The biggest fear business owners have about using AI for writing is losing their voice. "It won't sound like me." And with generic AI tools, that fear is justified. But with a properly configured AI assistant, the opposite happens. It sounds more consistently like you than you do yourself.
Why Generic AI Sounds Generic
ChatGPT and similar tools produce "AI voice" because they have no context about who you are. They default to a bland, corporate tone that sounds like everyone and no one. Common symptoms:
- "In today's fast-paced business environment..."
- "It's important to note that..."
- "Let's dive in..."
- Excessive hedging and qualifications
- Buzzwords and corporate jargon
How to Make AI Sound Like You
Step 1: Define Your Voice
Before configuring your assistant, articulate your communication style:
- Are you formal or casual? Direct or diplomatic?
- Do you use humour? Analogies? Short sentences?
- What words or phrases do you naturally use?
- What do you never say? (e.g., "synergy," "leverage," "deep dive")
Step 2: Provide Writing Examples
Give your assistant 5-10 emails or pieces of content you've written that you're happy with. These serve as a style reference more powerful than any written description.
Step 3: Configure Anti-Patterns
Tell your assistant what to avoid:
- "Never use buzzwords or corporate jargon"
- "Don't start emails with 'I hope this email finds you well'"
- "Avoid passive voice"
- "Don't over-qualify statements; be direct"
Step 4: Iterate and Refine
The first few drafts won't be perfect. Provide specific feedback: "This is too formal. I'd say it more casually" or "I wouldn't use the word 'leverage'; replace with 'use'." Each correction improves future output.
Business Writing Types That Work Well
Client Emails
Provide the key points and your assistant drafts the full email. Review takes 30 seconds instead of writing taking 10 minutes.
Proposals
Give meeting notes and scope details. Your assistant produces a structured proposal in your standard format and tone.
LinkedIn Posts
Share an insight or observation. Your assistant turns it into a polished LinkedIn post that sounds like you, not like a marketing textbook.
Reports
Provide data and findings. Your assistant structures them into a professional report with executive summary, analysis, and recommendations.
The Consistency Advantage
Here's something counterintuitive: your AI assistant can be more consistent in your voice than you are. After a long day, your tenth email is usually not as polished as your first. Your Friday afternoon proposals aren't as sharp as your Tuesday morning ones.
Your assistant doesn't get tired. It applies the same voice, the same quality standards, and the same attention to detail whether it's the first task of the day or the fiftieth.
Book a free discovery call and we'll configure your assistant to write in your authentic voice from day one.