From Brainstorm to Business Plan: Using AI to Strengthen Your Business Communication

Running a business or nonprofit requires more than just great ideas and passion. From grant proposals and press releases to outreach letters and social media copy, communication plays a pivotal role in growth and sustainability. Yet many business owners and nonprofit leaders often struggle with writing. Enter generative AI—a powerful tool that can turn communication from a chore into a strategic advantage.

In the final session of the first Project MOST workshop series, Elizabeth Cotton, Executive Director of Black Tech Link, led a dynamic session on how to use ChatGPT and generative AI to support everyday business communication tasks. This workshop, funded by the County of San Diego and presented in collaboration with the Prep Institute and RISE San Diego, aimed to demystify AI for small businesses and nonprofits.

Why Generative AI Matters

Generative AI refers to artificial intelligence tools that can create content—whether it’s text, images, audio, or even code—based on patterns and information from massive datasets. ChatGPT, Microsoft Copilot, and other AI assistants are built on these models, helping users generate emails, blog posts, reports, summaries, and even grant proposals quickly and effectively.

Elizabeth emphasized that for small business owners and nonprofit leaders who wear multiple hats, generative AI is a game-changer. Rather than hiring expensive copywriters or struggling to write from scratch, these tools help generate professional-grade content in minutes. The key, however, is learning how to use them strategically.

A Personal Example: From Scratch Copy to Elevated Messaging

Elizabeth shared her own experience preparing promotional content for Black Tech Link’s upcoming Community Health and STEM Fest. She started with a basic event description—simple, clear, but uninspiring. Using ChatGPT, she transformed the copy into an engaging and vibrant announcement tailored for various audiences, including the general public, urban communities, vendors, and employers.

This exercise illustrated one of the main takeaways: AI is not here to replace your voice, but to help you refine it. ChatGPT can rewrite, expand, translate, and improve text—but ultimately, the user must ensure it sounds authentic and relevant.

Customizing Content for Different Audiences

During the workshop, Elizabeth demonstrated how ChatGPT could create multiple versions of the same message, customized for different audiences:

  • Outreach letters for returning vendors

  • Exhibitor invitations for a career fair

  • Social media posts for Instagram, Facebook, and Twitter

  • A press release targeting local media

  • Spanish-language announcements for diverse communities

Each version was tailored in tone and vocabulary, showing how AI can adapt a single message into multiple formats with ease. This is particularly valuable for organizations trying to engage stakeholders across sectors, demographics, and languages.

Using AI for Grant and Bid Writing

Perhaps one of the most impressive demonstrations was using ChatGPT to respond to grant application questions. Elizabeth copied and pasted prompts from a real sponsorship opportunity and watched as ChatGPT generated thoughtful, articulate responses aligned with her event’s goals. By giving the AI a strong foundation—basic facts about the event, the target community, and the goals—she was able to get tailored, submission-ready responses in minutes.

This approach doesn’t eliminate the need for grant writers or editing, but it does drastically reduce the time required to draft compelling content. It also helps those who may not feel confident in technical writing to start from a clear framework.

AI for Business Plans and Internal Documents

Elizabeth also showed how ChatGPT could be used to build foundational business documents, such as business plans, scope of work outlines, and even employee handbooks. By asking ChatGPT to generate a template for a drywall and painting business plan, she received a structured outline with prompts for each section. This gave business owners a solid starting point for their plans, which they could personalize based on their services and goals.

She encouraged attendees to use AI as a partner, not a shortcut. Feed it real data about your target market, funding needs, and business operations. The more specific you are, the better the results.

Overcoming the Limitations of AI

While AI offers powerful capabilities, Elizabeth emphasized its limitations and shared tips on avoiding robotic or inauthentic outputs:

  • Don’t copy and paste everything. Use AI-generated text as a draft, then revise in your own voice.

  • Avoid overused or cliché phrases. Watch for generic language like “furthermore” or “moreover” that may reveal an AI source.

  • Never use ChatGPT to cite academic work or references for research grants. Use official publications, journals, and verified sources instead.

  • Always proofread and ensure cultural context. For example, a Spanish-language translation may need review by a native speaker to ensure it resonates locally.

Tools, Plugins, and Plus Features

For those looking to level up, Elizabeth introduced some advanced features of ChatGPT Plus, including GPTs like “Scholar GPT” and “Write for Me.” These tools help users:

  • Access deeper research from Google Scholar or PubMed

  • Draft content with specific tones or academic language

  • Analyze and improve technical documents

These features are especially helpful for researchers, content creators, or those writing grant proposals for government and academic institutions.

Real Community Impact

The workshop also featured a vibrant discussion among participants who shared how they’ve used ChatGPT for everything from travel planning and social media posts to flyer design and contract writing. The consensus? Generative AI saves time, improves professionalism, and unlocks creativity—especially for solo entrepreneurs or small teams.

By the end of the session, several attendees expressed interest in deeper training on AI tools. Elizabeth confirmed that future Project MOST workshops would continue to explore AI applications in greater detail.

Final Thoughts

In the modern business landscape, communication isn’t optional—it’s essential. Whether you’re sending a follow-up email, pitching a funder, or launching an event, your message needs to be clear, compelling, and tailored to your audience. Generative AI tools like ChatGPT are helping bridge the gap between vision and execution.

But the tool is only as good as the user. Learn to prompt effectively, edit thoughtfully, and preserve your voice. With a little practice, AI can become one of the most valuable assets in your business toolkit.

If you missed the workshop, look out for future events hosted by Project MOST and Black Tech Link. The resources shared are shaping a more inclusive, tech-empowered business community in San Diego—and beyond.

Want to Join the Movement?

If you’re a small business or nonprofit looking to grow, modernize, and get connected to real opportunity—Black Tech Link is here for you.

➡️ Visit blacktechlink.org
📌 Click on the Small Business Mastery Program
🗓️ Book a free session by hitting Talk With an Expert

Your mission deserves to thrive. Let’s make that happen—together.