Many of the apprehensions surrounding AI are not solely rooted in the challenge of adopting a new tool; rather, they stem from a deeper, more profound change in the essence of their work and identity.
Timothy Ponce
In the field of Technical and Professional Writing (TPW), the emergence of artificial intelligence (AI) tools, notably large language models (LLMs) built by OpenAI and Google, has sparked significant discussion (Card & Duin, 2023). This development has divided the TPW community. Some view AI as a major evolution in the field, enhancing productivity, streamlining document creation, and solving complex challenges. They see AI as a means to bring transformative changes to TPW, offering new capabilities (Carliner & Karim, 2024). However, others view AI’s role in TPW more critically, seeing its ability to imitate complex writing and communication processes as a threat to professional identity. From this perspective, AI is seen as a competitor that diminishes the unique contributions of human intellect in technical writing (Carliner & Karim, 2024).
This paper addresses this division by exploring the resistance to AI from a theoretical perspective that can inform our real-world interactions. It aims to understand the concerns behind skepticism towards AI through an ontological lens and to propose how AI can complement human abilities in TPW rather than act as a substitute. The aim is to leverage this understanding to foster constructive dialogues with those hesitant about AI by emphasizing empathy, prioritizing education, and encouraging engagement.
An Ontology Shift, Not Just Another Tool
In conversations with colleagues who are resistant to AI, I’ve recognized that we often miss a critical issue: we discuss AI as just another tool to be learned, not recognizing that its rise signifies a deeper change. AI is not just a technological advance or another tool to learn; it represents a shift in our fundamental understanding of human identity. Generative AI’s capabilities have challenged our human ontology—the philosophical framework through which we comprehend the fundamental nature of what it means to be human.
In a LinkedIn article about the intersection of executive leadership and AI, Anthony Giagnacovo offers insights into the intersection of AI and ontology in the realm of executive leadership and knowledge management (2024). While Giagnacovo does not speak directly about the professional writing industry, we can extrapolate a parallel ontological shift within the field of TPW. Giagnacovo emphasizes the transformative impact of AI in automated generation, natural language processing (NLP), and semantic analysis. These changes have fundamentally altered our understanding of knowledge management systems, blurring boundaries that once seemed so clearly defined. This transformation, while centered in executive leadership in this article, mirrors the profound changes AI introduces in TPW, particularly through LLMs and their ability to process and generate text.
The ontological shift in TPW involves a redefinition of the underlying structures that help us understand the relationship of knowledge, communication, and selfhood. In TPW, ontologies—formal structures used to interpret information within a given domain—are traditionally shaped by human expertise and intervention. They distill knowledge down to essences, allowing us to create meaningful distinctions between various ideas and topics. The advent of AI disrupts our current, human-centered TPW ontology, or understanding of what it means to be a professional writer. AI, through machine learning algorithms and NLP, can now analyze vast datasets, identify new patterns, and incorporate the latest industry terminologies. This capability not only enhances the efficiency and accuracy of technical communication but also challenges the traditional role of human experts in the creation and maintenance of technical documentation.
This shift raises existential concerns among some TPW professionals, echoing the broader philosophical debate about the role of AI in human activities (Nython, 2024). The fear is not just about technological change but about a deeper ontological transformation—a questioning of the role and value of human expertise in the face of machines capable of performing similar, if not identical, functions. The resistance to AI in TPW, in many ways, stems from a fundamental concern about the displacement of human judgment and creativity, aspects traditionally considered irreplaceable in the communication process.
To address these concerns and initiate constructive dialogues with those skeptical about AI in professional writing, I propose a threefold approach focused on empathy, education, and engagement.
Empathy
In addressing the existential concerns of TPW professionals regarding AI integration, it is crucial to root our conversations in empathy. Empathy should not be a foreign concept in the TPW field, especially given its significant emphasis in design thinking processes, where understanding user perspectives and needs is central (Ponce & Tham, 2023). Many of the apprehensions surrounding AI are not solely rooted in the challenge of adopting a new tool; rather, they stem from a deeper, more profound change in the essence of their work and identity. The onset of AI represents not just an evolution in the tools of the trade but signals an ontological shift that calls into question the nature of human creativity and the essence of what it means to generate meaningful communication.
