THE
AI PRODUCTIVITY SYSTEM
FOR BUSY PROFESSIONALS
How to Get More Done Using AI (Beyond Just Asking Questions)
(Beyond Just Asking Questions)
IMPORTANT
Before You Begin
This guide will help you use AI more effectively at work. Before you start, please review these important considerations.
Data Privacy Warning
- Do not paste confidential company information, trade secrets, or proprietary data into any AI assistant
- Do not include personally identifiable information (PII) such as names, addresses, social security numbers, or financial details
- Check your organization's AI usage policy before using any prompts in this guide at work
- Consider anonymizing or redacting sensitive details before pasting content into AI
- Be aware that some AI services may use your inputs for training purposes—review their terms of service
AI Accuracy Disclaimer
- AI outputs may contain errors, inaccuracies, or outdated information
- Always verify AI-generated content before using it professionally
- AI should augment, not replace, your professional judgment
- Do not rely on AI for decisions that require specialized expertise without consulting qualified professionals
No Professional Advice
- This guide is educational only and is not a substitute for legal, financial, medical, or other professional advice
- Consult qualified professionals for specific decisions in your field
- The author and publisher assume no liability for how you apply the information in this guide
Intellectual Property Notice
- Review your AI service's terms regarding content ownership and usage rights
- Verify that AI outputs do not infringe existing copyrights or trademarks
- You are responsible for how you use AI-generated content in your work
Third-Party Tools
- Tools mentioned in this guide are for informational purposes only
- No endorsement, warranty, or guarantee is implied
- Research tools independently before adopting them for your work
- Pricing, features, and availability may have changed since publication
REMEMBER
AI is a powerful tool, but you remain responsible for your work. Use good judgment, verify outputs, and always respect confidentiality obligations.
CONTENTS
Table of Contents
INTRODUCTION
How to Use This Guide
This guide is designed to be used, not just read.
Each section builds on the last. You'll map your work, identify what's draining you, and build a personal library of AI prompts that actually save you time.
What you'll need:
- An AI assistant (Claude, ChatGPT, Gemini, Copilot—any will work)
- 30–60 minutes for the full audit
- A place to save your prompts (Notion, Google Docs, or just a text file)
How to use the prompts:
- Copy-paste the prompt boxes into your AI assistant
- Replace anything in [brackets] with your own information
- Let the AI ask you clarifying questions—answer honestly
- Save the prompts that work best for your recurring tasks
A note on tools:
This guide is tool-agnostic. The prompts work with any modern AI assistant. I personally use Claude and Gemini, but use whatever you have access to. The framework is what matters, not the brand.
Before you dive in, let's set up your AI so it works with you, not just for you.
SECTION 1
Set Up Your AI
Turn Your AI Into a Business Partner
Before we dive into the framework, let's fix something most people skip: how your AI is set up.
Here's a mistake most people make: They treat AI like an assistant. A yes-man. A tool that does what it's told.
And that's exactly why they get mediocre outputs.
An assistant agrees with you. A consultant tells you what you want to hear. A business partner? They push back. They ask hard questions. They tell you when your idea sucks—because they have skin in the game.
That's how you should set up your AI.
Why Personalization Matters
Every major AI platform lets you set persistent instructions—context that applies to every conversation.
Most people skip this or write something generic like "be helpful and concise." That's a waste.
When you set up your AI properly, every prompt in this guide works better because it already knows:
- Who you are (your role, industry, company)
- How you work (your preferences, blind spots, goals)
- How it should respond (tone, honesty level, pushback)
You stop re-explaining context. You get better answers. You save time.
The Business Partner Prompt
Use this prompt to generate your personalization settings. It'll interview you and create a ready-to-paste profile:
PRIVACY REMINDER
When sharing your role and company context, avoid including confidential business information or trade secrets. Keep it general enough to be useful without being sensitive.
PROMPT:
I want to set up my AI personalization settings so you can be a better thinking partner.
But I don't want a yes-man assistant—I want you to act like a business partner who:
- Pushes back when my ideas are weak
- Asks hard questions before jumping to solutions
- Tells me what I don't want to hear (but need to hear)
- Flags risks, blind spots, and assumptions I'm missing
- Is direct and honest, not polite and vague
Ask me clarifying questions until you are 90% sure of my context. Cover:
1. My role and responsibilities
2. My industry and company context
3. My working style and preferences
4. My goals and current challenges
5. How I want feedback delivered (tone, directness)
6. Topics where I need extra pushback (my blind spots)
Then generate a personalization profile I can paste into my AI settings. Format it so it's ready to copy.
