Introduction
Welcome to another episode of TJ’s Technology Tuesday. In this episode of Digital 4 Productivity, we tackle one of the questions I am asked most frequently: How can I best use AI to write my emails faster? For me, there are several levels to this. The first point is to ask: where can I actually replace an email altogether? In many organisations I see that Kanban technology is still not being used — for example the way it can be used with the Planner in Microsoft 365 — so that there is a task, a processing status, a follow-up question, an approval, or a sign-off.
Rule No. 1: Avoid Emails
That means, if you work with Kanban flows — for example for weekly standing meetings — you do not need an email at all. We are simply used to email as a medium. The most important first step for me is always to ask: can I avoid the email? Because we tend to receive too many, not too few. One way to avoid emails — especially as a manager — is to make use of assistants.
I am strongly opposed to the abolition of secretariats and personal assistants. I have had my own virtual private assistant for 15 years. Even if you say you do not want anyone sitting in the office with you as a full-time employee, there are external service providers with whom you can do this wonderfully. I even did this during my time as a salaried managing director, where I brought in additional external support. That was one of the main impulses I took away from Timothy Ferriss’s “The 4-Hour Work Week”.
How It Makes Sense to Handle Emails with AI
So first level: avoid emails. The second level is to consider whether using AI actually takes longer — because you end up revising the result 25, 26 or even more times. I see this quite often. People say, “Just have Copilot reply for me.” But in the end they have to correct so much that it takes even longer.
There are several approaches here. One approach is to set ground rules: I simply reply — especially internally — only with “okay”, “no”, “yes”, or a thumbs up or thumbs down. Then you can also consider whether internal communication might be better handled via a Teams channel. Again: skip the email. The second part is that if you do communicate by email, you sometimes communicate using only the subject line.
That also keeps it much shorter. If an email is truly necessary, you can of course use Copilot in Outlook — but you should make sure it is configured properly. Let me show you. I have Outlook open here, and in Outlook there is the option to display Copilot, and you can also go into the Copilot settings — just as you can in other programmes, for example in the Edge browser settings — where you will find the three-dot menu. In that menu you have the option to configure personalisation, just as you know it from other services. That means I can click those three dots and navigate into the settings topic.
There you will find the personalisation section, and most importantly the custom instructions, which also apply to composing emails. In addition, in the new Outlook — I will also show the classic version shortly — there are Copilot settings where you can activate Copilot. You can even have your emails prioritised there, although I personally am not a big fan of that. And there is also the option to add custom instructions specifically for emails. As you can see, mine are empty, because I rarely use this feature.
Let me show you what this looks like in classic Outlook. There you have Copilot and the same three-dot menu for settings. However, you do not have the additional dedicated email settings option that is available in new Outlook. Why do I rarely use it? Because I use a different method. What I use instead is speaking — dictating — and then having the whole thing converted for me. I find this a far more practical approach. Let me show you two solutions I can highly recommend.
Dictating Emails Instead of Typing – with Wisprflow
The first solution I can recommend is Wisprflow. The idea is that you define a microphone in Wisprflow and then simply hold the Control key, which starts the recording, and the spoken text is immediately converted into typed text.
Let me open the application. So, once it is open, you can see it here. Now I can go into the settings. There is a shortcut I can configure, and I can select which microphone to use.
There are also further settings, such as having it log in at startup and so on. And when I go deeper into the settings, I have the option to choose between different tiers. There is a free version, and there are Pro and Enterprise versions. The main difference is the volume of dictation allowed. This is really something — even Frau Rademacher, for example, who is a guiding light for me at 84 years old and always keeps up with the latest developments, has also tried this now and says it is wonderful.
Voicely – A German Alternative
Now some of you may rightly ask: Wait a moment — where is this company based? The USA? Is there not a solution like this from Germany? Good news: I recently attended a webinar by Everlast AI — the same people where I did my Claude Masterclass, which I can also highly recommend — and they presented a German alternative called Voicely.
And this is exactly the idea: write five times faster in any app. And the great thing is, as it says right there, write five times faster in any app. It is not just about typing emails — when I work with Claude, with Copilot and so on, instead of typing I dictate, but I still get a text that appears and that I can then edit. I actually find that slightly better than voice mode. And here too — and this is the great advantage — the data remains in Europe.
That means it does not go to the USA. Which is really a significant benefit, and it works equally well — it is usable across different systems. And it is exactly this idea: you speak in your natural language and save a great deal of time. There is even a special offer available right now. I have no affiliate link, but I booked it for 5 euros per month. That is roughly a 120-euro deal for two years. I can highly recommend it.
That means when I am in the office, I now have an external microphone here. But it works just as well with the built-in microphone on your computer, with AirPods, or whatever headset you happen to have with you. The idea is exactly that: instead of typing, I speak accordingly.
All Messaging Services in One Place – with Beeper
And there is another tip worth mentioning. As you know, I am a big fan of Beeper. Beeper is a solution that also lets me compose social media messages on the PC — including WhatsApp, for example. Let me open it alongside and show you what I mean. One Inbox for All Your Chats — I have already reported on this here before.
The idea is that you have all your messaging services available on the iPad, the iPhone, and the Mac or PC in one place. I genuinely find that brilliant. Let me fire it up quickly so you can get an overview.
