Smarter Week

AI and automation by role

How UX / UI designers can use AI and automation

Below are 13 common tasks for UX / UI designers, 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: Product Designer, UX Designer, UI Designer, Interaction Designer, Visual Designer, Design Lead

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Task 1 · typically 120 min, every day

Design screens, flows and mockups

Software featureBest fix

Use Figma's AI features for first drafts and busywork

Figma's AI can generate first-draft layouts, fill realistic content, rename and organize layers, and find similar components, which removes much of the repetitive work around the real design decisions.

Typically saves about 25% of the time15 min to set up
  1. 1Check that Figma AI is turned on for your organization.
  2. 2Use it to generate a first layout or variants, then redesign from there with your system components.
  3. 3Use rename layers and replace content with realistic data in one click.
  4. 4Use plugins for bulk resizing and export of assets (or Figma's export presets).

Tools: Figma AI · Figma Make · Figma plugins

One more way to fix it
Process fix

Design from a shared component library with variables and variants

When the common pieces are components with variants and variables, screens assemble faster, assets export consistently, and developers get fewer questions.

Typically saves about 25% of the time16 h to set up
  1. 1Audit the ten most-used patterns in your files.
  2. 2Turn them into components with variants and use variables for color, spacing and type.
  3. 3Match names with the code components and document usage in the library.
  4. 4Make the library the default for new files and review drift monthly.

Tools: Figma libraries and variables · Storybook · Zeroheight

How to automate this task

Task 2 · typically 60 min, a few times a week

Present designs and collect feedback across review rounds

Process fixBest fix

Run design reviews async with a recorded walkthrough and a feedback deadline

A five-minute recorded walkthrough and comments in Figma replace most live review rounds. Live time is kept for the hard trade-offs.

Typically saves about 35% of the time15 min to set up
  1. 1Record a short walkthrough (Loom or Figma's built-in recording) explaining the problem and the options.
  2. 2Ask for comments in Figma by a deadline and say what kind of feedback you want.
  3. 3Name one decision-maker for the review.
  4. 4Meet only to resolve conflicting comments.

Tools: Figma comments · Loom · Slack or Teams

One more way to fix it
Process fix

Replace alignment meetings with a short written proposal and comment deadline

Most alignment meetings exist to collect opinions. A one-page proposal with a comment deadline gets the same input, and you only meet on the points people actually disagree about.

Typically saves about 30% of the time20 min to set up
  1. 1Write a one-page proposal: problem, options, recommendation, what you need from each team.
  2. 2Share it with a clear deadline for comments (for example 48 hours).
  3. 3Resolve comments in the doc; list the open disagreements at the top.
  4. 4Hold a short meeting only for the open disagreements, then record the decision in the doc.
  5. 5Keep a decision log so the same debate does not restart next month.

Tools: Google Docs, Notion or Confluence

How to automate this task

Task 3 · typically 45 min, a few times a week

Prepare handoff specs and answer developer questions about designs

Software featureBest fix

Hand off through Figma Dev Mode and Code Connect

Dev Mode shows developers measurements, tokens and the matching code component, and Figma's MCP server lets coding agents read designs directly. Fewer handoff docs, fewer questions.

Typically saves about 40% of the time2 h to set up
  1. 1Mark frames "Ready for dev" and add notes only where behavior is not obvious.
  2. 2Set up Code Connect so components show real code snippets from your codebase.
  3. 3Turn on the Figma MCP server so developers' coding agents (Claude Code, Cursor, Copilot) can read the design.
  4. 4Stop writing separate redline docs.

Tools: Figma Dev Mode · Figma Code Connect · Figma MCP server

One more way to fix it
Process fix

Design from a shared component library with variables and variants

When the common pieces are components with variants and variables, screens assemble faster, assets export consistently, and developers get fewer questions.

Typically saves about 25% of the time16 h to set up
  1. 1Audit the ten most-used patterns in your files.
  2. 2Turn them into components with variants and use variables for color, spacing and type.
  3. 3Match names with the code components and document usage in the library.
  4. 4Make the library the default for new files and review drift monthly.

Tools: Figma libraries and variables · Storybook · Zeroheight

How to automate this task

Task 4 · typically 180 min, once a week

Build quick prototypes to test an idea

AIBest fix

Build a clickable prototype from a prompt with an AI prototyping tool

v0, Lovable, Bolt, Figma Make and Claude artifacts turn a description or screenshot into a working prototype in minutes, so you test the idea before investing design and engineering time.

Typically saves about 50% of the time15 min to set up
  1. 1Write a short description of the user, the job and the main screens.
  2. 2Paste it into v0, Lovable, Bolt, Figma Make or Claude, using the prompt below. Add a screenshot of your product so it matches the style.
  3. 3Iterate in plain language ("make the table sortable", "add an empty state").
  4. 4Share the link with users or stakeholders. Treat it as a prototype, not production code.
Prompt to copy
Build a clickable prototype of [FEATURE] for [TYPE OF USER] who needs to [JOB TO BE DONE]. Screens: [LIST SCREENS]. Use realistic sample data for [DOMAIN]. Match the style in the attached screenshot. Include empty, loading and error states. Keep it to front-end only with fake data; no login or database.

Tools: v0 · Lovable · Bolt · Figma Make · Claude artifacts

How to automate this task

Task 5 · typically 45 min, a few times a week

Resize, rename and export assets and variants

Software featureBest fix

Use Figma's AI features for first drafts and busywork

Figma's AI can generate first-draft layouts, fill realistic content, rename and organize layers, and find similar components, which removes much of the repetitive work around the real design decisions.