Where to Paste Your Settings
Each platform has a different location for personalization:
- Claude: Settings → Profile → "User Preferences" text box. Also explore Projects (for work-specific context) and Memory (auto-learned context).
- ChatGPT: Settings → Personalization → Custom Instructions. Two boxes: "What should ChatGPT know about you?" and "How should ChatGPT respond?"
- Gemini: Settings → Extensions and saved preferences.
- Copilot: Settings → Personalization options.
Example: Business Partner Profile
Here's what a good personalization profile looks like:
I'm a marketing director at a B2B SaaS company (50 employees). I manage a team of 4 and report to the CEO.
I want responses that are direct, not fluffy. Push back when my ideas have holes. Ask clarifying questions before giving advice—don't assume you know what I need.
My blind spots: I tend to overcomplicate things and avoid difficult conversations. Call me out on these.
I value speed over perfection. Give me 80% solutions fast, not 100% solutions slow.
Treat all strategic decisions as high-stakes—flag risks, offer pros/cons, and challenge weak assumptions.
See the difference? This isn't "be helpful." This is a working relationship.
Pro Tip: Revisit Every Quarter
Your role changes. Your goals shift. Your blind spots evolve. Set a reminder to update your AI profile every 3 months. Run the Business Partner Prompt again and see what's changed.
Now that your AI is set up as a thinking partner, let's look at the system.
QUICK START
The 5-Minute Version
Don't have time to read the full guide? Here's the system in one page.
The Problem:
You're using AI like a search engine. Ask → Answer → Done. That's fine, but you're missing 80% of what it can do.
The System:
- Audit your roles: List every hat you wear at work (not your job title—your actual roles)
- Map your tasks: What do you do in each role? Daily, weekly, monthly.
- Filter for automation: Which tasks are repetitive? Which drain your energy?
- Build your prompt library: Save prompts for recurring tasks (drafting, planning, research)
- Reset weekly: Spend 15 minutes reviewing what worked and what didn't
The Key Insight:
AI isn't a search engine. It's a thinking partner. Use it to organize your brain, not just answer questions.
Start Here:
Open your AI assistant and paste this prompt:
PRIVACY REMINDER
Before pasting: Remove or anonymize confidential data, client names, and proprietary information. Check your organization's AI policy.
PROMPT:
I need to map out all the professional roles I play at work. Here's a brain dump of everything I do in a typical week:
[Paste your list here—don't filter, just dump]
Ask me clarifying questions until you are 90% sure of the task. Then, identify the distinct roles I'm playing. Group my tasks by role.
That's it. You've started. Now keep reading for the full system.
SECTION 2
The Problem
You're Using AI Like a Better Google
Here's what I see happening:
You open your AI assistant. You ask it a question. It answers. You copy-paste the response into an email or doc. You close the tab.
Repeat 5–10 times a day.
That's fine. It works. You're getting faster at small things—drafting emails, summarizing articles, finding facts.
But here's the thing: you're stuck in Q&A mode.
And Q&A mode keeps you reactive. You're still doing the same work, just slightly faster. Still in the weeds. Still overwhelmed. Still context-switching between 12 roles, 40 tasks, and zero breathing room.
The Real Problem Isn't AI—It's How You're Using It
Most people treat AI like a search engine with a personality. Ask → Answer → Done.
But AI isn't search. It's a thinking partner.
It can help you:
- See what you're actually doing (roles, tasks, energy drains)
- Decide what deserves your time
- Automate the repetitive stuff that eats your week
- Organize your brain so you're proactive, not reactive
You just haven't been taught how.
What You're Missing
Right now, you're probably:
- Zoomed into tasks, not roles (so you can't see the full picture)
- Saying yes to everything (because you don't have a system to filter)
- Drowning in admin work (emails, scheduling, reports)
- Feeling busy but not productive (reactive motion ≠ progress)
And AI could solve all of that—if you knew how to use it beyond "write me an email."
What This Guide Does
I'm going to show you a framework. It's simple:
- Audit your roles → what hats do you actually wear?
- Map your tasks → what do you do in each role?
