Smarter Week

AI and automation by role

How Marketing Managers / Generalists can use AI and automation

Below are 16 common tasks for Marketing Managers / Generalists, 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: Marketing Manager, Marketing Generalist, Marketing Coordinator, Marketing Lead, Head of Marketing, Marketing Specialist

Find your own hour leaks, free See the fixes

Task 1 · 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 2 · typically 30 min, every day

Handle ad-hoc marketing requests from sales and other teams

Process fixBest fix

Take requests through one form with a weekly triage

Requests by DM and hallway interrupt deep work. A form with the right questions and a weekly prioritization slot cuts interruptions and rework.

Typically saves about 30% of the time45 min to set up
  1. 1Create a request form in Asana, Monday, Wrike, Jira or Microsoft Forms: what, who it is for, deadline, examples.
  2. 2Reply to every DM request with the link.
  3. 3Triage once or twice a week and tell requesters the date.
  4. 4Publish what the team will not do, and point to self-serve templates.

Tools: Asana, Monday, Wrike or Jira forms · Microsoft Forms · Slack Workflow Builder

One more way to fix it
Software feature

Give sales self-serve templates and an asset library

Locked Canva templates, a Highspot or Seismic library, or a shared folder of approved one-pagers let sales make simple changes themselves.

Typically saves about 35% of the time2 h to set up
  1. 1List the requests you get most (one-pagers, event invites, case study edits).
  2. 2Turn each into a locked Canva or Adobe Express template with editable text.
  3. 3Publish them, with approved decks and case studies, in one library (Highspot, Seismic, SharePoint or Google Drive).
  4. 4Point repeat requests to the library.

Tools: Canva brand templates · Adobe Express · Highspot · Seismic · SharePoint or Google Drive

How to automate this task

Task 3 · 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 4 · typically 90 min, once a week

Write and build email newsletters and campaigns

AIBest fix

Have AI draft the email, subject lines and test variants

AI writes the first version, several subject lines to A/B test and a plain-text version, based on the goal and your past best performers.

Typically saves about 45% of the time10 min to set up
  1. 1Note the goal, audience segment and one call to action.
  2. 2Paste the prompt with your best-performing past email.
  3. 3Pick and edit the draft, and test two subject lines.
  4. 4Or use the AI built into HubSpot, Mailchimp, Klaviyo or Braze to do this inside the editor.
Prompt to copy
Write a marketing email to [SEGMENT] whose goal is [GOAL, e.g. register for webinar]. Key details: [DETAILS, DATES, OFFER]. Call to action: [CTA]. Here is our best-performing recent email for tone: [PASTE]. Give me: 5 subject lines under 45 characters, a preview line, the email under 150 words, and a shorter variant for testing. No exaggerated claims.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · HubSpot, Mailchimp, Klaviyo or Braze AI

One more way to fix it
Software feature

Build emails from saved templates and modules

HubSpot, Mailchimp, Klaviyo and Marketo let you save headers, footers and content blocks, so each new email is mostly drag and drop.

Typically saves about 30% of the time2 h to set up
  1. 1Pick your three most common email types (newsletter, event invite, product update).
  2. 2Turn each into a locked template with editable sections.
  3. 3Save reusable blocks (event card, product card, footer) as modules.
  4. 4Clone from the template every time instead of an old email.

Tools: HubSpot email templates · Mailchimp saved blocks · Klaviyo universal content · Marketo email templates

How to automate this task

Task 5 · typically 30 min, every day

Write and schedule social media posts

Process fixBest fix

Write a week of social posts in one sitting

Writing posts one at a time each day means switching in and out of the task. One weekly block, scheduled ahead, takes far less total time.

Typically saves about 30% of the time15 min to set up
  1. 1Block 90 minutes on the same day each week.
  2. 2Pull ideas from the content calendar, recent wins and blog posts.
  3. 3Draft all posts for the week (with AI help if you like) and get one batch approval.
  4. 4Schedule them all at once; check in daily only to reply to comments.

