Smarter Week

AI and automation by role

How Demand Gen / Performance Marketing teams can use AI and automation

Below are 13 common tasks for Demand Gen / Performance Marketing teams, 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: Demand Generation Manager, Performance Marketer, Paid Media Specialist, PPC Specialist, Growth Marketer, Digital Marketing Manager, Paid Social Manager

Find your own hour leaks, free See the fixes

Task 1 · typically 45 min, a few times a week

Adjust bids, budgets and audiences across ad platforms

Software featureBest fix

Use the ad platforms' automated bidding and rules

Google Ads Smart Bidding and Performance Max, Meta Advantage+ and LinkedIn automated rules adjust bids and budgets for you. You set the goals and guardrails and review weekly.

Typically saves about 35% of the time2 h to set up
  1. 1Make sure conversion tracking is set up and trustworthy first.
  2. 2Move stable campaigns to automated bidding with a target cost or return.
  3. 3Add automated rules to pause ads above a cost limit or alert you on overspend.
  4. 4Review weekly instead of tweaking daily; keep a manual test campaign if you want a control.

Tools: Google Ads Smart Bidding and Performance Max · Meta Advantage+ · LinkedIn Ads automated rules · Microsoft Ads

One more way to fix it
Automation

Pull every platform's numbers into one dashboard automatically

Supermetrics, Funnel, Windsor.ai or the native connectors in Google Data Studio and Power BI pull ad, social, web and email data into one place that refreshes itself.

Typically saves about 65% of the time4 h to set up
  1. 1List the platforms and the five or six numbers you report on.
  2. 2Connect them with Supermetrics, Funnel, Windsor.ai or native Google Data Studio and Power BI connectors.
  3. 3Build the dashboard once in Google Data Studio, Power BI or Google Sheets.
  4. 4Schedule it to email the link weekly; stop building the report by hand.

Tools: Supermetrics · Funnel · Windsor.ai · Google Data Studio (formerly Looker Studio) · Power BI · HubSpot dashboards

How to automate this task

Task 2 · typically 90 min, once a week

Pull numbers from each platform into a campaign report

AutomationBest fix

Pull every platform's numbers into one dashboard automatically

Supermetrics, Funnel, Windsor.ai or the native connectors in Google Data Studio and Power BI pull ad, social, web and email data into one place that refreshes itself.

Typically saves about 65% of the time4 h to set up
  1. 1List the platforms and the five or six numbers you report on.
  2. 2Connect them with Supermetrics, Funnel, Windsor.ai or native Google Data Studio and Power BI connectors.
  3. 3Build the dashboard once in Google Data Studio, Power BI or Google Sheets.
  4. 4Schedule it to email the link weekly; stop building the report by hand.

Tools: Supermetrics · Funnel · Windsor.ai · Google Data Studio (formerly Looker Studio) · Power BI · HubSpot dashboards

2 more ways to fix it
AI

Have AI write the "what happened and why" summary

The numbers are the easy part; the commentary takes the time. Paste this period and last period and AI drafts the summary for you to correct.

Typically saves about 50% of the time5 min to set up
  1. 1Export the numbers for this period and the last.
  2. 2Paste them with the prompt below, plus anything you know that changed (budget, launches).
  3. 3Correct anything it misreads and add your judgment.
  4. 4Paste it at the top of your report.
Prompt to copy
Here are our marketing results for [THIS PERIOD] and [LAST PERIOD]: [PASTE TABLE]. Context: [CHANGES, LAUNCHES, BUDGET SHIFTS]. Write a summary for [AUDIENCE] in under 200 words: three biggest changes with numbers, likely reasons based only on the context given, and two recommended actions. Flag any metric that looks like a tracking error.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Copilot in Excel or Gemini in Sheets

Process fix

Agree a short list of metrics and drop the rest

Reports grow every quarter as people ask for one more number. Agreeing the handful that drive decisions cuts the report and the time to build it.

Typically saves about 25% of the time1 h to set up
  1. 1List every metric in the current report.
  2. 2Ask the people who read it which ones changed a decision in the last quarter.
  3. 3Keep those (usually five to eight) and move the rest to an optional dashboard.
  4. 4Revisit the list twice a year.

Tools: Google Data Studio, Power BI or a spreadsheet

How to automate this task

Task 3 · typically 30 min, a few times a week

Write ad copy and headline variations

AIBest fix

Have AI write ad variations to the platform's character limits

AI produces many headline and description options to the right lengths, so you pick and test instead of writing each by hand.

Typically saves about 50% of the time5 min to set up
  1. 1Collect your offer, audience and best-performing past ads.
  2. 2Paste the prompt with the platform limits.
  3. 3Cut any claims you cannot back up.
  4. 4Load the best ones into responsive ads or an A/B test.
Prompt to copy
Write ad copy for [PLATFORM] promoting [OFFER] to [AUDIENCE]. Their main problem: [PROBLEM]. Proof we can use: [STATS, REVIEWS]. Give me 15 headlines under [N] characters and 5 descriptions under [N] characters, with a mix of angles (problem, outcome, proof, urgency). Show the character count for each. Here are our best past ads for tone: [PASTE]. No claims beyond the proof given.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Google Ads and Meta built-in AI text suggestions

How to automate this task

Task 4 · typically 90 min, once a week

Build landing pages and forms

Software featureBest fix

Build pages from tested templates with AI help

HubSpot, Webflow, Unbounce, Framer and WordPress page builders include AI that drafts sections and copy, and saved templates mean each page starts mostly done.

Typically saves about 40% of the time2 h to set up
  1. 1Save your best-converting page as a template with reusable sections.
  2. 2Use the builder's AI to draft copy for a new offer, then edit.
  3. 3Connect the form directly to your CRM (native forms, no exports).
  4. 4Duplicate and change rather than build from scratch.

Tools: HubSpot landing pages · Webflow · Unbounce · Framer · WordPress with Elementor

One more way to fix it
AI

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 5 · typically 15 min, a few times a week

Build UTM links and keep the tracking sheet up to date

Software featureBest fix

Use a UTM builder with fixed naming rules

A shared builder with dropdowns (UTM.io, a locked Google Sheet, or HubSpot's tracking URL tool) creates consistent links in seconds and keeps your reports clean.

Typically saves about 60% of the time45 min to set up
  1. 1Agree naming rules for source, medium and campaign.
  2. 2Set up a builder with dropdowns: UTM.io, Campaign Trackly, HubSpot tracking URLs, or a Google Sheet with data validation.
  3. 3Have everyone create links only through it.
  4. 4Check analytics monthly for stray names and fix the cause.

Tools: UTM.io · HubSpot tracking URL builder · Google Sheets with dropdowns

How to automate this task

Task 6 · typically 45 min, a few times a week

Clean and upload event and webinar lead lists

AutomationBest fix

Send event and webinar leads straight into your CRM

Native integrations or a Zapier or Make flow push registrants and attendees into HubSpot, Salesforce or Marketo with the right tags, so no one cleans and uploads CSVs.

Typically saves about 70% of the time2 h to set up
  1. 1Check for a native integration first (Zoom Webinars, ON24, Goldcast, Livestorm, Eventbrite and LinkedIn Lead Gen Forms all connect to major CRMs).
  2. 2If not, build a Zapier, Make or n8n flow: new registrant creates or updates a contact.
  3. 3Map fields and add a campaign or event tag.
  4. 4For badge scans at trade shows, use the lead capture app the event offers, or have AI convert the export into your import format.

Tools: Native CRM integrations · Zapier · Make · n8n · LinkedIn Lead Gen Forms

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 7 · typically 30 min, once a week

Keep an eye on competitors' sites, ads and posts

AutomationBest fix

Get alerts when competitors change pages or launch ads

Instead of checking competitor sites by hand, page-change monitors and ad libraries notify you, and AI can summarize what changed.

Typically saves about 50% of the time45 min to set up
  1. 1List the competitor pages that matter (pricing, product, homepage).
  2. 2Set up change alerts with Visualping or Distill, and Google Alerts for their names.
  3. 3Check the Meta Ad Library and LinkedIn Ad Library monthly, or use Klue or Crayon if your company has them.
  4. 4Paste a month of alerts into AI and ask for a one-page summary for the team.

Tools: Visualping · Distill · Google Alerts · Meta Ad Library · Klue or Crayon

One more way to fix it
AI

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Task 8 · typically 60 min, once a week

Do keyword research and SEO checks

Software featureBest fix

Use the AI features in your SEO tool for keyword clusters and briefs

Semrush, Ahrefs, Moz and Surfer now group keywords into topics, show what ranks, and draft content briefs, which replaces a lot of spreadsheet work.

Typically saves about 45% of the time30 min to set up
  1. 1Use the SEO tool you have, plus Google Search Console for your own data.
  2. 2Run a keyword cluster or topic research report on your main subject.
  3. 3Generate a content brief for the top topic and adjust it.
  4. 4Check your pages' visibility in AI search answers too, since many tools now track that.

Tools: Semrush · Ahrefs · Moz · Surfer · Google Search Console

One more way to fix it
AI

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Task 9 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 10 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 11 · typically 30 min, a few times a week

Get content reviewed and approved by stakeholders or legal

Process fixBest fix

Set one approver and a review deadline for each type of content

Most approval time is waiting and conflicting comments. One named approver, one round of consolidated feedback and a deadline cut the back-and-forth.

Typically saves about 35% of the time45 min to set up
  1. 1List the content types and who truly needs to approve each.
  2. 2Name one final approver per type; everyone else is optional input.
  3. 3Set a 48-hour review deadline; silence means approved for low-risk content.
  4. 4Ask for feedback in one consolidated round, not a stream of emails.

Tools: Asana, Monday, Wrike or Notion

One more way to fix it
Software feature

Collect feedback as comments on the file, not in email

Proofing tools like Filestage, Ziflow, Frame.io, Adobe Workfront or the comment features in Canva and Figma keep all feedback, versions and approvals in one place.

Typically saves about 35% of the time45 min to set up
  1. 1Pick the tool that matches your files (Canva or Figma comments for designs, Frame.io for video, Filestage or Ziflow for mixed).
  2. 2Share a review link instead of attaching files.
  3. 3Ask reviewers to comment directly on the file and click approve.
  4. 4Turn on automatic reminders for reviewers who have not responded.

Tools: Filestage · Ziflow · Frame.io · Adobe Workfront · Canva and Figma comments

How to automate this task

Task 12 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 13 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Quick wins

Have you tried…

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.
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 connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
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 tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Does your campaign report pull numbers from each platform automatically?
Tools like Supermetrics, Funnel or Google Data Studio connect to your ad, social and email accounts and keep one dashboard up to date, so you stop copying numbers by hand.
Do reviewers leave feedback as comments on the file instead of in email?
Proofing tools and Canva or Figma comments keep all the feedback and approvals on the design itself, so nothing gets lost between versions.
Do webinar and event leads flow straight into your CRM without a CSV upload?
Most webinar and form tools connect directly to HubSpot, Salesforce or Marketo, or can through Zapier or Make. Leads arrive tagged and ready.

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