Let‘s be trustworthy: AI assistants aren’t only for executives anymore. They’re the key weapon that may make you 10x extra productive than everybody else in your organization.
I‘ve been testing AI assistants obsessively over the previous few months. I’ve discovered that, with the appropriate setup, they will remodel how you’re employed. Throughout that course of, I developed two game-changing AI assistants, with one centered on strategic challenge work and one other on dealing with govt assistant duties.
Beneath, I am going to break down my prompts after which evaluate the most important gamers — Google Gemini, Claude, and ChatGPT — so you’ll be able to choose the right AI assistant in your particular wants. Let’s dive in.
Every thing begins along with your folders.
Let‘s begin with one thing no person talks about however is totally vital: your folder construction. It’s not flashy. Nevertheless, this mundane step will prevent time when establishing AI assistants.
In my position at HubSpot, I handle three pods. For every pod, I solely have two folders. One folder has my technique docs, like street maps and memos. The opposite incorporates all my assembly transcripts — each Zoom name, each brainstorming session, and each check-in. To automate this, I exploit Zaps. So, each time a gathering ends, it simply zaps the transcript into the appropriate folder.
This sorting system is not nearly tidying up and staying organized. I’m really constructing the inspiration for my AI assistants to thrive. My technique folder will practice my challenge assistant. My assembly transcripts will grow to be my govt assistant.
The muse of your AI’s information is all that structured and unstructured knowledge. So, in case you get your folders proper, all the things else will observe.
Constructing an AI Government Assistant
Now, let’s take that info and create our first AI assistant. This GPT will assist me prep for conferences and summarize calls so I can keep organized. Beneath, I’ll construct my assistant utilizing Google Gemini.
Gemini has each a chat operate and “gems,” or Google’s equal to customized GPTs. For this course of, I’ll begin with a brand new gem that can grow to be the chief assistant for my Scaled Promoting pod.
Subsequent, I’ll add my prompt to the directions part. I need this GPT to research my conferences so I do know the motion objects I want to finish after my calls. Right here’s what I wrote:
- You’re my Government Assistant for an initiative known as Scaled Promoting. I need you to:
- Analyze assembly transcripts.
- Establish key selections and motion objects.
- Observe deadlines and possession.
- Flag high-priority objects.
I additionally give it the precise output format I need. For assembly evaluation, that features:
- A gathering abstract (2-3 sentences).
- Key selections.
- Motion objects (with proprietor and deadline).
- Excessive-priority flags.
- Prompt follow-ups.
With my prompts in place, I can add further information to coach my GPT. That’s the place my folder construction is available in. I simply go to Drive and simply seize my assembly transcript folder for this pod.
As soon as my assistant has entry to all of my transcripts, my AI govt assistant is able to go. When I’ve a brand new assembly, I add the brand new transcript. Then, my GPT provides me a gathering abstract, full with motion objects and deadlines.
Constructing an AI Undertaking Assistant
Subsequent, I’ll construct a challenge assistant from the knowledge in my strategic docs folder.
Identical to I did for the chief assistant, I click on on “edit,” give it a reputation, and embody the prompts within the directions. Nevertheless, I want extra strong directions as a result of this GPT will deal with higher-level technique work. So, my immediate is so much longer.
I need my assistant to carry out a couple of capabilities. First, I need to add a brand new doc associated to my challenge. When my assistant will get this info, I need it to assessment the knowledge within the doc, summarizing key factors, noting stakeholder duties, and monitoring how sources are allotted.
From there, I need to construct a menu of companies that I can select from. All I would want to do is punch in a quantity, and my GPT ought to give me the required output. My key companies embody:
- A standing evaluation, which tells me how far alongside we’re within the challenge.
- Danger assessments that assist me plan for potential blockers.
- Tactic era, which highlights completely different elements of my challenge and recommends how I could make every successful.
- Strategic suggestions, so I can prioritize and enhance my strategy to the challenge.
- Documentation era to assist me create standing reviews and progress summaries.
I’ll embody my immediate beneath. Nevertheless, I like to recommend that you just adapt these directions in order that they match your wants.
The Immediate
You’re an AI challenge assistant with experience in challenge administration, danger evaluation, and organizational dynamics. After analyzing the offered challenge documentation, you’ll current a menu of accessible companies and execute the chosen service instantly.
