AI-generated e-mail communication

MichaelT21 (Arkansas)
Posts: 462

Posted:

I can't mention the names of products or websites here, but I found a AI tool online that generates amazing homeowner communication. You simply type in what you want it to write and the AI-powered bot generates amazing prose. It's pretty close to copy/paste to put it in the body of the e-mail. I let our property manager know about it this morning and are requesting that they use it for all of our homeowner communication in the future.

How amazing is this? I type in the prompt:

"please write an essay encouraging people to vote in the upcoming homeowners association election"

and the bot returns, one minute later, the following prose:

"Voting is an important part of being a responsible member of any community. In a homeowners association, the election of board members can have a significant impact on the management and policies of the community. By participating in the election and casting your vote, you can help ensure that the community is run in a way that aligns with your values and priorities.

One of the key reasons to vote in the homeowners association election is that your vote can help shape the future of your community. The board members who are elected will be responsible for making decisions that affect the community as a whole, such as setting policies on issues like noise, parking, and landscaping. By casting your vote, you can help ensure that the board members who are elected reflect the values and priorities of the community.

Another reason to vote in the homeowners association election is that it is a way to hold the board accountable for its actions. Board members are responsible for managing the community and ensuring that it is well-maintained and properly managed. By participating in the election and casting your vote, you can help ensure that the board members are held accountable for their actions and that they are doing a good job of representing the interests of the community.

Finally, voting in the homeowners association election is a way to show support for your community and to take an active role in shaping its future. By casting your vote, you can help make sure that your community remains a desirable place to live and that it continues to thrive.
In conclusion, it is important for all members of a homeowners association to participate in the election of board members. Your vote can help shape the future of your community and ensure that it is run in a way that aligns with your values and priorities. So make sure to cast your vote in the upcoming homeowners association election and help make a positive difference in your community.”

This is amazing. I tried a few different requests and they all generated amazing prose that is almost perfect to use for our HOA communication with zero effort on our part.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

it could be usedful for somethings
but generally simple is better to get people attention.

A postcard that says VOTE with web address and QR code and a call to action slogan like "to install a community pool "

is better than a letter typed out in an envelope that no one reads

same thing with email simple big ass graphic instead of lots of txt.

vis ta vie

SheliaH (Indiana)
Posts: 6,964

Posted:

That sounds like a good tool for routine correspondence, but remember, there may be times when you will need a personal touch and will have to draft the letter accordingly. You can always send a draft to your colleagues for their suggestions. You may find one is particularly good at this and he or she may be willing to take this on when custom letters are necessary.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

MichaelT21 (Arkansas)
Posts: 462

Posted:

Quote:

Posted By SheliaH on 12/11/2022 9:39 AM
That sounds like a good tool for routine correspondence, but remember, there may be times when you will need a personal touch and will have to draft the letter accordingly. You can always send a draft to your colleagues for their suggestions. You may find one is particularly good at this and he or she may be willing to take this on when custom letters are necessary.

Yes, they can't be used as-is necessarily, but it's far easier to make a few tweaks and modifications than creating a whole e-mail from scratch in my opinion...I've sent this to our PM and requested they start using it, we'll see. I see no harm in the generic correspondence that we blast out to homeowners.

MarkM19 (Texas)
Posts: 1,459

Posted:

Our PMC has started using a Text tool that allows users to ask question including their account balance or ARC questions. It seems to work well but not sure how many members use it.

MaxB4
Posts: 3,513

Posted:

Quote:

Posted By MichaelT21 on 12/11/2022 9:59 AM

Posted By SheliaH on 12/11/2022 9:39 AM
That sounds like a good tool for routine correspondence, but remember, there may be times when you will need a personal touch and will have to draft the letter accordingly. You can always send a draft to your colleagues for their suggestions. You may find one is particularly good at this and he or she may be willing to take this on when custom letters are necessary.

Yes, they can't be used as-is necessarily, but it's far easier to make a few tweaks and modifications than creating a whole e-mail from scratch in my opinion...I've sent this to our PM and requested they start using it, we'll see. I see no harm in the generic correspondence that we blast out to homeowners.

You or the board requested the PM use it. It seems you are a dictator, pure and simple.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Personally, I prefer talking to people.

As with many, I hate robo-calls and bot chats when trying to resolve an issue.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Quote:

Posted By MichaelT21 on 12/11/2022 9:59 AM

I've sent this to our PM and requested they start using it, we'll see. I see no harm in the generic correspondence that we blast out to homeowners.

I wonder if you inadvertently approved an additional expense to the Association.

MichaelT21 (Arkansas)
Posts: 462

Posted:

Quote:

Posted By TimB4 on 12/11/2022 12:05 PM

Posted By MichaelT21 on 12/11/2022 9:59 AM

I've sent this to our PM and requested they start using it, we'll see. I see no harm in the generic correspondence that we blast out to homeowners.