- Filter for automation → what's promptable vs. what's not?
- Build your prompt library → ready-to-use prompts for recurring work
- Reset weekly → stay clear and proactive, not buried
By the end, you'll have a system. Not theory. A real, working system to get AI doing the heavy lifting on the stuff that drains you—so you can focus on the stuff that matters.
Sound good? Let's start with your roles.
SECTION 3
Role Audit
You're Not One Person at Work—You're Five
Here's a question most people can't answer: What roles do you actually play at work?
Not your job title. Your roles.
If you're a marketing manager, you're also:
- A copywriter (drafting posts, emails, decks)
- A strategist (planning campaigns, analyzing performance)
- A people manager (1-on-1s, feedback, team coordination)
- A project manager (timelines, dependencies, stakeholders)
- An admin (scheduling, reporting, inbox triage)
That's five roles. Under one title.
And here's the problem: you're treating them all the same. You're context-switching between strategy and admin 20 times a day. No wonder you're exhausted.
The Role Audit
Before you can organize your work, you need to see it clearly. This exercise takes 10 minutes. It'll change how you think about your job.
Step 1: Brain Dump Your Work
Open your AI assistant. Copy-paste this prompt:
PRIVACY REMINDER
Before pasting: Remove or anonymize confidential data, client names, and proprietary information. Check your organization's AI policy.
PROMPT:
I need to map out all the professional roles I play at work. Here's a brain dump of everything I do in a typical week:
[Paste your list here—don't filter, just dump. Include meetings, emails, reports, one-off tasks, everything.]
Ask me clarifying questions until you are 90% sure of the task. Then, identify the distinct roles I'm playing. Group my tasks by role.
Format it like:
Role: [Name]
- Task 1
- Task 2
- Task 3
Step 2: Review and Refine
The AI will ask you questions to clarify your work. Answer honestly. It might ask:
- "Do you manage people or just coordinate tasks?"
- "Are these strategic decisions or execution?"
- "Who are you communicating with in these meetings?"
Once it has enough context, it'll organize your chaos into 3–7 roles.
Look at the output. Does it feel right? Add anything missing. Merge roles that overlap. You're not looking for perfection. You're looking for clarity.
Why This Matters
Once you see your roles clearly, you can:
- Batch similar work (all admin tasks in one block, not scattered)
- Delegate or automate (some roles can be partially handed off)
- Protect your time (strategy work needs deep focus; admin doesn't)
- Say no strategically (if a new task doesn't fit your core roles, question it)
But more importantly: you can now map which tasks eat your time and energy. That's next.
SECTION 4
Task Mapping
From Roles to Reality
You've identified your roles. Good. Now we need to go deeper: what are you actually doing in each role?
This is where most people get stuck. They know they're "doing marketing" or "managing projects," but they can't list the specific, recurring tasks that fill their week.
Without this list, you can't automate. You can't delegate. You can't even see where your time goes.
The Task Map
This exercise breaks down each role into discrete tasks. You'll end up with a master list of everything you do regularly.
Step 1: Expand Each Role
Take your role list from Section 3. For each role, use this prompt:
PRIVACY REMINDER
Keep descriptions general. Avoid sharing specific client names, project codenames, or confidential business details.
PROMPT:
I play the role of [Role Name] at work. Here are some examples of what I do in this role:
[List 2–3 examples of tasks or responsibilities]
Ask me clarifying questions until you are 90% sure of the task. Then, generate a comprehensive list of recurring tasks I likely do in this role. Include:
- Daily tasks
- Weekly tasks
- Monthly tasks
- Ad-hoc but common tasks
Format it as a checklist I can scan quickly.
Step 2: Consolidate Your Master Task List
Repeat this for each role. You'll end up with 5–7 lists.
Now combine them into one master document. Group by role. This is your Task Map—a complete picture of what you do.
Why This Matters
Once you have your Task Map, you can:
- See patterns (40% of your week is writing, 30% is meetings, 20% is admin)
- Identify bottlenecks (tasks that always take longer than they should)
- Spot redundancies (do you really need three status reports?)
- Prepare for automation (which tasks are repetitive enough to hand to AI?)
But first, we need to figure out which tasks are draining you most.
SECTION 5
Energy & Time Drain
Not All Tasks Are Created Equal
You have your Task Map. But here's the truth: not all tasks deserve equal attention.
