Introduction
Your time is your currency. The better you use your time, the more effectively you use it, the more you are worth. Your work is worth more, your company is worth more, or anything else you are doing. Regardless of what you do, AI today can save you a lot of time, especially on the most boring, repetitive and monotonous tasks. That is why in today’s episode I will show you how this AI can support you in your daily work so that your time is used much better, and you can even use it for... pleasant things.
Who I Am and What This Episode Is About
Hi, my name is Kamil Tarczyński and on a daily basis I help entrepreneurs use technology effectively so that companies grow faster and scale efficiently. In today’s episode we will talk exactly about how to use AI to automate everyday tasks. Welcome.
What Does Delegating to AI Mean?
So, speaking about how AI can help us in our daily work, let us start with what delegating to AI actually is. Delegating to AI of course comes down to almost the same thing as delegating our responsibilities to other employees. Of course, the perspective here looks a bit different again, because we are not delegating an entire area or an entire department to someone, or some very specific tasks, but rather we are delegating elements of our everyday work to this AI.
It is of course not yet the case, at least in my opinion, it is still a bit too early, to delegate an entire position to AI. It would still be very difficult in my view to build something like that. AI works much better precisely in delegating certain individual, single, repetitive activities, which are sometimes annoying, and sometimes we simply find it hard to get started with them. And there, AI works, quite simply, best. If we already know that AI can replace us exactly in these repetitive activities, then let us now think a bit...
What Can AI Support Us With in Practice?
What can AI actually support us with? Right now, we have a huge number of tools available on the market. A huge number of tools that, from day to day, sometimes become cheaper and are still very inexpensive to use. Of course, there may be a trap here that in the future their prices will rise. But at this moment we have these tools available really at our fingertips, ready to be launched simply by providing our email and password.
General-Purpose AI Tools: ChatGPT and Anthropic
Of course, these tools include access to ChatGPT itself or to Anthropic. This is, I would say, the most general-purpose type of tool, in which we simply have a prompt box that we can talk to and in which we can carry out various tasks. It is now expanded with the possibility of building agents, or some repetitive tasks, or coding. However, generally speaking, it is a tool at this point for general use.
Meeting Assistants and Call Notes
We also have other tools available, which we will talk about in a moment — how and for what exactly we can use them. Starting this list, I think it is coolest to start with our personal meeting assistant. Programs such as Fireflies, for example, can help us collect all the necessary information in one place. We no longer have to take notes during the meeting, because thanks to such a tool as Fireflies we will have a transcription of the entire meeting made,
notes will be created, the most important points, action points — that is, tasks assigned to each participant of the conversation at the very end — thanks to which we have a ready-made note without our involvement, which we can always come back to later. It is a very convenient solution that we as a company use on a daily basis and which I personally highly recommend, because it takes a very large burden off me: the burden of remembering everything exactly or writing everything down during the meeting.
If someone is taking notes on the side, I can focus 100% just on the conversation.
Workspace Assistants: Gemini, Copilot and Office Tools
We have Gemini or Copilot available in Google Workspace as well as in Microsoft 365. These tools are built into our workspaces — that is, our documents, spreadsheets, and so on. They can help us analyze, reason, or simply create certain things, which is sometimes very useful. In spreadsheets, they can also suggest how to do certain things in the simplest possible way.
Thanks to this, we no longer have to look for answers on YouTube or in Google. We can simply ask: hey, listen, how do I do this? Give me a hint, because here I have a formula like this, I have data like that, so how do I calculate all of this? This is very helpful in everyday work to have such a starting point, such a base on which we can begin. I also personally really like to use ChatGPT or Anthropic at times when I do not know where to start a particular task. It might be a creative task, or creating some kind of document, or brainstorming a new concept.
Using AI to Kick-Start Creative Tasks
It is worth, when we are sitting with such a problem on our own and we are not meeting with someone in the office and not talking, not brainstorming live, to simply talk for a moment with this chat, because it can sometimes spit out concepts, or some questions, or those types of things,
which open our thinking in a very nice way, which allow us to start from some template or start from some base, so that we can begin this discussion with ourselves, in fact, a little bit, but to start this discussion more broadly and to go deeper into it, or to ask ourselves questions we would not have asked ourselves.
Agents, Web Research and Automation
Such solutions, like ChatGPT as well, allow us to create agents...
