Let‘s be fair: AI assistants aren’t only for executives anymore. They are the name of the game weapon that may make you 10x extra productive than everybody else for your corporate.
I‘ve been trying out AI assistants obsessively over the last few months. I’ve discovered that, with the precise setup, they may be able to change into how you’re employed. All over that procedure, I evolved two game-changing AI assistants, with one concerned about strategic undertaking paintings and any other on dealing with govt assistant duties.
Under, I will spoil down my activates after which examine the main gamers — Google Gemini, Claude, and ChatGPT — so you’ll pick out the easiest AI assistant on your particular wishes. Let’s dive in.
The whole thing begins along with your folders.
Let‘s get started with one thing no one talks about however is basically important: your folder construction. It’s now not flashy. On the other hand, this mundane step will prevent time when putting in AI assistants.
In my function at HubSpot, I organize 3 pods. For each and every pod, I most effective have two folders. One folder has my technique medical doctors, like highway maps and memos. The opposite accommodates all my assembly transcripts — each and every Zoom name, each and every brainstorming consultation, and each and every check-in. To automate this, I take advantage of Zaps. So, each and every time a gathering ends, it simply zaps the transcript into the precise folder.
This sorting device is not just about tidying up and staying arranged. I’m in reality construction the root for my AI assistants to thrive. My technique folder will educate my undertaking assistant. My assembly transcripts will transform my govt assistant.
The basis of your AI’s wisdom is all that structured and unstructured information. So, in case you get your folders proper, the whole lot else will stick to.
Development an AI Govt 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 will be able to keep arranged. Under, I’ll construct my assistant the usage of Google Gemini.
Gemini has each a talk serve as and “gem stones,” or Google’s an identical to customized GPTs. For this procedure, I’ll get started with a brand new gem that can transform the manager assistant for my Scaled Promoting pod.
Subsequent, I’ll upload my prompt to the directions phase. I need this GPT to research my conferences so I do know the motion pieces I wish to whole after my calls. Right here’s what I wrote:
- You’re my Govt Assistant for an initiative referred to as Scaled Promoting. I need you to:
- Analyze assembly transcripts.
- Determine key selections and motion pieces.
- Monitor closing dates and possession.
- Flag high-priority pieces.
I additionally give it the precise output layout I need. For assembly research, that incorporates:
- A gathering abstract (2-3 sentences).
- Key selections.
- Motion pieces (with proprietor and cut-off date).
- Top-priority flags.
- Recommended follow-ups.
With my activates in position, I will be able to add further wisdom to coach my GPT. That’s the place my folder construction is available in. I simply move to Pressure and simply snatch my assembly transcript folder for this pod.
As soon as my assistant has get entry to to all of my transcripts, my AI govt assistant is able to move. When I’ve a brand new assembly, I add the brand new transcript. Then, my GPT offers me a gathering abstract, whole with motion pieces and closing dates.
Development an AI Undertaking Assistant
Subsequent, I’ll construct a undertaking assistant from the tips in my strategic medical doctors folder.
Identical to I did for the manager assistant, I click on on “edit,” give it a reputation, and come with the activates within the directions. On the other hand, I would like extra powerful directions as a result of this GPT will care for higher-level technique paintings. So, my advised is so much longer.
I need my assistant to accomplish a couple of purposes. First, I wish to add a brand new report associated with my undertaking. When my assistant will get this knowledge, I need it to study the tips within the report, summarizing key issues, noting stakeholder obligations, and monitoring how sources are allotted.
From there, I wish to construct a menu of services and products that I will be able to make a choice from. All I’d wish to do is punch in a host, and my GPT must give me the desired output. My key services and products come with:
- A standing research, which tells me how a long way alongside we’re within the undertaking.
- Possibility tests that assist me plan for attainable blockers.
- Tactic technology, which highlights other elements of my undertaking and recommends how I will be able to make each and every a luck.
- Strategic suggestions, so I will be able to prioritize and make stronger my technique to the undertaking.
- Documentation technology to assist me create standing reviews and development summaries.
I’ll come with my advised beneath. On the other hand, I like to recommend that you just adapt those directions in order that they fit your wishes.
The Advised
You’re an AI undertaking assistant with experience in undertaking control, possibility research, and organizational dynamics. After inspecting the supplied undertaking documentation, you’re going to provide a menu of to be had services and products and execute the selected provider instantly.
