any company or organization you are a part of. For example, as a student you likely find that many of your professors have Gen AI policies regarding assignments. The same will be true for the company or organization you work for in the future. It is important to read up on and ask questions, if you have them, about any policies regarding the use of Gen AI platforms and tools.

Generative AI and the Technical Communicator

As a teacher, I’ve asked students to use Generative AI tools in the classroom, in part because I believe in having students understand the various platforms so that they can use them thoughtfully and ethically. I also realize that companies may ask their employees to use such tools, so having some experience in using them is important.

Technical communicators will use Generative AI in a number of ways.

Ethical Considerations for Generative AI

As a technical communicator, you’ll face several important ethical questions when using AI tools like ChatGPT, Claude, or other generative AI systems in your work. These considerations will help you use these powerful tools responsibly while maintaining your integrity and professional standards.

• Academic Honesty and Transparency: The most immediate concern is being honest about when and how you use AI. Many schools and employers now require you to disclose AI use, so always check your institution’s policies. Even when disclosure isn’t required, consider whether your audience deserves to know that AI contributed to your work. Think of it like citing sources – transparency builds trust and credibility.
• Quality and Accuracy Concerns: AI can produce convincing-sounding content that’s actually incorrect or misleading. As a technical communicator, you’re responsible for the accuracy of everything you publish, regardless of its source. This means you need to fact-check AI-generated content just as carefully as you would any other source. Remember that AI doesn’t understand context the way humans do, so it might miss nuances that are crucial for your specific audience or purpose.
• Intellectual Property and Originality: When you use AI to help write or create content, questions arise about who owns that work and whether it’s truly original. AI systems are trained on existing content, which raises concerns about potential plagiarism or copyright infringement. While the legal landscape is still evolving, it’s wise to treat AI-generated content as a starting point rather than a finished product, adding your own analysis, insights, and voice.
• Impact on Your Professional Development: Over-relying on AI might prevent you from developing essential skills like critical thinking, research abilities, and your own writing voice. Consider using AI as a collaborative tool rather than a replacement for your own thinking. For example, you might use AI to brainstorm ideas or overcome writer’s block, but ensure you’re still doing the analytical and creative work yourself.
• Bias and Representation: AI systems can perpetuate biases present in their training data, potentially leading to content that unfairly represents certain groups or perspectives. As a technical communicator, you have a responsibility to ensure your content is inclusive and fair. This means reviewing AI-generated content for potential biases and making sure diverse voices and perspectives are represented in your work.
• Professional Responsibility: Your role as a technical communicator is to serve your audience by providing clear, accurate, and useful information. Using AI ethically means ensuring it helps you fulfill this responsibility rather than undermining it. This might mean being selective about when you use AI, always reviewing and editing AI-generated content, and prioritizing your audience’s needs over convenience.

The key is finding a balance that leverages AI’s capabilities while maintaining your integrity and professional standards. As these technologies continue to evolve, staying informed about best practices and ethical guidelines will be crucial for your success as a technical communicator.