TECHNOFILE
Should you mind your manners when using AI assistants ?
As artificial intelligence becomes increasingly woven into our daily work lives , from ChatGPT to virtual assistants like Siri , a growing body of research suggests that being polite to these digital helpers isn ’ t just good manners – it might actually help you get better results , says Tim Stackpool
THE EXPERT
Tech expert Tim is the technology writer for Executive PA Media . He can be heard on talk radio in Australia and is a tech presenter who speaks at conferences and trade shows about technology ’ s impact on work and lifestyle .
According to Dr Eduardo Benitez Sandoval , a social robotics researcher at Australia ’ s UNSW ’ s School of Art & Design , the way we interact with AI systems can significantly impact their effectiveness and our experience using them . While it might seem strange to extend courtesy to a machine that lacks feelings or consciousness , there are practical benefits to maintaining professional etiquette in our digital interactions .
The benefits When we communicate politely with AI assistants , we tend to craft clearer , more precise requests . This increased clarity often leads to more detailed and helpful responses from the AI system . For office professionals who rely on these tools to streamline their workday , this means more accurate results and less time spent reformulating queries or correcting misunderstandings .
“ When we ’ re polite , we can be sure in our prompts , and as a result , we might receive more detailed , understandable or helpful responses from our AI ,” explains Dr Sandoval . This insight is particularly relevant for EAs and office managers who frequently use AI tools for tasks like scheduling , drafting correspondence or research .
A little TLC The principle isn ’ t entirely different from maintaining a well-functioning piece of office equipment . Just as we take care of our computers and printers through regular maintenance and careful handling , approaching AI systems with respect and clarity can help optimise their performance . While AI doesn ’ t have feelings to hurt , the way we interact with it can affect its ability to serve our needs effectively .
Since AI systems are trained on human behaviour and continue learning from our interactions , maintaining professional courtesy helps establish and reinforce productive patterns of communication . The large language models behind tools like ChatGPT and Siri are constantly being refined based on user interactions , making our current behaviour influential in shaping future AI responses .
Getting too close ? However , Dr Sandoval cautions that as AI becomes more sophisticated at mimicking human conversation patterns , there ’ s a risk of users developing overly dependent relationships with their virtual assistants . This concern highlights the importance of maintaining professional boundaries while working with AI tools – being polite but remembering that they are ultimately productivity tools , not colleagues .
The field of AI interaction is evolving rapidly , and there ’ s currently no regulatory body providing broad oversight of social agent design . Dr Sandoval advocates for the establishment of expert panels to address ethical questions and provide guidance to both decision-makers and users . This is particularly relevant for office professionals who often serve as early adopters and primary users of new AI technologies in the workplace .
For now , the evidence suggests that approaching AI assistants with professional courtesy can enhance their utility in the workplace . Simple practices like using clear language , maintaining a respectful tone , and crafting well-structured requests can lead to more efficient and productive interactions with AI tools .
This doesn ’ t mean we need to treat our AI assistants as human colleagues . Rather we should approach them as sophisticated tools that respond best to clear , professional communication . For busy office professionals , this means that the same interpersonal skills that serve them well in human interactions can also help them get the most out of their AI assistants .
As AI continues to evolve and become more integrated into our daily work lives , maintaining professional etiquette in our digital interactions isn ’ t just about being polite – it ’ s about optimising our use of these increasingly important tools . S
Summer Issue 2025 | Executive PA 31