AI Productivity for Busy Professionals

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AI Workflow System for Knowledge Workers

Using AI for one-off tasks is helpful, but the real gains come when you turn those tasks into a simple, repeatable system. This guide shows how to build an AI workflow that supports your work across email, meetings, documents and planning.

What is an AI workflow system?

An AI workflow system is a small set of routines where you consistently use AI as a helper. For example:

  • Daily: plan your day with an AI prompt.
  • During the day: use AI to draft emails and documents.
  • After meetings: generate minutes and action lists.
  • Weekly: run a review to learn and adjust.

Step 1 – Define your key workflows

Start by listing the parts of your job that involve lots of reading, writing or organising information. Typical workflows include:

  • Inbox management and client communication.
  • Project updates and status reports.
  • Meeting preparation and follow-up.
  • Weekly and monthly planning.

Step 2 – Choose prompts for each workflow

For each workflow, choose 1–3 prompts that consistently produce good results. For example:

Email workflow

  • Draft replies from bullet points.
  • Summarise long threads into key points and actions.

Meeting workflow

  • Turn rough notes into minutes and action lists.
  • Create stakeholder-specific summaries.

Planning workflow

  • Daily planning prompt.
  • Weekly review prompt.

Step 3 – Document your system

You are my documentation assistant. I will describe how I currently use AI
and which prompts I rely on.

Please create a one-page “AI Workflow System” that includes:
- My main workflows
- The prompts I use for each
- When I run each workflow (daily, weekly, after meetings, etc.)
- 3 simple rules I should remember when using AI

Here is my description:
[PASTE NOTES]

FAQs

How many prompts do I really need?

You do not need dozens of prompts. Most knowledge workers can get excellent results from 10–15 well-chosen prompts used consistently.

What if my role changes?

Treat your AI workflow system as a living document. When your role or projects change, update the prompts and routines rather than starting from scratch.

Can I share this with my team?

Yes. Many teams benefit from a shared AI playbook so that everyone approaches email, meetings and planning in a similar way. You can adapt the prompts above into team-wide templates.

Next steps

Take ten minutes to list your current workflows and choose a small set of AI prompts for each. Store them in a document you can access from any device.

If you’d like more guidance and ready-made templates for each workflow, the AI Productivity for Busy Professionals course walks you through a complete system step by step.