What AI at work actually means
This is a draft
The steps below were written but have not yet been performed end to end on a real machine, and the time is planned rather than measured with a stopwatch. Four of the twelve checks are outstanding. The teaching is sound; treat the timings and the failure list as provisional. What that means
After this you will be able to
Tell the difference between a chatbot, an assistant built into software you already use, and automation somebody set up.
Skip this if you can already say which of those three a tool at your work is, without looking it up.
People at work say "AI" about three completely different things. Sorting them out takes about eight minutes and it makes every conversation afterwards easier, because most of the confusion in a meeting comes from two people using one word for two things.
In a housing office last year, four people in one room were talking about "the AI" and meant four different products.
What you need
- Nothing. You can read this on a phone on a bus.
- No account, no licence, no cost.
The steps
- Think of a tool where you type a question into a box and get writing back. That is a chatbot. It knows nothing about your organisation unless you tell it.You should be able to name at least one. If you cannot, that is fine — lesson 2 is having a go with nothing at stake.
- Now think of software you already use — email, a spreadsheet, a chat app — with a new button in it that offers to summarise or draft something. That is an assistant. It can usually see what you can see.You should be looking at a button or a panel inside something you already had, rather than a separate website.
- Now think of something that happens without anybody pressing anything: a form that files itself, an alert that arrives on a schedule. That is automation. Somebody set it up once and it runs.You should notice that nobody is present when it happens. That is the whole difference.
- Write the three words down, chatbot, assistant, automation, and put one tool from your own work under each.You should have a short list with at least one gap in it. The gap is the useful finding, not a failure.
Try this one first
Somebody says: "we've turned the AI on in Teams."
That is an assistant. It sits inside software you already had, and it can generally reach what you can reach. The question that follows is not "what can it do" — it is "what can it see", and that is lesson 3.
If it goes wrong
The tool seems to be two of them at once. Some are. A chatbot with access to your files is a chatbot doing an assistant's job. Name the two halves separately and the confusion goes.
You cannot find out which one your organisation bought. That is common and it is not your job to know. Ask whoever sent the announcement email. If nobody sent one, that is worth noticing too.
Somebody tells you the distinction does not matter. It matters for one reason: the three have different answers to "where does what I type end up". That is the only question this site treats as urgent.
Do today
Name the three tools at your work that fall into each category. Write the list on paper. If you cannot fill one of the three, write that down as well.
Where else this works. The same three categories work on anything sold to you at home — a smart speaker, a banking app that flags spending, a photo app that tidies albums.
Practice card for this lesson — one page of A4, no email address needed.
Did this work? If it did not, say what happened — hello@howtobedigital.com
Every failure anybody sends in ends up in the section above.
Checked by a person · not auto-published
Published 14 July 2026 · Last checked 14 July 2026
8 of 12 checks passed — see which four are outstanding
Covers: Skills England, Technical AI foundation skills
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