Let’s pause for a moment to consider what it means to be human. For many, our understanding of humanity is, in many ways, linked to Descartes’s principle: “I think, therefore I am.” This foundational idea asserts that as thinking entities, we distinguish ourselves from the non-thinking. And writing epitomizes our capacity for thought; it is a concrete manifestation of our cognitive processes and critical analysis, fundamental to our human identity. For technical writers, the essence of our role lies in the articulation of complex information—its form and substance—enabling others to resolve issues, perform tasks, or make informed decisions. This exchange is central to what defines us and forms the foundation of our self-reflective ontology as professionals. It underscores the value we bring through our written and spoken words.
Now, insert AI into the equation. The advent of AI challenges the traditional view of TPW as a field deeply anchored in human intellect and unique creative capacities. The introduction of AI systems capable of performing complex tasks autonomously, and in some cases, with an efficiency or complexity that matches or surpasses human capability, poses an implicit question about the role of human professionals in the future of TPW. This ontological shift can lead to fears of obsolescence and a perceived devaluation of the skills that have long been the cornerstone of the profession.
Before delving into actionable strategies to engage empathetically with this ontological crisis, it’s important to address the challenge of initiating conversations about AI with those who may be resistant or even hostile to the topic. To encourage participation in discussions about AI from all corners of our community, including those less inclined to embrace technological change, we must first create an environment where every voice feels heard and respected (Whitehead, 2022). This means reaching out in ways that feel non-threatening and genuinely inclusive, perhaps through one-on-one conversations or small group meetings that prioritize listening over persuading. By demonstrating an openness to understand and address their concerns, we can lay a foundation of trust that facilitates more meaningful and productive dialogues about the role of AI in our profession.
Within this context of listening, here are some strategies to start effective, empathetic conversations with colleagues who are resistant to AI:
Acknowledge Concerns: Validate the fears of TPW professionals about AI by acknowledging their concerns as legitimate and significant. Avoid minimizing or dismissing the existential/ontological impact of AI on their profession and professional identity. To facilitate this validation of anxieties, you can conduct regular survey initiatives to gather specific concerns and feedback about AI integration directly from TPW professionals. Based on the data collected, facilitate workshops where professionals can express their concerns in a structured environment, using techniques like SWOT analysis to explore Strengths, Weaknesses, Opportunities, and Threats related to AI in their work.
Facilitate Open Dialogue: Create dedicated forums, both online and in-person, for TPW professionals to discuss and share their experiences with AI. Encourage storytelling and sharing of personal encounters with AI to illustrate real-world scenarios. This can also be accompanied by monthly “AI in TPW” webinars with guest speakers from fields that have successfully integrated AI. Be sure to include a Q&A session to directly address personal and professional concerns.
Support Peer Networks: Establish support groups or mentorship programs where experienced professionals can guide their peers through the transition into AI-integrated practices. Leveraging the existing structures of TPW professional organizations is a great way to start, but you can also create a “Buddy System” where more experienced professionals who are already adept at using AI technologies pair up with those less familiar to provide hands-on training and moral support.
Promote New Professional Identities: Encourage the TPW teams to redefine their roles to include working alongside AI. Highlight the evolving nature of TPW roles in light of AI advancements through a series of professional development courses aimed at skills enhancement for AI-related tasks, certifying members in new competencies that include AI collaboration.
Through engaging with these strategies, we can begin to cultivate a more informed and nuanced perspective on AI, one that respects the significance of the ontological shift while also empathetically charting a path forward. By looking to the future through this empathetic lens, we can equitably and respectfully help our fellow TPW professionals move beyond existential anxieties and toward a future where AI is viewed as an integral and value-adding component of the communicative landscape.
Education
Addressing the existential concerns of TPW professionals regarding the adoption of AI requires a delicate balance between recognizing the deep-seated nature of these fears, rooted in an ontological shift, and providing a pathway forward. Historically, education has been a vital tool in alleviating existential anxieties by fostering understanding and adaptation to change (Ojala, 2017). In this context, education plays a pivotal role in the transition, offering a bridge from apprehension to understanding, and ultimately, to acceptance and innovation. To facilitate this shift, the focus of education should not only be on the mechanics of AI but also on its potential to serve as a partner in the creative process of TPW.
With this goal in mind, we should tailor educational initiatives to demonstrate how AI can enhance, rather than diminish, the human element of TPW. By providing a comprehensive understanding of AI’s capabilities, we can transform the narrative from one of competition to one of collaboration, where AI is seen as a tool that complements and amplifies human creativity and expertise.