I wonder if you inadvertently approved an additional expense to the Association.

No.

The use of the bot is free and it takes less than 30 seconds to type in the subject of the communication and 1 minute for the bot to generate the communication. If this is adopted as requested, this will be part of the management contract as it will greatly reduce the amount of time our property manager needs to spend writing communication for us.

JohnT38 (South Carolina)
Posts: 1,631

Posted:

Quote:

Posted By MichaelT21 on 12/11/2022 12:29 PM

Posted By TimB4 on 12/11/2022 12:05 PM

Posted By MichaelT21 on 12/11/2022 9:59 AM

I've sent this to our PM and requested they start using it, we'll see. I see no harm in the generic correspondence that we blast out to homeowners.

I wonder if you inadvertently approved an additional expense to the Association.

No.

The use of the bot is free and it takes less than 30 seconds to type in the subject of the communication and 1 minute for the bot to generate the communication. If this is adopted as requested, this will be part of the management contract as it will greatly reduce the amount of time our property manager needs to spend writing communication for us.

You really must be nuts. AI like any other technology is not 100% fool proof and even if you think otherwise you cannot depend on the PM spending the required time to proof read what has been written. Errors will occur and don't even pretend that you have used it enough in a controlled environment to know what it's limitations really are. I think what you are doing is very reckless.

Also, who gave you the authority to tell a management company what technology tools to use just because you say so?

MichaelT21 (Arkansas)
Posts: 462

Posted:

Quote:

Posted By JohnT38 on 12/11/2022 12:44 PM

Posted By MichaelT21 on 12/11/2022 12:29 PM

Posted By TimB4 on 12/11/2022 12:05 PM

Posted By MichaelT21 on 12/11/2022 9:59 AM

I've sent this to our PM and requested they start using it, we'll see. I see no harm in the generic correspondence that we blast out to homeowners.

I wonder if you inadvertently approved an additional expense to the Association.

No.

The use of the bot is free and it takes less than 30 seconds to type in the subject of the communication and 1 minute for the bot to generate the communication. If this is adopted as requested, this will be part of the management contract as it will greatly reduce the amount of time our property manager needs to spend writing communication for us.

You really must be nuts. AI like any other technology is not 100% fool proof and even if you think otherwise you cannot depend on the PM spending the required time to proof read what has been written. Errors will occur and don't even pretend that you have used it enough in a controlled environment to know what it's limitations really are. I think what you are doing is very reckless.

Also, who gave you the authority to tell a management company what technology tools to use just because you say so?

I posted an example communication that was AI generated in my original post. Do you see any issues with it?

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Question? How are you getting these email addresses? That isn't something everyone chooses to hand over. Plus I have a few "fake" email accounts for such things like Junk or generated emails. Would never know who is getting that email or if they gave a valid address.

It's best to address the HOA home or member directly by their physical address than electronic.

Former HOA President

MichaelT21 (Arkansas)
Posts: 462

Posted:

Quote:

Posted By MelissaP1 on 12/12/2022 4:34 AM
Question? How are you getting these email addresses? That isn't something everyone chooses to hand over. Plus I have a few "fake" email accounts for such things like Junk or generated emails. Would never know who is getting that email or if they gave a valid address.

It's best to address the HOA home or member directly by their physical address than electronic.

Our HOA rarely uses USPS mail anymore. The property manager requests the e-mail addresses from the homeowners and we request that they opt out of USPS Mail. It's faster, more efficient, and less expensive than regular mail.

About 10% of our homeowners do not provide e-mail to our property manager. These people do not receive the e-mail blasts that we send. They still receive USPS communication but we don't do much of that beyond what is required.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Quote:

Posted By MichaelT21 on 12/12/2022 4:39 AM

Posted By MelissaP1 on 12/12/2022 4:34 AM
Question? How are you getting these email addresses? That isn't something everyone chooses to hand over. Plus I have a few "fake" email accounts for such things like Junk or generated emails. Would never know who is getting that email or if they gave a valid address.

It's best to address the HOA home or member directly by their physical address than electronic.

Our HOA rarely uses USPS mail anymore. The property manager requests the e-mail addresses from the homeowners and we request that they opt out of USPS Mail. It's faster, more efficient, and less expensive than regular mail.

About 10% of our homeowners do not provide e-mail to our property manager. These people do not receive the e-mail blasts that we send. They still receive USPS communication but we don't do much of that beyond what is required.

We use USPS when we are required to such as Notice of Annual Meeting, dues increase, etc.

KerryL1 (California)
Posts: 14,550

Posted:

So interesting, MichaelT.

