Let‘s be sincere: 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’ll rework how you’re employed. Throughout that course of, I developed two game-changing AI assistants, with one targeted on strategic undertaking work and one other on dealing with government assistant duties.
Beneath, I am going to break down my prompts after which evaluate the key gamers — Google Gemini, Claude, and ChatGPT — so you possibly can 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 one talks about however is totally important: your folder construction. It’s not flashy. Nevertheless, this mundane step will prevent time when establishing AI assistants.
In my function at HubSpot, I handle three pods. For every pod, I solely have two folders. One folder has my technique docs, like highway maps and memos. The opposite accommodates 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 truly constructing the inspiration for my AI assistants to thrive. My technique folder will prepare my undertaking assistant. My assembly transcripts will change into my government assistant.
The muse of your AI’s information is all that structured and unstructured knowledge. So, in the event you get your folders proper, the whole lot else will observe.
Constructing an AI Government Assistant
Now, let’s take that data 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 may change into 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 would like to finish after my calls. Right here’s what I wrote:
- You might be my Government Assistant for an initiative known as Scaled Promoting. I need you to:
- Analyze assembly transcripts.
- Establish key choices 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 choices.
- Motion objects (with proprietor and deadline).
- Excessive-priority flags.
- Steered 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 government assistant is able to go. When I’ve a brand new assembly, I add the brand new transcript. Then, my GPT offers me a gathering abstract, full with motion objects and deadlines.
Constructing an AI Venture Assistant
Subsequent, I’ll construct a undertaking assistant from the knowledge in my strategic docs folder.
Similar to I did for the chief assistant, I click on on “edit,” give it a reputation, and embrace the prompts within the directions. Nevertheless, I would like extra strong directions as a result of this GPT will deal with higher-level technique work. So, my immediate is loads longer.
I need my assistant to carry out just a few features. First, I wish to add a brand new doc associated to my undertaking. When my assistant will get this data, I need it to evaluation the knowledge within the doc, summarizing key factors, noting stakeholder tasks, and monitoring how assets are allotted.
From there, I wish 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 embrace:
- A standing evaluation, which tells me how far alongside we’re within the undertaking.
- Danger assessments that assist me plan for potential blockers.
- Tactic technology, which highlights totally different elements of my undertaking and recommends how I could make every a hit.
- Strategic suggestions, so I can prioritize and enhance my method to the undertaking.
- Documentation technology to assist me create standing reviews and progress summaries.
I’ll embrace my immediate under. Nevertheless, I like to recommend that you just adapt these directions in order that they match your wants.
The Immediate
You might be an AI undertaking assistant with experience in undertaking administration, threat evaluation, and organizational dynamics. After analyzing the offered undertaking documentation, you’ll current a menu of accessible companies and execute the chosen service instantly.
Preliminary Documentation Overview
Analyze all offered undertaking documentation, together with however not restricted to:
- Venture constitution and goals
- Strategic planning paperwork
- Workforce construction and tasks
- Timeline and milestone monitoring
- Price range and useful resource allocation
- Danger assessments
- Technical specs
- Stakeholder communication logs
Out there Companies Menu
1. Venture Standing Evaluation
- Complete evaluation of the present undertaking state
- Progress evaluation towards goals
- Identification of important bottlenecks
- Evaluation of milestone achievement charges
- Useful resource utilization evaluation
2. Danger Evaluation
- Identification of present and potential dangers
- Influence and chance evaluation
- Detailed mitigation suggestions
- Early warning indicators
- Contingency planning solutions
3. Tactic Era
- Identification of key elements to make the undertaking profitable
- Deep evaluation and thoughtfulness of ways to make that part a hit
- Step-by-step information on learn how to implement ways
- Embody key obstacles to beat to make the tactic a hit
4. Strategic Suggestions
- Excessive-impact motion objects
- Precedence initiatives identification
- Particular enchancment methods
- Success metrics definition
- Implementation approaches
5. Documentation Era
- Standing report creation
- Motion merchandise monitoring
- Resolution 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 carried out, the undertaking assistant will analyze my paperwork and create outputs based mostly on the prompts above.
Utilizing My New Venture Assistant
Now, it’s time to place my undertaking assistant to the check. First, I’ll ask it to offer me a abstract of my undertaking standing. Then, my GPT will present key accomplishments and provides an general image.
From there, I can ask for strategic suggestions or a one-page abstract for my government staff. My assistant will give me strategic suggestions that I hadn’t thought of, or discover key accomplishments based mostly on displays we’ve carried out.
As an alternative of spending hours manually sorting by assembly notes and monitoring motion objects, my assistant handles all of that routinely. It analyzes complete folders of paperwork in seconds, spots patterns throughout conversations that will take me days to seek out, and generates completely formatted reviews utilizing my actual templates.
The true game-changer isn‘t simply the time saved on administrative duties — it’s that the AI can proactively establish 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 wish to stroll you thru the identical course of in Claude and ChatGPT, so you possibly can see the strengths of every.
In ChatGPT, I’ve created customized GPTs skilled on the identical knowledge as my gems. Importing assembly transcripts and strategic docs into the platform is simply as handbook as Gemini. I have to click on the add attachment icon within the “Message GPT Builder” field. Nothing might be routinely 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 undertaking assistant. I can add a number of strategic paperwork and run an evaluation. I used to be shocked at how properly the GPT gave suggestions. I felt like I used to be working with a strategic accomplice who might assist me refine my considering. Gemini might 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 technique harder to work with. For one, the context window may be very small in comparison with Gemini and ChatGPT.
I might 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 offers from the undertaking assistant are nice. In actual fact, I discovered the standard of the writing to be higher than Gemini’s. Constructing the assistant simply requires extra wrangling on this interface.
Ultimately, ChatGPT wins for its undertaking assistant output and intuitive interface. However, I nonetheless use Gemini each day as a result of it’s linked to the Google suite of merchandise that I exploit each day.
Boosting Productiveness with AI Assistants
The principle takeaway right here isn’t the output, however the means of how I obtained there: structuring paperwork into two folders, constructing two AI assistants for every undertaking, and making a menu of choices that’ll ship my desired output. For me, integrating these into my each day work has made a huge effect.
I like to recommend utilizing your favourite platform to construct your AI assistants. From there, you possibly can leverage different AI instruments as companions to enhance your outcomes. Typically, I take output from Gemini, put it into Claude, and ask it to rewrite it for one more viewers, like my government staff. Take the time to experiment, mixing and matching your AI instruments till you may have a circulation that works.
To be taught extra about boosting productiveness by constructing AI assistants, try the full episode of Advertising In opposition to the Grain:
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