So, you can see the concept — All Chats in One App — meaning I have one application where everything is visible at a glance. And the cool thing is that when I am on the PC, for instance, I can go into WhatsApp there, I can speak my message, which many people enjoy doing. But I do not know about you — I hate voice messages. And the great thing is: you can dictate and the recipient can read it. That way everyone gets what they prefer, because we can speak much faster and read much faster than we can listen. The speed is different, which makes this approach work wonderfully. It works on iPhones and iPads too with the built-in dictation function. PCs and Macs also have one. However, both Wispr and Voicely are significantly better in my experience. Just try it out. As you know, my topic is productivity. And one big productivity lever is of course being able to type quickly with all ten fingers.
Conclusion
I must confess with some embarrassment that I practically forced our daughter to take a ten-finger typing course — for which she is now grateful — but I never did it myself. All the more grateful am I today to have these dictation solutions. And perhaps you are in the same situation: you can speak faster than you can type. Then dictation is an absolute productivity advantage — not just for emails, but certainly there too.
That is what this is all about. As a personal technology companion for managers, I wish you every success. Your Thorsten Jekel.
Key Takeaways
- The first step to reducing email effort is to avoid emails altogether — for example by using Kanban tools like Microsoft 365 Planner for tasks, status updates, and approvals.
- Assistants (including virtual ones) can significantly relieve managers and reduce incoming email volume.
- Internally, it often suffices to reply only with “okay”, “yes”, “no”, or a thumbs up/down — or to communicate via a Teams channel instead.
- Copilot in Outlook (new and classic) offers custom instructions for composing emails that can be individually configured.
- Dictating instead of typing is, according to Thorsten Jekel, the far more practical method for creating emails faster.
- Wisprflow lets you dictate by holding the Control key and converts spoken text immediately into typed text.
- Voicely is a German alternative to Wisprflow — data stays in Europe and the tool works in any app.
- Beeper consolidates all messaging services (e.g. WhatsApp) into a single app and also supports dictation on the PC.
- Dictated messages are an advantage because people can speak and read faster than they can listen to voice messages.
- Even without ten-finger typing skills, dictation solutions can deliver a significant productivity advantage.
Frequently Asked Questions
How can I write emails faster with AI?
The best way to write emails faster with AI is to dictate them: instead of typing, you speak the text and tools like Wisprflow or Voicely convert your speech into formatted text instantly. According to Thorsten Jekel, this approach is far more practical than repeatedly revising Copilot drafts.
When should I avoid emails altogether?
Emails should be avoided when the communication is about tasks, processing statuses, follow-up questions, approvals, or sign-offs — Kanban tools such as Microsoft 365 Planner are better suited for these. Internal communication can often be replaced by Teams channels or short responses (yes/no/thumbs).
What is Wisprflow and how does it work?
Wisprflow is dictation software where you define a microphone and start recording by holding the Control key. The spoken text is converted immediately into typed text and appears directly in the application you are currently using.
What is the difference between Wisprflow and Voicely?
Wisprflow is a US-based tool, whereas Voicely is a German alternative where data stays in Europe. Both tools work similarly well and can be used across different applications; Voicely was presented in a webinar by Everlast AI.
How do I set up Copilot in Outlook for writing emails?
In Outlook — both new and classic — you can open the settings via the three-dot menu in the Copilot panel and store custom instructions for composing emails. In new Outlook there are additional dedicated Copilot settings where email prioritisation can also be activated.
Why does Thorsten Jekel recommend dictation over Copilot drafts?
Thorsten Jekel prefers dictation because repeatedly correcting Copilot drafts often takes longer than simply dictating the desired text. With dictation, an editable text that closely matches your own style appears immediately.
What is Beeper and how is it used in this context?
Beeper is an application that consolidates all messaging services — including WhatsApp — into a single app and is available on PC, iPad, iPhone, and Mac. In the context of faster communication, you can also dictate in Beeper so that the recipient receives a text message instead of having to listen to a voice message.
Can I dictate on iPhone or iPad as well?
iPhones and iPads have a built-in dictation function that can be used for fast text input. However, according to Thorsten Jekel, both Wispr and Voicely are significantly more powerful than the built-in solutions.
What advantage does dictation have over sending voice messages?
Dictated text messages are faster for recipients to consume because people can read much faster than they can listen to a voice message. At the same time, the sender can speak faster than they can type, so both sides benefit from this method.
Is a virtual assistant worth it for reducing email volume?
A virtual or external assistant can significantly reduce the email burden for managers, as Thorsten Jekel reports from personal experience: he has had his own virtual private assistant for 15 years and used this approach even as a salaried managing director, inspired by Timothy Ferriss’s book “The 4-Hour Work Week”.
Tools & Resources Mentioned
- Microsoft 365 Planner – Kanban tool for tasks, approvals, and status tracking as an email alternative
- Microsoft Copilot in Outlook – AI assistant for composing and prioritising emails with custom instructions
- Wisprflow – Dictation tool for PC, converts speech into text instantly via the Control key (free and Pro/Enterprise versions)
- Voicely – German alternative to Wisprflow, data stays in Europe, works in any app
- Beeper – Unified messaging app that consolidates WhatsApp and other services into one inbox
- AI Tools for Productivity – Further information on AI applications at digital4productivity.de