We have a fairly new PM and his asst. PM is not a very good writer. Their joint memos to residents or owners were pretty pathetic. The prez ben had them send certain ones to me, the former sec'y to check for accuracy and writing.

But in recent weeks, their writing has improved a lot. I'm now convinced they're using such a program. I'd say they're pretty good, BUT, as Wendy would suggest, toooooo lonnnnng.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

Quote:

Posted By MelissaP1 on 12/12/2022 4:34 AM
Question? How are you getting these email addresses? That isn't something everyone chooses to hand over. Plus I have a few "fake" email accounts for such things like Junk or generated emails. Would never know who is getting that email or if they gave a valid address.

It's best to address the HOA home or member directly by their physical address than electronic.

wrong. its a waste of postage money and resources. let me guess you still read a printed newspaper and have never read an e book?

vis ta vie

TimB4 (Tennessee)
Posts: 21,059

Posted:

There are many people who will take the time to read a letter but only skim an email.

Like Melissa, I also have different email accounts. One I use for all purchases or any company that I suspect I'll get spam from.
One I use just for here.
One I give to friends and one I give to colleagues.

Yes, I use email.
Yes, I still get a printed paper (I prefer it over online versions).
Yes, I have never read an e-book.

Everyone has different skill levels and different comfort zones.
I was always told that in order to reach everyone you aim for the lowest common denominator.

For those that choose to use email - great!
For those that prefer to have something written on paper - I feel the Association should accommodate.
It may be seen as a wast of time, money and resources. But it's also the cost of doing business.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

so I tried out an AI writed and put in the subject of HOA freedom of speech. the essay was so stupid. I particularly enjoyed this AI nonsense:

"An HOA has strict rules that must be followed by everyone who lives in the association. For example, if someone walks on the wrong side of the sidewalk, they could get fined."

sad part is there probably is an HOA somewhere with some kind of wrong sidewalk rule, lol.

vis ta vie

KerryL1 (California)
Posts: 14,550

Posted:

I hafta say, tho' tooooo long, the AI-generated memos to residents from our PM and his asst. are pretty good now that they have the hang of it. I didn't grasp it at the time, but their first one.

It was about securing items on our (high rise) balconies when a big storm was expected. All was well until the memo referred to keeping gutters clear. We have none.

Nothing to do with HOA residents getting clear communication, but the very idea that both these managers will not learn to write accurately punctuated and concise sentences, AND how widespread this will become suggests a real dumbing of America that is troubling to me.

MichaelT21 (Arkansas)
Posts: 462

Posted:

Quote:

Posted By WendyM5 on 12/13/2022 4:49 AM
so I tried out an AI writed and put in the subject of HOA freedom of speech. the essay was so stupid. I particularly enjoyed this AI nonsense:

"An HOA has strict rules that must be followed by everyone who lives in the association. For example, if someone walks on the wrong side of the sidewalk, they could get fined."

sad part is there probably is an HOA somewhere with some kind of wrong sidewalk rule, lol.

I don't think you entered the prompt right.

I typed in "please write a 300 word essay explaining how homeowner associations protect freedom of speech"

and the bot returned this:

"Homeowner associations (HOAs) are organizations that are made up of residents of a particular neighborhood or community. These organizations are typically responsible for enforcing rules and regulations within the community, and may also be involved in maintaining common areas and providing services to residents. One of the ways that HOAs protect freedom of speech is by ensuring that all residents have the opportunity to express their views and opinions without fear of retribution or discrimination.

One of the main ways that HOAs protect freedom of speech is through the adoption of rules and regulations that specifically address this issue. These rules may outline the rights and responsibilities of residents when it comes to expressing themselves, and may provide guidance on how to handle conflicts or disputes that may arise as a result of differing viewpoints. For example, an HOA may have a rule that prohibits residents from using language that is threatening, harassing, or discriminatory, and may also have a process in place for addressing and resolving any disputes that may arise as a result of these types of speech.

Additionally, HOAs may also protect freedom of speech by promoting a culture of open communication and dialogue within the community. This may involve encouraging residents to participate in meetings and forums where they can discuss issues and express their opinions, as well as providing opportunities for residents to engage with one another in a respectful and civil manner. By fostering a culture of open communication, HOAs can help to ensure that residents feel comfortable expressing their views and opinions without fear of reprisal or discrimination.

Furthermore, HOAs can also protect freedom of speech by providing a mechanism for addressing and resolving conflicts that may arise as a result of differing viewpoints. This may involve creating a dispute resolution process that allows residents to air their grievances and seek resolution in a fair and impartial manner. By providing this type of mechanism, HOAs can help to ensure that residents have the opportunity to express their views without fear of retribution or discrimination.