Some tasks are high-leverage. They move the needle. They require your brain.
Other tasks are necessary but draining. They take time but don't create value. They're cognitive clutter.
Your goal: identify what's draining you, so you can automate or eliminate it.
The Drain Filter
This exercise helps you prioritize. You'll score each task by effort and impact.
Step 1: Score Your Tasks
Take your Task Map. Copy-paste it into your AI assistant with this prompt:
PRIVACY REMINDER
Review your Task Map before pasting. Remove any references to confidential projects, client names, or sensitive business information.
PROMPT:
Here's my full Task Map:
[Paste your task list from Section 4]
Ask me clarifying questions until you are 90% sure of the task. Then, help me score each task on two dimensions:
1. Effort (How much time/energy does it take?) → Low / Medium / High
2. Impact (How much does it move my goals forward?) → Low / Medium / High
Create a table with columns: Task | Role | Effort | Impact | Priority
Priority should be:
- High Impact + Low Effort = Do First
- High Impact + High Effort = Protect Time For
- Low Impact + Low Effort = Automate or Delegate
- Low Impact + High Effort = Kill or Redesign
Step 2: Review Your Drain Zone
Look at the "Low Impact + High Effort" quadrant. These are your energy vampires. They eat hours but don't move your goals.
Examples:
- Formatting reports manually
- Copying data between systems
- Writing the same type of email 10 times a week
- Attending status meetings where you're just a listener
- Chasing people for updates
These tasks are prime candidates for automation or elimination.
Step 3: Protect Your High-Impact Work
Now look at "High Impact + High Effort." This is your core work. Strategy. Creative thinking. Big decisions.
These tasks need deep focus. You can't automate them. But you can use AI to prepare for them—research, drafting, organizing inputs.
We'll cover that in Section 7.
SECTION 6
The Automation Filter
What Can AI Actually Do?
Not everything is promptable. And that's okay.
AI is great at:
- Pattern-based work (writing similar emails, drafting reports, summarizing)
- Structured thinking (organizing ideas, creating frameworks, planning)
- Research and synthesis (pulling insights, comparing options, explaining concepts)
- Drafting and editing (content creation, rewriting, tone adjustments)
AI is bad at:
- Real-time execution (it can't send emails, update spreadsheets, or ping people for you)
- Tasks requiring live data (stock prices, real-time analytics)
- Judgment calls only you can make (strategic pivots, people decisions, client negotiations)
- Physical work (you still have to show up to meetings, ship products)
The Filter Framework
Here's a simple decision tree to decide if a task is promptable:
- Is it repetitive? → Yes: Promptable. No: Probably not.
- Does it require my unique judgment? → Yes: Not fully promptable (but AI can prep you). No: Promptable.
- Does it involve external systems? → Yes: Not directly promptable (but consider no-code tools). No: Promptable.
Step 1: Run Your Task Map Through the Filter
Take your Task Map. Copy-paste it with this prompt:
PROMPT:
Here's my Task Map:
[Paste your full task list]
Ask me clarifying questions until you are 90% sure of the task. Then, classify each task into one of three categories:
1. Fully Promptable → I can use AI to do most of this
2. Partially Promptable → AI can draft, organize, or prep, but I still need to review or execute
3. Not Promptable → Requires live action, real-time tools, or my unique judgment
Format it as a table: Task | Role | Category | Why
Step 2: Review Your Promptable Tasks
Look at your "Fully Promptable" and "Partially Promptable" lists. These are your targets. These are the tasks where AI can save you hours every week.
Next, we'll give you the actual prompts to automate them.
SECTION 7
Prompt Playbook
Your Ready-to-Use Prompts
This is the core of the guide. Copy-paste these prompts for your most common tasks.
Each prompt follows a structure:
- Context (who you are, what you need)
- Clarification request (so AI asks questions before outputting)
- Output format (how you want the result)
You'll customize these based on your Task Map.
Prompt 1: Draft a Recurring Email
Use case: Weekly updates, client check-ins, team summaries
PROMPT:
I need to draft a [type of email: weekly update / client check-in / etc.].
Here's the context:
- Audience: [Who's receiving it?]
- Purpose: [Why are you sending it?]
- Key points to cover: [List 3–5 bullet points]
- Tone: [Professional / friendly / formal / casual]
Ask me clarifying questions until you are 90% sure of the task. Then draft the email. Keep it under [X] words.