Typically saves about 25% of the time15 min to set up
  1. 1Check that Figma AI is turned on for your organization.
  2. 2Use it to generate a first layout or variants, then redesign from there with your system components.
  3. 3Use rename layers and replace content with realistic data in one click.
  4. 4Use plugins for bulk resizing and export of assets (or Figma's export presets).

Tools: Figma AI · Figma Make · Figma plugins

One more way to fix it
Process fix

Design from a shared component library with variables and variants

When the common pieces are components with variants and variables, screens assemble faster, assets export consistently, and developers get fewer questions.

Typically saves about 25% of the time16 h to set up
  1. 1Audit the ten most-used patterns in your files.
  2. 2Turn them into components with variants and use variables for color, spacing and type.
  3. 3Match names with the code components and document usage in the library.
  4. 4Make the library the default for new files and review drift monthly.

Tools: Figma libraries and variables · Storybook · Zeroheight

How to automate this task

Task 6 · typically 30 min, a few times a week

Write UI copy, error messages and empty states

AIBest fix

Generate UI copy options with AI using your voice guide

AI quickly drafts several options for buttons, errors and empty states in your product's voice. You pick and polish rather than start from nothing.

Typically saves about 45% of the time10 min to set up
  1. 1Save your voice and terminology guide in a Claude Project, ChatGPT Project or Gem.
  2. 2Paste the screen context with the prompt below.
  3. 3Pick the best option and check it fits the space in the design.
Prompt to copy
Write UI copy for [SCREEN OR COMPONENT]. Context: the user is trying to [GOAL] and [SITUATION, e.g. the upload failed because the file is too large]. Follow our voice guide: [PASTE OR DESCRIBE]. Give three options for each of: [HEADING, BODY, BUTTON LABEL]. Keep buttons under [3] words and body under [20] words. Say what happened and what to do next. No blame, no jargon.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Claude Projects, ChatGPT Projects or Gemini Gems

How to automate this task

Task 7 · typically 60 min, a few times a week

Sit in alignment meetings with sales, support, engineering and leadership

Process fixBest fix

Replace alignment meetings with a short written proposal and comment deadline

Most alignment meetings exist to collect opinions. A one-page proposal with a comment deadline gets the same input, and you only meet on the points people actually disagree about.

Typically saves about 30% of the time20 min to set up
  1. 1Write a one-page proposal: problem, options, recommendation, what you need from each team.
  2. 2Share it with a clear deadline for comments (for example 48 hours).
  3. 3Resolve comments in the doc; list the open disagreements at the top.
  4. 4Hold a short meeting only for the open disagreements, then record the decision in the doc.
  5. 5Keep a decision log so the same debate does not restart next month.

Tools: Google Docs, Notion or Confluence

One more way to fix it
Process 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 8 · typically 90 min, once a week

Keep the design system and component library up to date

Process fixBest fix

Design from a shared component library with variables and variants

When the common pieces are components with variants and variables, screens assemble faster, assets export consistently, and developers get fewer questions.

Typically saves about 25% of the time16 h to set up
  1. 1Audit the ten most-used patterns in your files.
  2. 2Turn them into components with variants and use variables for color, spacing and type.
  3. 3Match names with the code components and document usage in the library.
  4. 4Make the library the default for new files and review drift monthly.

Tools: Figma libraries and variables · Storybook · Zeroheight

One more way to fix it
Software feature

Hand off through Figma Dev Mode and Code Connect

Dev Mode shows developers measurements, tokens and the matching code component, and Figma's MCP server lets coding agents read designs directly. Fewer handoff docs, fewer questions.

Typically saves about 40% of the time2 h to set up
  1. 1Mark frames "Ready for dev" and add notes only where behavior is not obvious.
  2. 2Set up Code Connect so components show real code snippets from your codebase.
  3. 3Turn on the Figma MCP server so developers' coding agents (Claude Code, Cursor, Copilot) can read the design.
  4. 4Stop writing separate redline docs.

Tools: Figma Dev Mode · Figma Code Connect · Figma MCP server

How to automate this task

Task 9 · typically 60 min, a few times a week

Run user interviews and usability tests

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

One more way to fix it
Software feature

Run unmoderated tests for simple usability questions

Maze, Lyssna and UserTesting run task-based tests without you on the call and summarize results with AI. Save live interviews for questions that need follow-up.

Typically saves about 40% of the time30 min to set up
  1. 1Pick questions that are about "can people do X" rather than "why".
  2. 2Build the test from your prototype in Maze, Lyssna or UserTesting.
  3. 3Recruit from their panel or your own users.
  4. 4Review the AI summary and watch the clips where people struggled.

Tools: Maze · Lyssna · UserTesting · Useberry

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 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 12 · 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 13 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

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

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

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

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 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 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 built a clickable prototype by describing it to a tool like v0, Lovable, Bolt or Figma Make?
You describe the screens in plain words (or paste a screenshot) and the tool builds a working prototype you can click through and share, often in under an hour.
Have you used Figma's AI to generate a first layout, fill in content or rename layers?
Figma's built-in AI can draft layouts, fill realistic content and tidy up layer names in one click, which clears away a lot of busywork.
Do developers use Figma Dev Mode or Code Connect instead of asking you for specs?
Dev Mode shows measurements, tokens and the matching code component for each part of a design, so developers find answers without messaging you.
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.

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