AI is in all places, however most individuals are barely scratching the floor. 85% of professionals say they use AI, but only 4% of their actual work time involves it.
Actual productiveness beneficial properties? Nonetheless uncommon.
Nonetheless, 70% of customers say AI helps them focus extra, and this information exhibits you precisely the best way to faucet into that, not in idea, however in observe.
We’ve pulled collectively real-world AI use circumstances by job, from search engine marketing specialists to assistants to freelancers. This manner, you’ll be able to see precisely the best way to use AI to be extra productive at work.
Actual-world case research within the report present 2–3x sooner output throughout duties. And on this information, you’ll discover simple AI workflows for freshmen and skilled execs.
Increase your staff’s effectivity with Hubstaff’s productiveness instruments
Contents
- 1 Increase your staff’s effectivity with Hubstaff’s productiveness instruments
- 2 The way to use this information
- 3 Select your job sort
- 4 Function-based guided setup playing cards
- 5 Frequent questions and fixes
- 6 Bonus: Create your AI momentum loop
- 7 Conclusion
The way to use this information
Decide your function from the record under. Then, observe the step-by-step within the part you chose to construct your AI workflow.
Every mini-guide is full of instruments, prompts, and actual examples to save lots of you time instantly. In case your function isn’t listed, the Common Starter Package has versatile workflows anybody can use.
Select your job sort
- SEO Specialist
- Marketing Manager
- Writer/Content Creator
- Admin/Executive Assistant
- Customer Support Agent
- Sales/Lead Generation
- Ops/Project Manager
- Don’t see your role? Use the General Starter Kit
Function-based guided setup playing cards
1. search engine marketing Specialist
Aim: Reduce down the time it takes to create a weblog content material temporary from 60 minutes to 10 minutes.
Instruments you’ll want:
- SurferSEO
- Claude (Anthropic) — nice for dealing with lengthy search engine marketing briefs and sustaining construction
Setup time: 10 minutes
Final result: Weblog define and the intro copy prepared handy off or polish your self
Why this workflow works:
search engine marketing, together with government help, is likely one of the roles that sees the best time financial savings with AI. This straightforward workflow knocks out considered one of your most repetitive duties: constructing content material briefs. It’s sooner, extra constant, and takes the guesswork out of writing handoffs.
Step-by-step directions
- Log in to SurferSEO and click on “Create New Temporary.”
- Enter your goal key phrase and let it construct the temporary.
- Open Claude (Anthropic). If in case you have an account, register. In any other case, you’ll have to make use of the Free plan.
- Paste this immediate:
“Utilizing the search engine marketing temporary under, generate a weblog define. Embody H2s, FAQs, and inner hyperlink concepts. Tone: [insert tone]. Viewers: [insert audience].” - Paste within the Surfer temporary.
- To jot down your intro, use this immediate:
“Write an intro paragraph for this weblog publish. Make it attention-grabbing and related.”
2. Advertising and marketing Supervisor
Aim: Reduce your marketing campaign brainstorming time in half, and go from tough concepts to a sophisticated idea in quarter-hour.
Instruments you’ll want:
- ChatGPT (Free is okay, however Professional provides stronger inventive outputs)
- Google Docs or Notion (any documentation software to jot concepts down)
Setup time: quarter-hour
Final result: A ready-to-run marketing campaign idea with hooks, copy angles, and call-to-action concepts
Why this workflow works:
Marketing campaign ideation can eat up hours, particularly once you’re ranging from scratch. This workflow makes use of AI to kickstart your creativity with structured prompts that spark concepts quick.
Step-by-step directions
- Open ChatGPT and register.
- Paste this immediate:
“Act like a advertising and marketing strategist. I want marketing campaign concepts for [product/service]. The purpose is [brand awareness/lead gen/sales]. Give me: 5 hook concepts, 3 copy angles, and three robust CTAs. Viewers: [insert audience]. Tone: [insert tone].” - Assessment the outcomes — copy the elements you want right into a doc
- Need extra variations? Ask:
“Give me 5 extra hook angles targeted on [specific pain point or benefit].” - Ultimate immediate to shine the very best one:
“Develop on this idea into a brief social publish or electronic mail draft.”
3. Author/Content material Creator
Aim: Velocity up your first draft course of — go from define to full weblog publish in beneath half-hour.
