How I’m Using AI Assistants to Get More Done

As a self-proclaimed productivity fiend, I’ve spent years perfecting my tools, and techniques to get as much done as humanly possible in the shortest amount of time. But let’s be real – no matter how efficient we are, there’s always more to do, and never enough hours in the day.

I’m reminded of Oliver Burkeman’s, a British journalist and author who has been writing about psychology, philosophy, and self-improvement for over two decades, wise words: “The problem with trying to get everything done is that it’s impossible.” Ah, the sweet taste of acceptance! I’ve come to realize that my quest for productivity perfection was, well, a bit… unrealistic. But what if I told you there’s a way to outsource some of that never-ending to-do list, without sacrificing your sanity?

AI Lends a hand

Enter GenAI – the latest innovation in artificial intelligence that’s changing the game for business workers like me. Now, before you think I’ve gone full-on sci-fi, let me assure you: I’m not exactly a tech whiz. But what I do know is that technology can be a powerful tool when used wisely.

So, how have I been using GenAI to boost my productivity? The answer lies in delegation – specifically, delegating tasks to this clever AI assistant. It’s like having a personal assistant on steroids! (and doesn’t take breaks and is available 24 hours a day…)

My trusty “zero inbox” method still remains the foundation of my productivity system: Respond, Delete, Delegate, or Take Action (RD-DT) (BTW – This isn’t my method. It was introduced by Merlin Mann back in 2006. Lots of articles out there if curious.) But now, I’ve added GenAI to the mix as an extra layer of delegation.

Practical Uses

Here are some examples of how it works:

• Writing end-of-year reviews: In my previous role, I had 17 direct reports to review, writing formal documents for each one can be a daunting task. That’s where GenAI comes in – I created a prompt and asked: “Write a comprehensive performance review for each team member, highlighting strengths and areas for improvement.” I added a list out my bullets of strengeths and areas for improvement and then GenAI takes care of the rest. The response is paragraphs of professional prose that saves me hours of time.
• Crafting business plan details: When it’s time to plan for 2025, I know what I need to achieve – but the details can be overwhelming. That’s where GenAI steps in: “Create more details around my outline, including key objectives, rough timeframe, and success criteria.” Then once again, I add my outline with a few details and after a few clicks, I have a solid foundation for my strategic planning document.
• Prioritizing each week: Every Monday morning, I take stock of my goals and to-do list. But with so many competing priorities, it’s easy to get stuck in analysis paralysis. That’s where GenAI comes in – I ask: “Prioritize this week’s tasks based on importance and urgency.” I include my list of goals and to-do list and within a few seconds’ notice, I have a clear plan for tackling the most critical tasks for the week.

AI Assistants aren’t perfect

Now, before you think I’m outsourcing all the fun tasks to AI, let’s be clear: this is about augmenting human capabilities, not replacing them. The goal is to focus on high-leverage activities that drive real value – while leaving the mundane or repetitive tasks to our new AI friend.

Think of it like you think about email. It’s a tool that helps you do your job (that’s the goal anyway). Use an AI Assistant helps you get some of your tasks done, better, faster (and stronger – for you $6M Man fans)

If you’re like me and always looking for ways to get more done without losing your mind, I encourage you to give AI Assistants a try. It’s not about being “tech-savvy” or embracing some futuristic utopia; it’s simply about leveraging the power of technology to streamline your work and achieve more.