12 Productivity Wins

12 AI Productivity Wins You Can Apply Today

Practical first steps that deliver immediate productivity gains without requiring any prior AI experience

Table of Content

Why This Use Case

AI tools help project management professionals automate small repetitive tasks. These tasks often take up to 30 percent of a workweek according to McKinsey research. Daily communication, document preparation, and meetings are typical examples.

AI reduces manual effort by helping users create drafts, sort information, and summarise content. This makes work faster and easier. AI also supports consistency and reduces the risk of missing key details.

Beginners can make progress with a few simple prompts that fit into their usual workflow.

Practical AI Workflows

Before you start, you can use these workflows in two simple ways. If you are working in tools like Copilot inside Outlook, Word, or PowerPoint, you can run the prompts directly in your document without pasting content. If you are using ChatGPT or another AI tool, simply replace each placeholder with your own text.

Workflow 1: Set Up AI Prompts for Email Management

Email can take a large portion of your day. AI helps you draft replies, clean up tone, shorten long texts, and organise tasks from messages.

What you do in this step: You will prepare 3 ready-to-copy prompts that you can use anytime. Each prompt is written for a clear workplace role and a specific goal.

You are a Communications Assistant. Your task is to summarise an email. Given this email thread [PASTE EMAIL HERE], provide a short, clear summary with key actions.
  
You are an Executive Assistant. Your task is to draft a concise and polite email reply. Given your notes [PASTE YOUR NOTES HERE], create a short and clear message.
  
You are a Team Coordinator. Your task is to extract tasks, deadlines, and owners. Given this email [PASTE EMAIL HERE], provide them as a list.

Workflow 2: Speed Up Document Writing

Documents often start with a blank page. AI can help you draft outlines, rewrite text, or create structured content.

What you do in this step: You will set up three prompts for fast document creation.

You are a Business Analyst. Your task is to create a first draft of a document. Given your notes or bullet points [PASTE NOTES HERE], produce a structured draft.
  
You are a Technical Writer. Your task is to improve clarity. Given this paragraph [PASTE PARAGRAPH HERE], rewrite it in plain language.
  
You are a Knowledge Manager. Your task is to summarise a document. Given the full text [PASTE DOCUMENT HERE], produce a clear summary.

Workflow 3: Improve Meeting Preparation and Follow Up

Meetings can be more effective when the agenda is clear and the follow up is quick. AI helps you create agendas, summaries, and slide drafts.

What you do in this step: You will prepare three prompts that cover planning, summarising, and presenting.

You are a Project Coordinator. Your task is to draft a meeting agenda. Given the purpose and topics [PASTE PURPOSE AND TOPICS HERE], create a structured agenda.
  
You are a Meeting Note Taker. Your task is to summarise discussions. Given these notes or transcript [PASTE NOTES OR TRANSCRIPT HERE], produce a concise summary.
  
You are a Presentation Analyst. Your task is to turn bullet points [PASTE BULLET POINTS HERE] into a presentation outline.

Workflow 4: Improve Presentations With AI

AI can support your presentation work by helping you shape structure, prepare for audience questions, and polish your message.

What you do in this step: You will set up three prompts that support presentation planning, audience readiness, and refinement.

You are a Presentation Designer. Your task is to turn bullet points [PASTE BULLET POINTS HERE] into a structured slide outline.
  
You are a Communications Coach. Your task is to generate potential audience questions and suggested responses. Given your topic [PASTE TOPIC HERE], provide a list of likely questions.
  
You are a Content Strategist. Your task is to review key messages. Given your talking points [PASTE MESSAGES HERE], propose clearer and stronger alternatives.

What to Do Next

Start with one workflow that fits your immediate needs. Save your favorite prompts in a text file or note-taking app for quick access. As you become comfortable, experiment with adjusting the prompts to match your specific work context.

The goal is to build simple, repeatable AI habits that save you time every day.