Instruments you’ll want:
- ChatGPT (Professional allows you to use customized directions, Free would require extra enhancing)
- Grammarly or Hemingway Editor (for ultimate sprucing)
Setup time: half-hour
Final result: A stable first draft you’ll be able to edit and publish sooner
Why this workflow works:
Observing a clean web page isn’t enjoyable or productive. This workflow provides you construction upfront and will get a tough draft executed quick. AI handles the heavy lifting so you’ll be able to give attention to tone, circulate, and ending touches.
Step-by-step directions
- Open ChatGPT and register.
- Paste this immediate:
“I want to jot down a weblog publish about [topic]. Create an in depth define with H2s, bullet factors, and key examples. Tone: [insert tone]. Viewers: [insert audience].” - Assessment the define and tweak something you’d change
- Paste this immediate:
“Now develop every part into paragraphs. Hold it clear, participating, and helpful.” - Ask it to jot down an intro with this immediate:
“Write a compelling intro that hooks the reader and clearly states the advantage of studying this publish.” - Copy all the things into your doc, and do a light-weight edit with Grammarly or Hemingway
4. Admin/Government Assistant
Aim: Save time on assembly notes and follow-ups. Rework uncooked transcript to a cohesive abstract in 10 minutes or much less.
Instruments you’ll want:
- Fireflies.ai (for name recordings)
- Gemini — integrates easily with Google Calendar, Gmail, and Docs
Setup time: 10 minutes
Final result: A transparent, shareable assembly abstract with key takeaways and subsequent steps
Why this workflow works:
Maintaining with conferences, minutes, and follow-ups eat up time. This workflow turns name transcripts into organized summaries you’ll be able to drop into emails, paperwork, or venture instruments in minutes.
Step-by-step directions
- Document your assembly utilizing Fireflies.ai
- Obtain the transcript or copy the textual content
- Open Gemini and paste this immediate:
“Summarize the next assembly transcript. Write separate paragraphs 2 to three sentences lengthy for key sections within the transcript, and spotlight vital choices and motion objects. Format it cleanly for electronic mail.” - Paste within the transcript
5. Buyer Help Agent
Aim: Reply sooner and extra persistently by drafting high-quality replies in beneath 2 minutes.
Instruments you’ll want:
- ChatGPT
- Assist desk software program (Zendesk, Intercom, Entrance, and so on.)
Setup time: 5 minutes
Final result: A transparent, well mannered, and useful response to a buyer that you would be able to copy, tweak, and ship in a fraction of the time it could take to jot down one from scratch.
Why this workflow works:
Help inboxes refill quick, and writing the identical solutions again and again is a time sink. This workflow makes use of AI to generate stable draft replies, releasing you up for extra advanced tickets.
6. Gross sales/Lead Technology
Aim: Write customized chilly outreach messages that don’t sound templated in 5 minutes or much less.
Instruments you’ll want:
- ChatGPT
- LinkedIn or CRM for prospect particulars
Setup time: 5 minutes
Final result: A personalised, participating message able to ship that additionally takes approach much less time to tweak whereas rewriting
Why this workflow works:
Customized outreach works, however crafting every message manually isn’t scalable. This workflow makes use of AI to show fundamental prospect data into customized intros that sound like you.
Step-by-step directions
- Discover your prospect on LinkedIn or in your CRM
- Seize just a few fast particulars: function, firm, latest publish, shared connection, or ache level
- Open ChatGPT and paste this immediate:
“Write a brief, customized chilly outreach message to [prospect’s role] at [company]. Point out [insert detail or hook] and provide a fast worth prop for [your service/product]. Hold it pure and not than 100 phrases. [Paste in the contact details you collected]” - Tweak as wanted and ship, or drop into your outreach software
7. Ops/Mission Supervisor
Aim: Generate clear standing updates or venture summaries in minutes with out piecing collectively a dozen Slack threads.
Instruments you’ll want:
- Perplexity AI
- Mission administration software (Asana, Trello, Hubstaff Duties, ClickUp, or no matter you employ)
- Slack or electronic mail transcripts if pulling updates manually
Setup time: 10 minutes
Final result: A concise, readable replace your staff can simply act on
Why this workflow works:
The venture supervisor is the glue that holds all the things collectively, which is why chasing updates and writing summaries just isn’t the very best use of your time. This workflow helps you shortly compile enter into one complete but simply digestible replace.
Step-by-step directions
- Copy key data out of your venture software, emails, or Slack updates
- Open Perplexity AI and paste this immediate:
“Summarize the next venture notes into a standing replace. Embody: present standing, key milestones, blockers, and subsequent steps. Make it clear and skimmable.” - Paste within the notes, feedback, or updates
- Want a shorter model? Ask:
“Are you able to give me a one-paragraph abstract for busy executives?” - Drop it into your venture tracker, weekly replace doc, or electronic mail
8. Common starter package
Aim: Automate admin-heavy duties you do every single day.
