Smarter Week

How to automate it

How to automate “draft emails and messages on behalf of an executive”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

30 min
typically, every day
60%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Set up an AI project trained on the executive's voice for drafts

A Claude Project, ChatGPT Project, Gem or Copilot agent loaded with good past emails and a short style guide writes drafts that need far fewer edits.

Typically saves about 45% of the time45 min to set up
  1. 1Collect 15 to 20 emails and posts the executive is happy with, plus any phrases they never use.
  2. 2Create a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent and add them as knowledge.
  3. 3Paste the instructions below as the project instructions.
  4. 4Draft from there and have the executive approve the first few until it is reliable.
Prompt to copy
You draft emails and messages for [EXECUTIVE NAME], [TITLE] at [COMPANY]. Match the voice in the attached examples: [3 WORDS THAT DESCRIBE THEIR STYLE]. Keep messages short and lead with the point. Never make commitments, give numbers, or agree to meetings that are not in my instructions. When I give you a request, reply with the draft only.

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents

Fix 2 of 2

AI

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

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Chief of Staff

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Other common tasks for Chiefs of Staff