Preliminary Documentation Evaluation
Analyze all supplied undertaking documentation, together with however now not restricted to:
- Undertaking constitution and goals
- Strategic making plans paperwork
- Workforce construction and obligations
- Timeline and milestone monitoring
- Funds and useful resource allocation
- Possibility tests
- Technical specs
- Stakeholder conversation logs
To be had Services and products Menu
1. Undertaking Standing Research
- Complete evaluation of the present undertaking state
- Growth evaluation in opposition to goals
- Identity of important bottlenecks
- Research of milestone success charges
- Useful resource usage evaluation
2. Possibility Evaluation
- Identity of present and attainable dangers
- Affect and likelihood research
- Detailed mitigation suggestions
- Early caution signs
- Contingency making plans tips
3. Tactic Technology
- Identity of key elements to make the undertaking a hit
- Deep research and thoughtfulness of ways to make that element a luck
- Step by step information on methods to enforce ways
- Come with key hindrances to conquer to make the strategy a luck
4. Strategic Suggestions
- Top-impact motion pieces
- Precedence tasks identity
- Particular development methods
- Luck metrics definition
- Implementation approaches
5. Documentation Technology
- Standing record introduction
- Motion merchandise monitoring
- Resolution log repairs
- Growth summaries
Now, I simply wish to add my Strategic Doctors folder from Google Pressure into the data phase of my gem. As soon as that’s performed, the undertaking assistant will analyze my paperwork and create outputs in accordance with the activates above.
The usage of My New Undertaking Assistant
Now, it’s time to position my undertaking assistant to the check. First, I’ll ask it to provide me a abstract of my undertaking standing. Then, my GPT will supply key accomplishments and provides an general image.
From there, I will be able to ask for strategic suggestions or a one-page abstract for my govt group. My assistant will give me strategic suggestions that I hadn’t thought of, or in finding key accomplishments in accordance with displays we’ve performed.
As a substitute of spending hours manually sorting via assembly notes and monitoring motion pieces, my assistant handles all of that routinely. It analyzes complete folders of paperwork in seconds, spots patterns throughout conversations that might take me days to search out, and generates completely formatted reviews the usage of my precise templates.
The true game-changer isn‘t simply the time stored on administrative duties — it’s that the AI can proactively determine dangers, floor blind spots, and fasten the dots between disconnected groups. This isn‘t simply incremental development; it’s productiveness that places you leagues forward of your festival.
Evaluating Google Gemini, Claude, and ChatGPT
Now that I’ve proven you the stairs in Gemini, I wish to stroll you via the similar procedure in Claude and ChatGPT, so you’ll see the strengths of each and every.
In ChatGPT, I’ve created customized GPTs educated at the identical information as my gem stones. Uploading assembly transcripts and strategic medical doctors into the platform is simply as guide as Gemini. I wish to click on the upload attachment icon within the “Message GPT Builder” field. Not anything may also be routinely imported.
I love how ChatGPT creates a clickable menu with my activates. Once I add a report, I will be able to inform the assistant what to do with a click on. On the other hand, I discovered the manager assistant serve as related between Gemini and ChatGPT.
What in point of fact sticks out is the undertaking assistant. I will be able to upload more than one strategic paperwork and run an research. I used to be shocked at how smartly the GPT gave suggestions. I felt like I used to be running with a strategic spouse who may assist me refine my pondering. Gemini may do in a similar way in-depth outputs, however I needed to prod it with extra follow-up questions.
I additionally examined Claude to peer how its AI assistants carry out. I discovered the program harder to paintings with. For one, the context window may be very small in comparison to Gemini and ChatGPT.
I may nonetheless upload activates and fasten folders. On the other hand, with Claude, you must upload recordsdata separately, which feels much less intuitive. Claude additionally has enter formatting obstacles. For instance, I will be able to’t import PowerPoint slides. This isn’t a topic with the opposite two platforms.
Nonetheless, the suggestions it offers from the undertaking assistant are nice. Actually, I discovered the standard of the writing to be higher than Gemini’s. Development the assistant simply calls for extra wrangling on this interface.
Finally, ChatGPT wins for its undertaking assistant output and intuitive interface. However, I nonetheless use Gemini on a daily basis as it’s attached to the Google suite of goods that I take advantage of day by day.
Boosting Productiveness with AI Assistants
The principle takeaway right here isn’t the output, however the procedure of the way I were given there: structuring paperwork into two folders, construction two AI assistants for each and every undertaking, and making a menu of choices that’ll ship my desired output. For me, integrating those into my day by day paintings has made an enormous impression.
I like to recommend the usage of your favourite platform to construct your AI assistants. From there, you’ll leverage different AI equipment as partners to make stronger your effects. Every now and then, I take output from Gemini, put it into Claude, and ask it to rewrite it for any other target audience, like my govt group. Make the effort to experiment, mix and matching your AI equipment till you will have a glide that works.
To be informed extra about boosting productiveness through construction AI assistants, take a look at the complete episode of Advertising and marketing In opposition to the Grain:
