Have you had AI draft a reply to a tricky or routine email?

You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.

Have you asked AI to build a spreadsheet formula, pivot or chart for you?

You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.

Have you asked an AI that can see your company files a question, instead of digging through folders?

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.

Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?

You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.

Have you recorded yourself doing a task and had AI turn it into a written guide?

Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.

Can people book rooms and desks themselves from their calendar?

Set up each room and desk as a bookable resource in Outlook or Google Calendar, or use a tool like Robin or Skedda. People see what is free and book it.

Do your regular office supplies arrive on a recurring order?

Recurring orders on Amazon Business or your supplier deliver the basics on a schedule. A request form handles everything else in one weekly batch.

Have you let an AI notetaker write your meeting notes and action items?

Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.

AI and automation by role

How Office managers can use AI and automation

Below are 15 common tasks for Office managers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Office Administrator, Workplace Coordinator, Facilities Coordinator, Workplace Manager, Office Coordinator

Find your own hour leaks, free See the fixes

Task 1 · typically 30 min, once a week

Order office supplies and keep things stocked

Software featureBest fix

Set recurring orders and a simple request form for supplies

Recurring deliveries for the basics and a single request form for everything else replace walk-around stock checks and ad-hoc orders.

Typically saves about 60% of the time45 min to set up

1List what you order every month and roughly how much.
2Set up recurring orders (Amazon Business, Staples Business, your local supplier).
3Create a request form for anything else and review it once a week.
4Adjust quantities quarterly.

Tools: Amazon Business · Staples Business Advantage · Microsoft Forms or Google Forms

How Office managers can use AI and automation

Order office supplies and keep things stocked

Set recurring orders and a simple request form for supplies

Deal with building, cleaning and facilities vendors

Take facilities requests through one form and keep vendor contacts in one sheet

Agree one home for each kind of file

Answer the same questions from coworkers again and again

Write the answers down once and point people (or a bot) at them

Ask your workspace AI instead of searching folders

Set up desks, badges and welcome kits for new starters

Have a new hire in the HR system create your office checklist

Plan offsites, team events and board meetings

Plan every event from a reusable checklist and timeline

Have AI draft the event plan, agenda and budget

Process office invoices, receipts and purchase requests

Use a company card with receipt capture and budgets for office spend

Move approvals into a tracked workflow with reminders

Sort through and reply to email

Have AI draft replies to routine email

Batch email twice a day and let rules file the noise

Book meeting rooms and desks for people

Let people book rooms and desks themselves

Order lunches and catering for meetings

Order catering through a platform with saved orders and dietary needs

Sort mail and track down package recipients

Scan packages and let the app notify the recipient

Have postal mail scanned and emailed to the right person

Keep phone lists, contact sheets and org charts up to date

Let the directory and org chart update from the HR system

Agree one home for each kind of file

Chase people for approvals or sign-offs

Move approvals into a tracked workflow with reminders

Build or update spreadsheet reports by hand

Let AI build the formulas, pivots and summary

Build the report once so it refreshes itself

Write how-to guides or training material

Record yourself doing it once and let AI write the guide

Make training, how-to or marketing videos

Turn a script or procedure into a finished video with AI

Have you tried…

Find out which of these cost your team the most

More roles in Admin & office