Instruments you’ll want: Relying on the duty, you’ll select from a curated record utilizing the AI Matchmaker desk on this information
Setup time: ~15 to half-hour
Final result: A useful AI workflow that shaves day off one thing you used to do manually
Why this workflow works:
In case your function isn’t listed above, that is your place to begin. It’s designed that can assist you discover your first fast win, even in case you’re new to AI. Decide a job, match it with the suitable software, and take a look at the time financial savings your self.
Step-by-step directions
- Decide a repetitive or admin-heavy job (e.g., replying to emails, summarizing conferences, drafting SOPs, pulling analysis)
- Use the AI Matchmaker to establish instruments to make use of
- Use our plug-and-play prompts to try it out
- Time your self performing the duty earlier than and after the AI Wins Tracker
| Process | Really useful instruments | The way it helps | Pattern prompts |
| E mail replies | Gemini, Microsoft Copilot | Writes clear, on-brand responses shortly. Useful for routine replies. | – “Draft a pleasant reply to this buyer electronic mail: [paste message].”- “Shorten this electronic mail whereas holding it well mannered and useful.” |
| Assembly summaries | TLDV.ai, Fireflies.ai, Fathom | Data and summarizes conferences so that you don’t should take notes. | – “Summarize this transcript with key factors and motion objects.”- “What choices had been made on this assembly?” |
| Writing SOPs | Scribe AI | Robotically creates step-by-step guides when you work. | – (No immediate wanted — Scribe data your actions and writes the SOP for you.) |
| Analysis and solutions | Perplexity, Claude | Finds and summarizes advanced matters with sources. | – “What are the professionals and cons of [topic]?”- “Summarize the newest data about [industry trend].” |
| Brainstorming concepts | ChatGPT, Claude | Helps break by way of blank-page moments with quick ideation. | – “Give me 5 content material concepts about [topic] for [audience].”- “What are distinctive angles for selling [product]?” |
| Information cleanup/formulation | Excel Copilot, Rows AI | Explains, writes, and fixes spreadsheet formulation with out trial and error. | – “What’s the formulation to calculate month-over-month progress?”- “Write a formulation that flags duplicates in Column A.” |
| Process updates | ChatGPT + venture notes | Turns messy notes into clear, shareable standing updates. | – “Summarize this replace for a staff standing electronic mail.”- “Write a one-paragraph venture replace for stakeholders.” |
Frequent questions and fixes
“What if I don’t know which software to make use of?”
Begin with the duty, not the development. Use the AI Matchmaker above to seek out the suitable match based mostly on what you’re attempting to get executed.
“I’m not technical — is these items too superior for me?”
In no way. If you happen to can copy and paste, you should utilize each workflow on this information. No coding or difficult setup. Simply easy instruments and clear prompts.
“I attempted it and it didn’t actually work.”
Completely regular. Consider this like studying any new software, and check out, tweak, repeat. Attempt a unique job, swap instruments, or regulate the immediate. The purpose is you should construct confidence by way of small wins. You’ll naturally get higher on the AI instruments you’re utilizing so long as you retain at it.
Bonus: Create your AI momentum loop
Together with your first workflow operating, it’s time to maintain the ball rolling. Right here’s the best way to flip small wins into long-term habits.
- Observe your wins. Drop fast notes in a shared Google Doc or Notion web page. What labored? How a lot time did it save? This helps you see patterns and show the worth later.
- Share together with your staff. Use Slack, electronic mail, or your staff channel to point out what you constructed. Higher but, report a Loom video of your self demonstrating the cool issues you are able to do with AI. One individual’s AI can remedy an issue for another person too.
- Test in as soon as a month. Block half-hour to assessment what’s working and the place you’re nonetheless doing issues manually. Even higher automation concepts can come up throughout these check-ins.
The extra you employ AI with intention, the extra time you’ll get again for extra vital work.
Conclusion
Wish to get higher at AI? You solely want to begin with one workflow that saves you time.
Decide a job that drains your power, seize a software from the AI Matchmaker, and check out the immediate we gave you. That first fast win is all it takes to shift from experimenting to truly getting outcomes.
Then, doc it. Share it. Enhance it. That’s the way you construct momentum.
Wish to see the actual affect? Observe the time you save with Hubstaff. It’s the simplest, most intuitive method to show your AI workflows are literally working.