Prompt 2: Summarize a Meeting or Document
Use case: Meeting notes, report summaries, long emails
PRIVACY REMINDER
Meeting notes and emails often contain sensitive information. Remove names, client details, and confidential data before pasting. Consider using generic labels like "Team Member A" instead of real names.
PROMPT:
I need to summarize [meeting notes / document / email thread].
Here's the full content:
[Paste content here]
Ask me clarifying questions until you are 90% sure of the task. Then create:
1. Key Takeaways (3–5 bullets)
2. Action Items (who does what by when)
3. Decisions Made
4. Open Questions
Format it so I can share it with my team immediately.
Prompt 3: Plan a Project or Campaign
Use case: Campaign planning, project kickoffs, content calendars
PROMPT:
I'm planning a [project / campaign / initiative].
Here's what I know:
- Goal: [What are you trying to achieve?]
- Timeline: [Start and end dates]
- Resources: [Team, budget, tools available]
- Constraints: [What's limiting you?]
Ask me clarifying questions until you are 90% sure of the task. Then create:
1. A high-level project plan (phases and milestones)
2. A list of key tasks with rough timelines
3. Potential risks or blockers to watch for
Format it as a table or checklist I can use to brief my team.
Prompt 4: Brainstorm Ideas or Solutions
Use case: Content ideas, campaign themes, problem-solving
PROMPT:
I need ideas for [content / campaign / solution to X problem].
Here's the context:
- Objective: [What are you trying to do?]
- Audience: [Who's this for?]
- Constraints: [Budget, time, platform, etc.]
- Examples I like: [Share 1–2 references if you have them]
Ask me clarifying questions until you are 90% sure of the task. Then generate 10 ideas. For each idea, include:
- A one-line description
- Why it might work
- Potential challenges
Rank them by feasibility and impact.
Prompt 5: Research and Compare Options
Use case: Tool selection, vendor comparison, strategy research
PROMPT:
I'm researching [topic / tool / vendor options].
Here's what I need:
- Goal: [What decision are you trying to make?]
- Options I'm considering: [List 2–5 options if known]
- Criteria that matter: [Cost, features, ease of use, etc.]
Ask me clarifying questions until you are 90% sure of the task. Then create a comparison table with:
- Key features
- Pros and cons
- Best use case for each option
End with a recommendation based on my criteria.
Prompt 6: Organize My Thoughts
Use case: Brain dumps, unclear ideas, messy notes
PROMPT:
I have a messy brain dump and need help organizing it.
Here's everything in my head:
[Paste your notes, thoughts, random ideas here]
Ask me clarifying questions until you are 90% sure of the task. Then organize this into:
1. Themes (what are the main topics?)
2. Action Items (what needs to be done?)
3. Questions (what's still unclear?)
4. Ideas (what's worth exploring further?)
Format it so I can see the structure clearly.
Prompt 7: Rewrite for Tone or Clarity
Use case: Editing emails, improving reports, simplifying jargon
PROMPT:
I need to rewrite this text.
Here's the original:
[Paste text here]
Ask me clarifying questions until you are 90% sure of the task. Then rewrite it to be:
- Tone: [Professional / friendly / formal / casual / persuasive]
- Length: [Shorter / same / longer]
- Audience: [Who's reading it?]
Keep the core message but make it clearer and more [adjective: engaging / concise / polite / etc.].
Prompt 8: Prepare for a Meeting or Presentation
Use case: Meeting prep, presentation outlines, Q&A prep
PROMPT:
I have a [meeting / presentation] coming up.
Here's the context:
- Topic: [What are you discussing?]
- Audience: [Who's in the room?]
- Your goal: [What do you want to achieve?]
- Time: [How long do you have?]
Ask me clarifying questions until you are 90% sure of the task. Then create:
1. A suggested agenda or outline
2. Key points to cover
3. Potential questions or objections (and how to handle them)
4. A one-line opening and closing statement
Format it as speaker notes I can reference.
Prompt 9: Create a Template or SOP
Use case: Standardizing processes, onboarding docs, checklists
PROMPT:
I do [task name] regularly and want to turn it into a reusable template.
Here's how I currently do it:
[Describe your process in 5–10 steps]
Ask me clarifying questions until you are 90% sure of the task. Then create:
1. A step-by-step checklist
2. A template I can copy-paste each time
3. Notes on what to customize each time
Make it simple enough that someone else could follow it.