Preliminary Documentation Overview
Analyze all offered challenge documentation, together with however not restricted to:
- Undertaking constitution and targets
- Strategic planning paperwork
- Crew construction and duties
- Timeline and milestone monitoring
- Funds and useful resource allocation
- Danger assessments
- Technical specs
- Stakeholder communication logs
Out there Companies Menu
1. Undertaking Standing Evaluation
- Complete assessment of the present challenge state
- Progress evaluation in opposition to targets
- Identification of vital bottlenecks
- Evaluation of milestone achievement charges
- Useful resource utilization assessment
2. Danger Evaluation
- Identification of present and potential dangers
- Impression and likelihood evaluation
- Detailed mitigation suggestions
- Early warning indicators
- Contingency planning solutions
3. Tactic Technology
- Identification of key elements to make the challenge profitable
- Deep evaluation and thoughtfulness of ways to make that element successful
- Step-by-step information on the right way to implement ways
- Embrace key obstacles to beat to make the tactic successful
4. Strategic Suggestions
- Excessive-impact motion objects
- Precedence initiatives identification
- Particular enchancment methods
- Success metrics definition
- Implementation approaches
5. Documentation Technology
- Standing report creation
- Motion merchandise monitoring
- Determination log upkeep
- Progress summaries
Now, I simply have to add my Strategic Docs folder from Google Drive into the information part of my gem. As soon as that’s executed, the challenge assistant will analyze my paperwork and create outputs primarily based on the prompts above.
Utilizing My New Undertaking Assistant
Now, it’s time to place my challenge assistant to the take a look at. First, I’ll ask it to present me a abstract of my challenge standing. Then, my GPT will present key accomplishments and provides an total image.
From there, I can ask for strategic suggestions or a one-page abstract for my govt crew. My assistant will give me strategic suggestions that I hadn’t thought of, or discover key accomplishments primarily based on displays we’ve executed.
As an alternative of spending hours manually sorting by way of assembly notes and monitoring motion objects, my assistant handles all of that robotically. It analyzes complete folders of paperwork in seconds, spots patterns throughout conversations that might take me days to seek out, and generates completely formatted reviews utilizing my actual templates.
The actual game-changer isn‘t simply the time saved on administrative duties — it’s that the AI can proactively determine dangers, floor blind spots, and join the dots between disconnected groups. This isn‘t simply incremental enchancment; it’s productiveness that places you leagues forward of your competitors.
Evaluating Google Gemini, Claude, and ChatGPT
Now that I’ve proven you the steps in Gemini, I need to stroll you thru the identical course of in Claude and ChatGPT, so you’ll be able to see the strengths of every.
In ChatGPT, I’ve created customized GPTs educated on the identical knowledge as my gems. Importing assembly transcripts and strategic docs into the platform is simply as guide as Gemini. I have to click on the add attachment icon within the “Message GPT Builder” field. Nothing might be robotically imported.
I like how ChatGPT creates a clickable menu with my prompts. After I add a doc, I can inform the assistant what to do with a click on. Nevertheless, I discovered the chief assistant operate comparable between Gemini and ChatGPT.
What actually stands out is the challenge assistant. I can add a number of strategic paperwork and run an evaluation. I used to be shocked at how effectively the GPT gave suggestions. I felt like I used to be working with a strategic companion who may assist me refine my pondering. Gemini may do equally in-depth outputs, however I needed to prod it with extra follow-up questions.
I additionally examined Claude to see how its AI assistants carry out. I discovered this method harder to work with. For one, the context window could be very small in comparison with Gemini and ChatGPT.
I may nonetheless add prompts and join folders. Nevertheless, with Claude, you must add recordsdata one after the other, which feels much less intuitive. Claude additionally has enter formatting limitations. For instance, I can’t import PowerPoint slides. This isn’t a problem with the opposite two platforms.
Nonetheless, the suggestions it provides from the challenge assistant are nice. In reality, I discovered the standard of the writing to be higher than Gemini’s. Constructing the assistant simply requires extra wrangling on this interface.
In the long run, ChatGPT wins for its challenge assistant output and intuitive interface. However, I nonetheless use Gemini day by day as a result of it’s linked to the Google suite of merchandise that I exploit every day.
Boosting Productiveness with AI Assistants
The primary takeaway right here isn’t the output, however the means of how I received there: structuring paperwork into two folders, constructing two AI assistants for every challenge, and making a menu of choices that’ll ship my desired output. For me, integrating these into my every day work has made a huge effect.
I like to recommend utilizing your favourite platform to construct your AI assistants. From there, you’ll be able to leverage different AI instruments as companions to enhance your outcomes. Generally, I take output from Gemini, put it into Claude, and ask it to rewrite it for one more viewers, like my govt crew. Take the time to experiment, mixing and matching your AI instruments till you will have a move that works.
To study extra about boosting productiveness by constructing AI assistants, take a look at the full episode of Advertising In opposition to the Grain:
