Smarter Week

How to automate it

How to automate “write strategy docs, memos and plans”

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.

120 min
typically, once a month
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

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

Fix 2 of 2

AI

Ask for a one-page decision doc and have AI structure it

Decisions go faster when they arrive as a short written doc with options and a recommendation, instead of a meeting. AI can turn a messy thread into that format in minutes.

Typically saves about 40% of the time10 min to set up
  1. 1Ask whoever brings you a decision to use a one-page format: context, options, recommendation, risks, deadline.
  2. 2If it arrives as a thread or meeting notes, paste it into AI with the prompt below.
  3. 3Decide in writing on the doc. Meet only if the options are genuinely close.
  4. 4Keep the docs in one folder so the reasoning is easy to find later.
Prompt to copy
Turn the material below into a one-page decision doc. Sections: 1) the decision needed and by when, 2) context in three sentences, 3) two to four options with pros, cons, cost and risk for each, 4) the recommendation and why, 5) what we will watch to know if it was right. Flag any facts that are missing with [MISSING]. Do not invent numbers.

[PASTE THREAD, NOTES OR PROPOSAL]

Tools: ChatGPT, Claude, Gemini or Microsoft 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.

CEO / FounderGeneral Manager / VPChief of Staff

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for CEOs / Founders