How I use AI to be more productive at work. Tips from an AI pro

The whole world has discovered AI – it’s a game changer. AI can empower your day – generating ideas, systematizing tasks to automate workflows.

From task prioritization to time management hacks, there is an AI out there for just about any type of work challenge

Foundation for AI Productivity

Let’s explore how to establish a solid base for AI-driven productivity.

Think of AI as a super-intelligent assistant who never sleeps. Some of its more prominent abilities are:

• Data analysis and pattern recognition
• Natural language processing
• Image and speech recognition
• Predictive modeling
• Task automation

Setting Goals with AI Integration

But to make the most of AI, we need to have some clear goals set. Where are you spending way too much time? What do you find hardest, repetitive work? Those are prime areas for AI help.

Some good starting goals might be:

1. Save 50% of time spent on data entry
2. Automated email responses for frequently asked questions
3. First drafts of reports or presentations

Just a hint: AI will not replace us but will be one of the tools to make our work more effective. Set such goals that will allow you to save your time and focus on creative and strategic actions.

First, by knowing what AI can and cannot do, and setting smart goals, we set the foundation for enhancing productivity with AI.

Automating Routine Tasks

I used to spend hours on such banal things as data entry and generating reports. Now, I ask AI to do them for me. For example, I tell AI: “Make a weekly sales report based on the data from our CRM system .” In a couple of minutes, AI will spit out a refined report.

It can also manage my inbox. I use prompts like “Sort my emails by priority and draft responses to the urgent ones.”

Another time-saving method is to have AI set my schedule. I tell it to “Find open time slots in my calendar and suggest times for meetings with clients.” It’s just like having a personal assistant!

Prioritizing Work Using AI Insights

AI empowers me to make informed decisions about what I should do every single day. I start my days with the question, “Based on my to-do list and upcoming deadlines, what should be my top 3 priorities today?” This software works out my workload into a clear plan.

On larger projects, I use AI to trim them down into manageable steps. A prompt like “Create a project timeline to launch our new product,” gives me all of the steps.

I have even used AI to identify possible problems before they arise. I just ask, “Analyze our current workload of the team and flag any bottlenecks,” and I fix challenges before they ever rise.

Advanced AI Strategies

Now, here are some cool ways to help you maximize AI productivity at work.

Using AI Project Management Tools

I just began using an AI-based project management tool,  and man, it’s strong! Such intelligent systems can, in real-time, prioritize tasks, estimate timelines, and flag bottlenecks before they even happen.

One nifty feature is AI-generated project templates. Instead of creating a new project from scratch every single time, the AI analyzes past successful projects and generates customized templates. It saves me hours of setup time.

It can also optimize resource allocation, considering team members’ skills, availability, and past performance to give recommendations on who among them is best suited for the task. This avoids overloading people and keeps projects sailing smoothly.

Some tools even integrate with natural language processing, making meeting notes real tasks and timelines. No more manual updating of project plans after every meeting!

Optimize Communication using chatbots

Notably, AI chatbots have undergone several changes. Previously used only in customer service, now they really help boost internal communications. I used a chatbot to manage my email inbox and schedule meetings with people.

This bot drafts responses to emails like I usually do. It does all the routine work, such as fixing appointments or following somebody up on something, leaving me time for serious work.

It coordinates with everyone’s calendars to schedule and proposes agenda items, mostly regarding recent emails or project updates. Some higher-end chatbots can even join video calls, providing notes and creating action item lists. It is like having a super-efficient assistant in every meeting!

Measuring and Maintaining Progress

I find that with regular check-ins, adjustment allows me to keep the pace and be as productive as possible using AI tools.

Measuring Productivity

I set specific, measurable goals for when I’m working with AI. Maybe I want to track the number of tasks that I’ve completed, or time saved or quality improvements. Daily or weekly, I can log these metrics into a spreadsheet.

For example, how many emails I process that are either AI-helped or manual, or how long it takes to write a report with and without AI help.

One has to see both the quantitative and qualitative elements. Sometimes AI might give a hand in doing more, but I always double-check that it meets my expectations.

Continual Learning and AI fine-tuning

AI tools are constantly improving, and our usage of these tools should be, too. I stay updated about the newest features, updates, and best practices by attending webinars or reading articles, testing new prompts, or taking other steps.

I also regularly review my AI interactions. Which prompts did well? Where did I need to make a correction manually?

Stats on AI and Predictions

Do you know that 72% of companies have jumped onto the AI train in 2024? That is a huge increase from just 50% in previous years. Here are some of the other cool facts:

• AI cuts hiring time by 40%
• 65% of managers trust AI more than humans for business choices
• 75% of knowledge workers use AI at work

Experts project that AI in healthcare could save a mind-blowing $150 billion annually by 2026.

At eMazzanti we host many events about technology and AI. Check out our event page, and you will likely find something that can bring you good value.