Think about implementing these strategies so that your AI education efforts not only align with the evolving nature of the profession but also reassure our community that the essence of TPW—its creativity, nuance, and human touch—remains irreplaceable, with AI as a supportive co-creator:
Address Misunderstandings: Conduct seminars that address common misunderstandings about AI, highlighting its supportive role rather than as a substitute for human expertise. Point out the limitations of AI—specifically, the indispensable human elements in professional communication, like emotional and social intelligence—and illustrate how AI can free up professional writers to focus more on work that requires a uniquely human touch. A fun way to accomplish this goal is to implement a “Mythbuster Monday” newsletter segment or social media campaign that weekly tackles one AI misconception, providing clarifying facts and expert insights.
Highlight Creative Collaboration: Provide examples where AI has been used to augment the creative process, such as generating initial drafts, providing data-driven insights, or suggesting alternative phrasings that writers can refine. Use examples specific to the work tasks and context of your learners by hosting a “Creative AI Day” where professionals can present how they have successfully integrated AI into their creative processes, encouraging peer learning and exchange of ideas.
Showcase AI Success Stories: Share case studies demonstrating how AI has improved TPW tasks, such as automating routine writing, enhancing content personalization, and aiding in complex problem-solving. You can do this by adding success stories and innovative uses of AI in TPW to preexisting newsletters and team communication channels.
Provide Hands-on Workshops: Organize workshops where participants can use AI tools in real-time, with scenarios and exercises that simulate actual TPW tasks they complete in their day-to-day work. If there are many people in your sphere who are totally new to AI, host an “AI in TPW Bootcamp” offering practical, hands-on experience with AI tools through structured exercises that reflect common professional tasks, such as drafting technical manuals or creating marketing content. Once they have that basic skills et, partner with AI technology providers to offer exclusive training sessions on the latest tools, with case studies demonstrating their application in TPW.
In shaping the future of technical and professional writing, the role of education is vital. By shifting our perspective from AI as a competitor to a collaborator, we foster a deeper understanding and acceptance among TPW professionals. This educational approach not only highlights the enduring value of human creativity and nuance in our field but also equips professionals to leverage AI as a powerful ally. Ultimately, this not only addresses the immediate existential concerns associated with technological change but also guides the profession through an ontological evolution, redefining the very essence of what it means to be a technical and professional writer in an AI-integrated landscape.
Engage
To address ontological concerns and facilitate the transition from skepticism to acceptance of AI in TPW, a key strategy is active, hands-on engagement with AI tools. Such engagement not only clarifies the capabilities of AI but also demonstrates its role as a collaborative partner capable of enhancing the TPW process. Fostering this concept of partnership can also help reframe the role of writers as we refine and adjust our professional ontologies and identities.
However, this engagement is often complicated by various external barriers. Publishers, academic departments, corporate administrators, and universities may exhibit reluctance or outright resistance to adopting AI technologies, due to concerns over authenticity, ethical implications, or financial constraints (Coman & Cardon, 2024). These institutional hesitations can significantly hinder the willingness and ability of TPW professionals to engage with AI, impacting their readiness to integrate these technologies into their practices. Therefore, it is crucial to seek out ethical and innovative ways to experiment with AI that respect these restrictions, enabling TPW professionals to explore AI’s potential while adhering to institutional guidelines.
To this end, I suggest introducing AI tools tailored to specific TPW tasks—providing professionals with a clear understanding of how AI can be an asset in their creative endeavors—while also highlighting the limitations of these tools when viewed in light of institutional constraints. This approach aims to foster a practical appreciation of AI’s role in TPW without asking TPW professionals to compromise boundaries imposed by their employer, enabling a deeper and more nuanced interaction with these technologies. Review the following list of software and specific TPW tasks to help you think about which AIs make sense for your writing team.
Introduce AI Writing Assistants: Encourage the use of AI writing assistants, like Grammarly for grammar and style enhancements or Hemingway Editor for readability improvements.
Leverage Language Models:
Promote experimentation with language models, such as OpenAI’s ChatGPT, for brainstorming, drafting, and even coding assistance in technical documentation.
Utilize SEO and Content Tools:
Educate on SEO tools like Clearscope or MarketMuse that employ AI to analyze content for search engine optimization and topic relevance.