Tools: Buffer, Hootsuite, Sprout Social or Later

2 more ways to fix it
Software feature

Schedule posts for every network from one tool

Buffer, Hootsuite, Sprout Social, Later and Meta Business Suite post to all your channels from one place, and most now include an AI assistant for captions.

Typically saves about 35% of the time30 min to set up
  1. 1Check what your team already pays for, or start with Meta Business Suite and LinkedIn's built-in scheduling for free.
  2. 2Connect each social account.
  3. 3Set your posting time slots once so posts fill the queue automatically.
  4. 4Use the built-in AI to adapt one caption to each network.

Tools: Buffer · Hootsuite · Sprout Social · Later · Meta Business Suite

AI

Have AI turn one long piece into a week of posts

Paste a blog post, webinar transcript or report; AI pulls out the best points and drafts posts, an email and short-video scripts in your voice.

Typically saves about 55% of the time10 min to set up
  1. 1Get the source text or transcript.
  2. 2Paste it with the prompt below and two posts you liked as style examples.
  3. 3Edit the drafts, cut anything that sounds generic, and check facts.
  4. 4Schedule them in your social tool.
Prompt to copy
Here is a [BLOG POST / WEBINAR TRANSCRIPT / REPORT] from our company. Turn it into: [NUMBER] LinkedIn posts, [NUMBER] short posts for [OTHER NETWORK], one newsletter paragraph, and two 30-second video scripts. Each piece should make one point from the source, in the style of these examples: [PASTE 2 POSTS YOU LIKED]. Use only facts from the source. No hashtags unless I ask.

Source:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Jasper or Copy.ai

How to automate this task

Task 6 · typically 60 min, once a week

Write campaign and creative briefs

AIBest fix

Have AI fill in the brief template from your notes

Keep one brief template; paste your notes and AI fills in each section and lists the questions you still need to answer.

Typically saves about 45% of the time10 min to set up
  1. 1Agree one brief template (goal, audience, message, deliverables, dates, budget, approver).
  2. 2Paste the template, your notes or the request email, and the prompt below.
  3. 3Answer the open questions it lists.
  4. 4Share the brief before work starts, and get one sign-off.
Prompt to copy
Fill in this campaign brief template using my notes. Template: [PASTE TEMPLATE]. Notes and request: [PASTE]. Keep each section short. Do not invent budgets, dates or targets; instead, list the open questions I need to answer at the end.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 7 · typically 30 min, once a week

Plan and update the content calendar

Software featureBest fix

Run the content calendar in your project tool, not a spreadsheet

A calendar view in Asana, Monday, Notion, Airtable or CoSchedule links each post to its task, owner and status, so the calendar updates itself as work moves.

Typically saves about 35% of the time1 h to set up
  1. 1Create a project or database with one item per piece of content.
  2. 2Add fields for channel, owner, status and publish date, and switch on the calendar view.
  3. 3Use templates for repeat content so tasks create themselves.
  4. 4Share the calendar view with stakeholders instead of sending updates.

Tools: Asana · Monday · Notion · Airtable · CoSchedule

One more way to fix it
Process fix

Write a week of social posts in one sitting

Writing posts one at a time each day means switching in and out of the task. One weekly block, scheduled ahead, takes far less total time.

Typically saves about 30% of the time15 min to set up
  1. 1Block 90 minutes on the same day each week.
  2. 2Pull ideas from the content calendar, recent wins and blog posts.
  3. 3Draft all posts for the week (with AI help if you like) and get one batch approval.
  4. 4Schedule them all at once; check in daily only to reply to comments.

Tools: Buffer, Hootsuite, Sprout Social or Later

How to automate this task

Task 8 · 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

Task 9 · 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 10 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Task 11 · typically 120 min, once a month

Organize webinars and events: invites, reminders and follow-up

Software featureBest fix

Let the webinar platform send the invites, reminders and follow-ups

Zoom Webinars, ON24, Livestorm, Goldcast and Riverside send reminders, recordings and follow-ups automatically, and many cut highlight clips with AI.

Typically saves about 45% of the time1 h to set up
  1. 1Set up a webinar template with confirmation, reminder and follow-up emails.
  2. 2Connect the platform to your CRM or marketing tool.
  3. 3Turn on automatic recording delivery and on-demand replay.
  4. 4Create each new event by copying the template.

