Use the Tool That Provides the Missing Strength
Work through the explanation, apply it to the example, and complete the quick check before continuing.
Different tools solve different problems
AI is one part of a wider toolkit. A sensible workflow may use several tools, each for the job it does best.
| Need | Better starting point | Why |
|---|---|---|
| Current public fact | Official current source or search | The information may have changed |
| Exact calculation | Calculator, spreadsheet, or tested code | The rule should give a repeatable result |
| Fixed repeated rule | Form, validation rule, or normal software | The expected behaviour is defined |
| Draft or rewrite | Generative AI or a person | Language options can be reviewed |
| Specialist interpretation | Qualified specialist using approved evidence | Expertise and responsibility are required |
| Formal approval | Authorised person or approved decision system | Authority cannot be created by fluent text |
Current facts need current sources
A model’s training does not guarantee current information. A full app may have search or retrieval, but you must know whether it was used and whether the source is suitable.
For a changing rule, price, timetable, office holder, safety notice, or software version:
- Find the official or authoritative source.
- Check its date and scope.
- Confirm that it applies to the real situation.
- Record the source when the result matters.
AI may help explain the source. The source remains the evidence.
Calculations need repeatable methods
Generative AI can discuss a calculation and may produce the right answer. It can also make arithmetic, unit, or formula mistakes.
If the task requires an exact result, use a calculator, spreadsheet formula, database query, or tested program. Check that the input values and rule are correct.
The calculator is not automatically right if the wrong numbers were entered.
Specialist judgement is more than information
A specialist does not only recall facts. They interpret evidence, consider exceptions, work under professional duties, and accept responsibility within a defined role.
AI can help organise questions or explain general ideas. It does not become a doctor, lawyer, accountant, safety officer, teacher, or security professional because it writes in that style.
Formal approval must come from authority
Some actions require a named approver. Examples include publishing an official statement, changing access permissions, accepting a contract, making a payment, or deciding an employment outcome.
An AI system may prepare information for the approver. It must not be treated as the approver unless an organisation has lawfully designed and authorised a specific system for that purpose.
Worked example: travel reimbursement
An employee asks an AI assistant to calculate a reimbursement.
A sound process is:
- Use the current approved policy as the source.
- Extract the relevant rule and required receipts.
- Use a tested spreadsheet or finance system for the calculation.
- Let AI draft a plain-English explanation if permitted.
- Have the authorised finance process approve payment.
One AI response should not silently perform all five roles.
Remember
- Search finds current sources; it does not replace checking.
- Calculators apply rules; they do not validate every input.
- Specialists interpret evidence and carry defined responsibility.
- Formal approval comes from authority, not confidence or fluency.
Before using any tool, we must also decide whether the proposed information is suitable to enter.