Time is cash in advertising, so why now not use AI workflows to spice up productiveness? I spoke with a few of my colleagues at HubSpot, they usually say they have got discovered workflows that maximize their productiveness, save time, and act as the easiest computerized assistant.
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Should you‘re in search of workflows that make your paintings lifestyles more uncomplicated, you’ve come to the best weblog.
However ahead of we get into their stories, let’s dive into some great benefits of AI workflow automation.
Advantages of Productive AI Workflow Automations
An enormous good thing about AI workflow automation is that it could act as an assistant to whom you delegate duties. My colleagues on the Advertising and marketing In opposition to the Grain podcast would agree.
“The article I have realized about AI is that it really works very best while you deal with it like a collaborator and now not only a software,” says the podcast‘s host, Kipp Bodnar. “It’s there that can assist you get going. It sparks concepts, making beginning absolutely anything 100 occasions more uncomplicated.”
And this is because AI can sift via and analyze knowledge a lot sooner and extra successfully than people, which brings me to my subsequent level: AI workflows can prevent hours doing repetitive duties. Our 2025 State of AI in Advertising and marketing document discovered that AI can save 1-3 hours of labor on duties like:
- Media content material introduction
- Textual content-based content material introduction, equivalent to blogs and ebooks
- Analysis
- Brainstorming
So, what AI workflows are you able to undertake into your technique? Let’s dive in.
Productive AI Workflows Utilized by HubSpotters
1. Venture Assistant
You might have almost definitely heard of Construct-A-Endure, however have you ever heard of Construct-Your-Assistant? K, that comic story used to be just a little tacky, however the level is, you’ll be able to construct your personal AI undertaking assistant that assist you to paintings smarter and now not tougher.
“A undertaking AI assistant is mainly simply how you employ ChatGPT, Claude, and Google for paintings,” he says. “It is mainly growing, in ChatGPT, a selected undertaking for an consequence you might be making an attempt to succeed in inside a industry.”
For instance, let’s consider your purpose is to develop call for for what you are promoting by means of 50% yr over yr, or you wish to have to spice up per 30 days energetic customers on your app or web page.
The targets would possibly sound simple, however they require the paintings of groups, particular person participants, direct studies, paperwork, and extra.
“For each and every of the ones results and initiatives, I create a ChatGPT undertaking,” Keiren explains. Now not partial to ChatGPT? That is positive. You’ll be able to additionally make a Clause undertaking or a Gemini gem.
Kieren says there are 3 portions of your AI undertaking assistant: context, templates, and directions.
Context
The context can be unstructured and structured knowledge, equivalent to assembly transcripts, strategic paperwork, emails, undertaking correspondence, and deep analysis.
“All of this knowledge that we’ve got had endlessly turns into far more precious and usable as a result of AI,” says Kipp‘s co-host, Kieren Flanagan. “Probably the most techniques you will have to consider your use of AI is, ’Am I getting the utmost quantity out of the structured and unstructured knowledge I’ve’ ahead of shifting directly to different use instances.”
Templates
Kieren says templates are fabrics you’ll be able to give the AI to make use of, in order that while you request a role, it could carry out the duty within the structure you wish to have.
For instance, he sought after to craft a memo, and he may just add a memo template and request the AI to create a memo the use of the template supplied.
You must additionally add templates for:
- Weekly blockers
- Bi-weekly momentum drivers
- Per month standing updates
Directions
Your directions are how you wish to have the AI machine to paintings. What your directions are or how they give the impression of being is as much as you and your undertaking wishes, however for reference, those are the directions Kieren provides to his ChatGPT AI undertaking supervisor:
“1. Be transparent, concise, and insightful: Stay responses to the purpose, however be sure to supply sufficient context to improve your conclusions. Prioritize readability, however don’t sacrifice intensity the place nuance issues.
2. Flooring suggestions in proof: When referencing inside documentation, cite the precise report title or supply obviously (e.g., “2024 Q3 GTM Technique Document”). If related, come with particular excerpts or web page numbers.
3. Actively floor blind spots: Don’t simply reply to the suggested — proactively determine dangers, overlooked alternatives, or possible second-order results I will not be bearing in mind.
4. Problem my pondering respectfully: If my assumptions or good judgment seem mistaken, be offering a greater selection. Provide an explanation for why your reasoning diverges, with a positive tone and supporting proof.
5. Herald exterior viewpoint the place precious: Use real-world case research, trade benchmarks, or aggressive insights to support suggestions or expand strategic pondering.
6. Assume long-term and systemically: When conceivable, attach particular person duties or issues to greater strategic targets, org-wide implications, or patterns throughout initiatives.
7. Prioritize actionability: Finish with transparent subsequent steps, inquiries to believe, or choices to transport ahead — particularly when the trail isn’t obtrusive.”
2. Assembly Assistant
An AI workflow can be a gathering assistant that data, transcribes, and pulls knowledge out of your digital conferences. This workflow is a favourite of my colleague Jeanie Thompson. She particularly loves fireflies.ai assistant.
“I have been loving fireflies.ai for assembly notetaking, particularly if I’ve to pass over a gathering,” she says. “I additionally like it for different duties, like beginning a draft for an interview-heavy weblog put up.”
Justina says fireflies.ai has additionally helped her evaluation key assembly dialog subjects or a abstract of an interview she carried out for her weblog posts.
“I am able to evaluation a abstract of our dialog with no need to observe my complete recording again manually,” she explains.
3. Per month Paintings Making plans
Mapping out a month‘s load of labor may also be tedious and tough, which is why HubSpot’s lead advertising creator, Laura Browning, makes use of AI to plot her workload. Sooner than AI, Laura spent a large number of time making ready her per 30 days workload.
“It is helping me to peer visually what I am operating with, plus with overlapping assignments and competing points in time, I want to ensure that I go away sufficient time for analysis and chatting with subject-matter professionals,” she says. “The usage of Claude to do the majority of this has stored me simply an afternoon’s paintings — plus it is such a lot much less overwhelming than looking to map out the entirety myself.”
Laura tells Claude.ai tips on how to set priorities in response to assembly dates and the duration of duties. Claude makes use of that data to provide an hourly agenda for Laura’s complete month.
“It isn’t important if I apply it right down to the hour (I by no means do!) — it nonetheless is helping me keep heading in the right direction,” she says.
4. Pattern Recognizing
A trend-spotting workflow is essentially the most attention-grabbing of the entire AI workflows on this listing. I’d have by no means concept to create any such workflow if Basha Coleman, HubSpot‘s Primary Content material Technique and Operations Program Supervisor, hadn’t herself.
Basha says she used two gear to create the workflow, Pipedream and Windsurf. Pipedream is an utility builder that is helping customers combine quite a lot of gear and platforms, and Windsurf leverages AI to make coding extra out there for individuals who do not believe themselves to be tremendous tech-savvy.
“Pipedream brings in the entire gear you would use, so it will deliver Ahrefs,” she explains. “Then I would inform Windsurf to construct one thing, and it will create it.”
In Basha‘s case, she created a workflow that identifies and studies on traits day-to-day. The workflow builds a spreadsheet each day at 9:15 am and pins a brand new tab of the day’s search engine optimization traits to the spreadsheet.
“And I will be able to simply take a look at it and say, ‘Yeah, we are going to speak about that this week,’ and create a temporary, and that is the reason it,” she says.
Those are only a few workflows you’ll be able to enforce for your day-to-day lifestyles. I strongly counsel experimenting with different AI gear to resolve what most nearly fits your wishes.