Tools: Zoom Webinars · ON24 · Livestorm · Goldcast · Microsoft Teams webinars

One more way to fix it
Automation

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

How to automate this task

Task 12 · typically 30 min, a few times a week

Make social graphics, banners and simple designs

Software featureBest fix

Set up a brand kit and locked templates in Canva or Adobe Express

With your logos, colors and fonts loaded and key layouts locked, anyone can make an on-brand graphic in minutes and you review less.

Typically saves about 40% of the time2 h to set up
  1. 1Load logos, colors and fonts into Canva Brand Kit or Adobe Express brand libraries.
  2. 2Build templates for the formats you make most, and lock the logo and layout.
  3. 3Share them with the team and with sales.
  4. 4Use the brand-check features (Canva brand controls) before anything goes out.

Tools: Canva Brand Kit and brand templates · Adobe Express brand libraries · Figma components

One more way to fix it
AI

Generate background images and variations with AI

Adobe Firefly, Canva Magic Media and ChatGPT image generation can make backgrounds, illustrations and variations in seconds. Check your company's rules on AI images first.

Typically saves about 40% of the time10 min to set up
  1. 1Check what your company allows; Adobe Firefly is designed to be commercially safe.
  2. 2Describe the image with the prompt below.
  3. 3Generate a few options and pick one.
  4. 4Place it in your brand template and add your own copy.
Prompt to copy
Create an image for a [FORMAT, e.g. LinkedIn post 1200x627] about [TOPIC]. Style: [e.g. flat illustration / photo-realistic / abstract]. Colors: [BRAND COLOURS]. Leave space on the [LEFT/RIGHT] for a headline. No text, no logos, no real people's faces.

Tools: Adobe Firefly · Canva Magic Media · ChatGPT image generation · Google Gemini image generation · Midjourney

How to automate this task

Task 13 · 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 14 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 15 · typically 20 min, every day

Hunt for files, numbers or answers someone already has

Software featureBest fix

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

One more way to fix it
Process fix

Agree one home for each kind of file

Most searching comes from the same thing living in three places. Pick one place per type and link to it.

Typically saves about 35% of the time1 h to set up
  1. 1List the five things people search for most.
  2. 2Pick one home for each (one folder, one wiki page, one system).
  3. 3Pin the links in your team channel.
  4. 4Move or delete the copies.

Tools: SharePoint, Google Drive, Notion or Confluence

How to automate this task

Task 16 · typically 180 min, once a month

Make training, how-to or marketing videos

AIBest fix

Turn a script or procedure into a finished video with AI

AI writes the script from your notes, then a video tool turns it into a clip with a natural voiceover or presenter, in any language. A 2-minute training video goes from days to an afternoon.

Typically saves about 60% of the time30 min to set up
  1. 1Paste your procedure, slides or notes into an AI assistant with the prompt below to get a short script.
  2. 2Pick a tool: a presenter video (HeyGen, Synthesia), a voiceover over your own screens or photos (ElevenLabs, Descript), or generated scenes (Gemini Omni in Google Vids, which is free with a Google account).
  3. 3Keep it under 3 minutes, add captions, and check every fact, name and number on screen.
  4. 4Label AI voices and presenters, and never clone a real person’s voice or face without their written permission.
Prompt to copy
Turn the material below into a script for a [LENGTH, e.g. 2-minute] [TRAINING / HOW-TO / PRODUCT] video for [AUDIENCE]. Use short spoken sentences, one idea per scene. Give me a table with: scene number, what’s on screen, and the voiceover line. End with a one-line recap. Don’t add anything that isn’t in my material.

[PASTE PROCEDURE, SLIDES OR NOTES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot for the script · HeyGen or Synthesia · ElevenLabs or Descript · Gemini Omni in Google Vids

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 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 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.
Have you had AI turn a blog post or webinar into a week of social posts?
You paste the long piece and AI pulls out the best points as short posts, an email blurb and video scripts. You edit and schedule.
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.

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