Explore Content Management Systems:
Introduce AI-enhanced Content Management Systems (CMS) that can automate content tagging, categorization, and management, like HubSpot or WordPress with AI plugins.
As we navigate the ontological shifts within the technical and professional writing landscape, active engagement with AI tools emerges as a vital strategy to transition from skepticism to acceptance. By integrating AI into daily TPW tasks, we not only demystify its capabilities but also highlight its potential as a collaborative partner that enriches the writing process. This hands-on experience shifts perceptions, reframing the role of TPW professionals in an AI-augmented world. Through practical, tailored introductions to AI writing assistants, language models, SEO tools, and content management systems, we foster a more informed and confident engagement with technology. This engagement is crucial for TPW professionals to appreciate and harness the potential of AI, thereby reshaping their professional identities and embracing AI as an ally.
Concluding Thoughts and Looking Forward
As we envision the future of AI in TPW, we are confronted with a dual narrative. On one hand, there is the promise of innovation and enhanced productivity through AI, signaling a new era of efficiency and creativity in professional communication. On the other, concerns loom about the erosion of the human element, traditionally the cornerstone of our professional identity—an element now under ontological scrutiny and transformation.
This paper has navigated these turbulent waters by advocating for empathy, emphasizing education, and encouraging active engagement with AI tools, all within the framework of ontological evolution. We have faced the challenging questions posed by AI head-on, not just recognizing its potential disruptions but also framing these changes as part of a broader ontological shift in our understanding and practice of TPW.
In fostering empathetic conversations, we have acknowledged the existential anxieties accompanying AI’s rise, ensuring that our dialogues with colleagues resistant to change are grounded in an understanding of and respect for their legitimate concerns. By focusing on education, we have aimed to dispel misconceptions and clarify the unique role that human creativity plays in TPW—the essence of which encompasses the nuance, complexity, and humanity that AI cannot replicate. These qualities involve our capacity for ethical judgment, emotional intelligence, and cultural sensitivity—elements that are crucial for meaningful communication and are irreplaceably human.
Through practical engagement with AI tools, we demonstrate firsthand the capabilities of AI, highlighting its role not as a substitute but as a co-creative partner that can enhance our professional endeavors. This approach underscores the evolving ontology of TPW, where human expertise and AI collaborate to produce communication that is not only more precise and effective but also rich with human insight and creativity.
The future of TPW lies in embracing this ontological shift, recognizing AI not as a harbinger of obsolescence but as a catalyst for evolution. It is a future where the synergy between human creativity and computational power enriches both the process and products of our profession. As we continue to explore this new landscape, let us move forward with the assurance that our profession will not merely endure but thrive, forging a new identity for TPW—one that respects our past while embracing the transformative possibilities of the future.
References
Card, D., & Duin, A. H. (2023, April 12). Generative AI: Productive Paths Forward. Intercom. https://www.stc.org/intercom/2023/04/generative-ai-productive-paths-forward/
Carliner, S., & Karim, S. (2024, March 4). Revolution or Evolution? AI and the Work of Technical Communicators. Intercom. https://www.stc.org/intercom/2024/03/revolution-or-evolution-ai-and-the-work-of-technical-communicators/
Coman, A. W., & Cardon, P. (2024). Perceptions of Professionalism and Authenticity in AI-Assisted Writing. Business and Professional Communication Quarterly, 23294906241233224. https://doi.org/10.1177/23294906241233224
Giagnacovo, A. (2024, January 10). (15) Harmonizing AI and Ontology: Navigating the Future of Knowledge Management—Part 2 | LinkedIn. LinkedIn. https://www.linkedin.com/pulse/harmonizing-ai-ontology-navigating-future-knowledge-giagnacovo-0mqwf/
Nython, P. (2024, April 11). The Role of Human Creativity in an AI-Driven Writing World. Medium. https://medium.com/@Phannuman/the-role-of-human-creativity-in-an-ai-driven-writing-world-f0c8d74e7b2b
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Ponce, T., & Tham, J. (2023). Design and Design Thinking in Technical and Professional Communication Programs: Examining Our Pedagogies, Practices, and Perspectives. Programmatic Perspectives, 12(2), 3–13.
Whitehead, S. (2022). Total inclusivity at work (1st). Routledge. https://doi.org/10.4324/9781003244073