Smarter Week

AI and automation by role

How Sales Managers can use AI and automation

Below are 14 common tasks for Sales 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: Sales Manager, Sales Director, Head of Sales, VP Sales, Sales Team Lead, Regional Sales Manager

Find your own hour leaks, free See the fixes

Task 1 · typically 60 min, once a week

Sit in pipeline reviews and forecast calls

Process fixBest fix

Review only the deals that changed or are at risk

Walking every deal every week wastes the room's time. A filtered list of deals that moved, slipped or went quiet keeps the meeting short.

Typically saves about 40% of the time30 min to set up
  1. 1Build a CRM view: deals with a changed close date, amount or stage, or no activity in 14 days.
  2. 2Reps add a one-line update on those deals before the meeting.
  3. 3Discuss only that list and the big deals; cut the meeting to 30 minutes.
  4. 4Ask the AI in your CRM or notetaker to summarize changes since last week.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM · Clari or Gong Forecast

One more way to fix it
Software feature

Forecast in the CRM instead of a side spreadsheet

HubSpot forecasts, Salesforce Collaborative Forecasts or Clari roll up deals automatically, so updating the forecast is a few clicks on deals you already maintain.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on the forecast tool your CRM includes, or Clari if your company has it.
  2. 2Agree forecast categories (commit, best case, pipeline) and map them to deal stages.
  3. 3Retire the forecast spreadsheet; managers review in the CRM view.
  4. 4Spend the saved time updating the deals themselves.

Tools: HubSpot forecasts · Salesforce Collaborative Forecasts · Clari · Pipedrive revenue forecast

How to automate this task

Task 2 · typically 30 min, once a week

Update the forecast and pipeline before the weekly call

Software featureBest fix

Forecast in the CRM instead of a side spreadsheet

HubSpot forecasts, Salesforce Collaborative Forecasts or Clari roll up deals automatically, so updating the forecast is a few clicks on deals you already maintain.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on the forecast tool your CRM includes, or Clari if your company has it.
  2. 2Agree forecast categories (commit, best case, pipeline) and map them to deal stages.
  3. 3Retire the forecast spreadsheet; managers review in the CRM view.
  4. 4Spend the saved time updating the deals themselves.

Tools: HubSpot forecasts · Salesforce Collaborative Forecasts · Clari · Pipedrive revenue forecast

One more way to fix it
Process fix

Review only the deals that changed or are at risk

Walking every deal every week wastes the room's time. A filtered list of deals that moved, slipped or went quiet keeps the meeting short.

Typically saves about 40% of the time30 min to set up
  1. 1Build a CRM view: deals with a changed close date, amount or stage, or no activity in 14 days.
  2. 2Reps add a one-line update on those deals before the meeting.
  3. 3Discuss only that list and the big deals; cut the meeting to 30 minutes.
  4. 4Ask the AI in your CRM or notetaker to summarize changes since last week.

Tools: Salesforce, HubSpot, Pipedrive, Microsoft Dynamics 365 or Zoho CRM · Clari or Gong Forecast

How to automate this task

Task 3 · typically 60 min, once a week

Listen back to rep calls to coach them

Software featureBest fix

Use call-recording scorecards and search instead of listening to whole calls

Gong, Avoma, Fathom and HubSpot call tools score calls against your playbook and let you jump to the moments that matter, like pricing or competitors.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on scorecards or AI call scoring in your call tool.
  2. 2Write your playbook as 5 to 8 yes/no criteria.
  3. 3Each week, review the lowest-scoring calls and jump to flagged moments.
  4. 4Leave time-stamped comments for the rep instead of booking a separate review.

Tools: Gong · Avoma · Fathom · ZoomInfo Chorus · HubSpot conversation intelligence

How to automate this task

Task 4 · 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 5 · 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 6 · typically 20 min, a few times a week

Wait on discount, legal and deal-desk approvals

Process fixBest fix

Publish discount bands so most deals need no approval

If reps know what they can offer without asking, only the unusual deals go to the deal desk, and those get answered faster.

Typically saves about 40% of the time2 h to set up
  1. 1Look at last quarter's approvals: what share were approved as asked?
  2. 2Set bands (for example up to 10% rep, up to 20% manager, above that deal desk).
  3. 3Write a one-page approval guide with standard legal fallback positions.
  4. 4Put the remaining approvals in a tracked flow with a 24-hour target.

Tools: Salesforce or HubSpot approval rules · Slack or Teams approvals

One more way to fix it
Automation

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 7 · typically 60 min, once a week

Build sales dashboards and one-off reports

Software featureBest fix

Ask the CRM's AI to build the report in plain English

HubSpot Breeze, Salesforce Agentforce and Pipedrive AI can build reports and answer pipeline questions from a plain-language request.

Typically saves about 40% of the time15 min to set up
  1. 1Open the AI assistant in your CRM.
  2. 2Ask for the report in plain words, e.g. "pipeline created by source this quarter vs last".
  3. 3Check the filters it used, then save the report to a dashboard.
  4. 4Share the dashboard link instead of rebuilding the report each time.

Tools: HubSpot Breeze · Salesforce Agentforce · Pipedrive AI · Zoho Zia

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 8 · 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 9 · 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 10 · typically 40 min, once a week

Write weekly status updates or reports

AIBest fix

Turn your rough notes into the weekly update with AI

Jot bullet points through the week; AI turns them into a clean update in the format your manager expects.

Typically saves about 60% of the time5 min to set up
  1. 1Keep a running note of what you did and what is blocked.
  2. 2Paste the note and last week's update (for format) into the AI assistant.
  3. 3Use the prompt below and check every fact.
  4. 4Send it or post it.
Prompt to copy
Turn my rough notes into this week's status update. Match the format and length of last week's update. Group by project, lead with results, flag anything blocked and what I need. Do not add anything that is not in my notes.

Last week's update:
[PASTE]

My notes this week:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 11 · typically 240 min, once a month

Work out commissions and sort out disputes

Software featureBest fix

Move commission calculations out of spreadsheets

CaptivateIQ, Salesforce Spiff, QuotaPath and Everstage calculate commissions from CRM data and give reps their own statements, which cuts disputes.

Typically saves about 60% of the time15 h to set up
  1. 1Write the comp plan rules down in plain words.
  2. 2Pick a tool that connects to your CRM and payroll.
  3. 3Run it next to your spreadsheet for one month to confirm the numbers match.
  4. 4Give reps access to their live statements.

Tools: CaptivateIQ · Salesforce Spiff · QuotaPath · Everstage

One more way to fix it
AI

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

How to automate this task

Task 12 · typically 10 min, every day

Find times and schedule meetings

Software featureBest fix

Send a booking link instead of trading emails

Outlook Bookings, Google Calendar appointment schedules or Calendly let people pick a time that already works.

Typically saves about 80% of the time15 min to set up
  1. 1Turn on the booking page built into your calendar (Outlook Bookings or Google appointment schedules), or use Calendly.
  2. 2Set your working hours and buffers.
  3. 3Paste the link in your signature and in replies that ask "when works?".

Tools: Microsoft Bookings · Google Calendar appointment schedules · Calendly

How to automate this task

Task 13 · typically 60 min, once a week

Write documents, proposals or long emails from scratch

AIBest fix

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 14 · 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

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.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both 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.
Do you start long documents from an AI first draft built on your own notes?
Give the AI your notes, the audience and an example you like. Editing a draft is much faster than writing from a blank page.
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 used AI call scorecards to find the calls worth coaching?
Call tools like Gong or Avoma score every call against your playbook and mark key moments, so you review the right five minutes instead of the whole hour.

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