Prompt 10: Decision Framework
Use case: Big decisions, trade-off analysis, strategic choices
PROMPT:
I'm deciding between [Option A / Option B / Option C].
Here's what I'm weighing:
- Options: [List them]
- Goals: [What matters most to you?]
- Constraints: [Time, budget, risk tolerance, etc.]
Ask me clarifying questions until you are 90% sure of the task. Then create:
1. A pros/cons table for each option
2. A scoring matrix (rate each option against your goals)
3. A recommendation with reasoning
Help me see blind spots or risks I might be missing.
How to Use These Prompts
- Copy the prompt structure
- Fill in your specifics (replace bracketed placeholders)
- Let AI ask clarifying questions (answer honestly—it'll improve the output)
- Review and edit (AI gets you 80% there; you refine the last 20%)
- Save your best versions (keep a prompt library in Notion, Google Docs, or a text file)
SECTION 8
Your Weekly Reset
Stay Proactive, Not Reactive
You've built your system. You have your roles, tasks, and prompts.
But here's the trap: systems decay without maintenance.
You'll slip back into reactive mode unless you reset weekly.
The Weekly Reset Prompt
Every Sunday or Monday, spend 15 minutes with this prompt:
PROMPT:
I'm doing my weekly reset. Here's my context:
- Last week's wins: [What went well?]
- Last week's drains: [What took too much time or energy?]
- This week's priorities: [What are my top 3 goals?]
- Known blockers: [Meetings, deadlines, dependencies]
Ask me clarifying questions until you are 90% sure of the task. Then create:
1. A weekly plan (how to allocate my time across roles)
2. Tasks to automate or delegate (based on last week's drains)
3. Time blocks to protect (for high-impact work)
4. A focus theme (one thing to improve this week)
Format it as a checklist I can reference daily.
Bonus: Daily Check-In Prompt
If you want to go deeper, use this at the start of each day:
PROMPT:
I'm planning my day. Here's what I know:
- Today's meetings: [List them]
- Today's deadlines: [What's due?]
- Energy level: [High / medium / low]
Ask me clarifying questions until you are 90% sure of the task. Then suggest:
1. Priority tasks (what to tackle first)
2. Time blocks (when to do deep work vs. admin)
3. Tasks to defer or delegate (if I'm low on time/energy)
Keep it realistic. I have [X] hours of focus time available.
Why This Matters
Weekly resets keep you clear. Daily check-ins keep you focused.
You're no longer reacting to your inbox. You're deciding where your time goes.
That's the difference.
SECTION 9
Tools to Go Deeper
You've got the framework. You've got the prompts. Now here's how to scale it.
These tools let you connect AI to your other systems—so you're not just prompting, you're automating.
Workflow Automation
Connect AI to your tools. Trigger actions automatically.
- Make (make.com) — Visual builder, powerful, good pricing. Best for complex workflows.
- Zapier (zapier.com) — Easiest to use, most integrations, most expensive. Best for simple automations.
- n8n (n8n.io) — Self-hostable, free tier, most control. Best for technical users who want ownership.
Examples: Auto-draft emails from form responses. Summarize Slack threads to Notion. Generate reports from spreadsheet data.
AI-Native Note-Taking
Notes that think with you.
- Notion AI — Best if you already use Notion. Summarize, draft, brainstorm inside your workspace.
- Mem — AI-first notes. Automatic organization and surfacing of related ideas.
- Obsidian + AI plugins — Local-first, private, highly customizable. For power users.
- Reflect — Clean, fast, AI-enhanced journaling and note-taking.
Meeting AI
Never take meeting notes again.
- Fathom — Free, integrates with Zoom, auto-generates summaries and action items.
- Otter — Real-time transcription, good for interviews and brainstorms.
- Fireflies — Records, transcribes, integrates with CRMs and project tools.
- Grain — Clips and highlights from meetings, great for sales and research.
Custom AI Assistants
Build specialized AI for your recurring workflows.
- ChatGPT Custom GPTs — Create purpose-built assistants (e.g., "My Weekly Report Writer").
- Claude Projects — Store context, files, and instructions for specific work streams.
Examples: A GPT that writes in your brand voice. A Claude Project for a specific client or product.