In conclusion, HOAs play an important role in protecting freedom of speech by adopting rules and regulations that specifically address this issue, promoting a culture of open communication and dialogue, and providing mechanisms for resolving conflicts that may arise as a result of differing viewpoints. By taking these steps, HOAs can help to ensure that all residents have the opportunity to express their views and opinions without fear of retribution or discrimination."

WendyM5 (North Carolina)
Posts: 1,522

Posted:

Quote:

Posted By MichaelT21 on 12/13/2022 9:39 AM

Posted By WendyM5 on 12/13/2022 4:49 AM
so I tried out an AI writed and put in the subject of HOA freedom of speech. the essay was so stupid. I particularly enjoyed this AI nonsense:

"An HOA has strict rules that must be followed by everyone who lives in the association. For example, if someone walks on the wrong side of the sidewalk, they could get fined."

sad part is there probably is an HOA somewhere with some kind of wrong sidewalk rule, lol.

I don't think you entered the prompt right.

I typed in "please write a 300 word essay explaining how homeowner associations protect freedom of speech"

and the bot returned this:

"Homeowner associations (HOAs) are organizations that are made up of residents of a particular neighborhood or community. These organizations are typically responsible for enforcing rules and regulations within the community, and may also be involved in maintaining common areas and providing services to residents. One of the ways that HOAs protect freedom of speech is by ensuring that all residents have the opportunity to express their views and opinions without fear of retribution or discrimination.

One of the main ways that HOAs protect freedom of speech is through the adoption of rules and regulations that specifically address this issue. These rules may outline the rights and responsibilities of residents when it comes to expressing themselves, and may provide guidance on how to handle conflicts or disputes that may arise as a result of differing viewpoints. For example, an HOA may have a rule that prohibits residents from using language that is threatening, harassing, or discriminatory, and may also have a process in place for addressing and resolving any disputes that may arise as a result of these types of speech.

Additionally, HOAs may also protect freedom of speech by promoting a culture of open communication and dialogue within the community. This may involve encouraging residents to participate in meetings and forums where they can discuss issues and express their opinions, as well as providing opportunities for residents to engage with one another in a respectful and civil manner. By fostering a culture of open communication, HOAs can help to ensure that residents feel comfortable expressing their views and opinions without fear of reprisal or discrimination.

Furthermore, HOAs can also protect freedom of speech by providing a mechanism for addressing and resolving conflicts that may arise as a result of differing viewpoints. This may involve creating a dispute resolution process that allows residents to air their grievances and seek resolution in a fair and impartial manner. By providing this type of mechanism, HOAs can help to ensure that residents have the opportunity to express their views without fear of retribution or discrimination.

In conclusion, HOAs play an important role in protecting freedom of speech by adopting rules and regulations that specifically address this issue, promoting a culture of open communication and dialogue, and providing mechanisms for resolving conflicts that may arise as a result of differing viewpoints. By taking these steps, HOAs can help to ensure that all residents have the opportunity to express their views and opinions without fear of retribution or discrimination."

lol you actually think I will read that? point is there is more than one AI service and they are not infallable. Why not spend the time writing something better? I mean by the time I proof read that Computer generated garbage I could of written something 1/4 as long and to the point.

vis ta vie

MichaelT21 (Arkansas)
Posts: 462

Posted:

The AI created a 300 word essay because that was my prompt. If the goal is for something 1/4 as lone, I would have asked for a 75 word essay. let me try that instead

"Homeowner associations (HOAs) can protect freedom of speech by enforcing rules that prevent discrimination and harassment, providing a platform for members to express their views, and promoting a sense of community and inclusion. These actions can create a safe and inclusive environment where members feel comfortable expressing themselves. While some people may view HOAs as restrictive, they can also provide important protections for freedom of speech."

It's a little bit garbage, but with a couple quick edits, one can make it suitable for homeowner communication.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

Quote:

Posted By MichaelT21 on 12/13/2022 6:06 PM
The AI created a 300 word essay because that was my prompt. If the goal is for something 1/4 as lone, I would have asked for a 75 word essay. let me try that instead

"Homeowner associations (HOAs) can protect freedom of speech by enforcing rules that prevent discrimination and harassment, providing a platform for members to express their views, and promoting a sense of community and inclusion. These actions can create a safe and inclusive environment where members feel comfortable expressing themselves. While some people may view HOAs as restrictive, they can also provide important protections for freedom of speech."

It's a little bit garbage, but with a couple quick edits, one can make it suitable for homeowner communication.

100% garbage which has nothing to do with your community. zero actionable advice just vague superlatives.

Another state just passed a bill allowing Homeowners to put up signs in their HOA. Do you think we should allow a similar rule in our community? next to sign picture would be 1000% more effective.

2 sentenaces that give homeowners something to actually talk about. better to leave a space blank then fill up with nonsense.

vis ta vie