Spreadsheet AI
AI inside your data.
- Google Sheets + Gemini — Built-in AI for formulas, analysis, and generation.
- Airtable AI — Smart fields that auto-fill, categorize, and summarize.
- Excel + Copilot — Microsoft's AI layer for spreadsheet work.
Browser Extensions
AI on any webpage.
- Monica — ChatGPT/Claude in your browser. Summarize pages, draft replies, explain content.
- Merlin — Quick AI access anywhere. Good for fast lookups.
- Sider — Side panel AI for reading, writing, and research.
How to Choose
Don't try everything. Pick based on your biggest drain:
- "I waste time on repetitive workflows" → Start with Make or Zapier
- "I lose track of ideas and notes" → Start with Notion AI or Mem
- "Meetings eat my time" → Start with Fathom (it's free)
- "I do the same AI tasks repeatedly" → Build a Custom GPT or Claude Project
- "I want AI everywhere" → Get a browser extension
CONCLUSION
Final Thought
You don't need to do everything.
You just need to do the next thing.
Pick one prompt from Section 7. Use it this week. See what changes.
Then pick another.
That's the system. Small wins. Repeated.
You're not just using AI anymore. You're using it strategically.
Welcome to the other side.
APPENDIX
Prompt Quick Reference
All 13 prompts in one place. Copy-paste ready.
1. Role Audit
"I need to map out all the professional roles I play at work. Here's a brain dump of everything I do in a typical week: [list]. Ask me clarifying questions until you are 90% sure of the task. Then, identify the distinct roles I'm playing. Group my tasks by role."
2. Task Mapping
"I play the role of [Role Name] at work. Here are some examples: [list]. Ask me clarifying questions until you are 90% sure of the task. Then, generate a comprehensive list of recurring tasks I likely do in this role—daily, weekly, monthly, and ad-hoc."
3. Effort/Impact Scoring
"Here's my full Task Map: [list]. Ask me clarifying questions. Then score each task by Effort (Low/Medium/High) and Impact (Low/Medium/High). Create a table with Priority recommendations."
4. Automation Filter
"Here's my Task Map: [list]. Ask me clarifying questions. Then classify each task as Fully Promptable, Partially Promptable, or Not Promptable. Format as a table with reasons."
5. Draft Email
"I need to draft a [type of email]. Audience: [who]. Purpose: [why]. Key points: [list]. Tone: [style]. Ask me clarifying questions. Then draft the email."
6. Summarize
"I need to summarize [content]. Here it is: [paste]. Ask me clarifying questions. Then create: Key Takeaways, Action Items, Decisions Made, Open Questions."
7. Project Plan
"I'm planning a [project]. Goal: [what]. Timeline: [when]. Resources: [what]. Constraints: [limits]. Ask me clarifying questions. Then create a high-level plan with phases, tasks, and risks."
8. Brainstorm
"I need ideas for [topic]. Objective: [what]. Audience: [who]. Constraints: [limits]. Ask me clarifying questions. Then generate 10 ideas with descriptions, rationale, and challenges."
9. Research/Compare
"I'm researching [topic]. Goal: [decision]. Options: [list]. Criteria: [what matters]. Ask me clarifying questions. Then create a comparison table with pros/cons and a recommendation."
10. Organize Thoughts
"I have a messy brain dump: [paste]. Ask me clarifying questions. Then organize into: Themes, Action Items, Questions, Ideas."
11. Weekly Reset
"I'm doing my weekly reset. Last week's wins: [list]. Drains: [list]. This week's priorities: [top 3]. Blockers: [list]. Ask me clarifying questions. Then create a weekly plan, automation targets, time blocks to protect, and a focus theme."
12. Daily Check-In
"I'm planning my day. Meetings: [list]. Deadlines: [list]. Energy: [level]. Ask me clarifying questions. Then suggest priority tasks, time blocks, and what to defer. I have [X] hours of focus time."
13. Business Partner Profile
"I want to set up my AI personalization settings so you can be a better thinking partner. But I don't want a yes-man assistant—I want you to act like a business partner who pushes back when my ideas are weak, asks hard questions before jumping to solutions, tells me what I don't want to hear, flags risks and blind spots, and is direct and honest. Ask me clarifying questions about my role, industry, working style, goals, challenges, and blind spots. Then generate a personalization profile I can paste into my AI settings."