And not, in fact, scrape, that is, throw information from all over the internet at ourselves and search for it — now an AI agent can do this for us, which will also do it faster and always in the same repeatable way.
Document Analysis with AI
Another task that is worth delegating or that is worth doing in a smart way is the analysis of various documents. Solutions such as ChatGPT, if we have it properly prompted, or a notebook LLM, are great at analyzing or extracting certain information.
Again, we sometimes have to be careful about the context window here, because documents that are too large may not be analyzed precisely. Nevertheless, it is a very helpful tool to pay attention to certain aspects and simply find those things in a contract, or, in fact, analyze them.
Presentations, Creative Documents and Content
If we have to make some presentations, some creative documents, here again it is worth referring to the tools we have built in — whether in Google Workspace or in ChatGPT — because again, by talking to these tools, we are able to build a good narrative and a certain flow of that narrative, which we can then quite simply turn into nice visuals, adapting it to our company’s message, because again this company message can be passed on to this AI.
And here, if we have tasks of this type, such as researching certain elements, searching for certain information, supporting us in creating some creative content, helping us respond faster to very repetitive emails — for example, some settlements and that kind of things — where AI can also search for something in our workspaces, in these working environments of ours, then...
Risks of Using AI: Hallucinations and Errors
We also have to talk about the risks that lie here. Because we have to remember that of course AI is a great enhancer of our daily work, a great enhancer of our creativity or our effectiveness in action, but we have to remember that there are also some risks here. And the first, I think, obvious risk that always appears when working with AI is its hallucinations. Information generated by AI will not always be 100% consistent with the truth.
This is changing and that information is now more often verified in some way, but hallucinations still occur and we have to watch out for them. Let us verify the information that AI generates for us, just to be sure that we will not experience a situation like the one that recently happened to a large consulting firm in Australia, where it turned out that for the Australian government this firm had prepared 100 different documents, analyses, and so on, and it turned out that half of them had been generated incorrectly.
They had no grounding in reality. That firm had to pay huge penalties and redo the work. We want to avoid such mistakes.
Data Security, Privacy and Public Sharing
Another issue is, of course, data security. The data we process as a company is protected in a certain way. We probably very often have confidentiality agreements signed with our clients. We do not want to pass this information outside. Let us check whether in each of the programs we use
we have model training on our data disabled, whether we have public sharing of this data disabled, and so on. It is also very important here that you remember that if, for example, we create AI agents in ChatGPT,
we should check whether they are not enabled for public sharing. Because it may be that we create an agent for ourselves, and it is publicly available, and others will be able to see how we as a company analyze, for example, sales prospects or other things, or how we analyze contracts, what kind of contracts these are, and so on. So let us take care of this security, to be sure that everything that is ours stays private and stays exclusively within our company and within the tools that our company uses.
Checking What AI “Knows” About You
Let us see what information about us they store, what they know about us, whether any of this information is incorrect anywhere, and if it is, let us clarify it. This is a very good model of cooperation, for example with ChatGPT, to see what it knows about us, how it thinks about us, how it perceives us, what it believes we do, what we are engaged in, and to clarify this information, because then it takes this context into account quite simply. And if this context is accurate for it, is 100% understandable, it will generate better and more tailored information. And that, of course, applies to every AI tool we work with.
Context, Data Quality and the “Shit In, Shit Out” Principle
Let us take care of context, let us take care of providing accurate information, because the famous saying goes: “shit in, shit out.” If we do not feed good quality data into the system, then we also cannot expect that this system will generate good quality data for us.
Business Accounts vs. Private Accounts
Business accounts. Let us please remember that our employees or everyone in our company should use business accounts and not private accounts. Business accounts are subject to different rules and privacy policies than private accounts, which is why it is very important that we use business accounts and keep everything — as I said earlier — exclusively within our company.
Summary: AI as an Executive Assistant
As you can see, in my opinion, AI is not just another gadget. It is actually starting to become, and can become, an executive assistant — an assistant to our daily work. Not only for management, of course, but also for lower-level staff, for employees, for developers. Regardless of the industry, regardless of the role...
AI can greatly streamline our everyday work and can make our everyday work simply more efficient. By taking away and removing from employees or from ourselves repetitive, monotonous, boring tasks... we can quite simply devote our time to more effective tasks that will help us scale the business in a more efficient way. In this episode, we have generally covered a few ideas and ways in which we can automate our everyday work, how this AI can help us on a daily basis, so I hope this episode was interesting for you. That is all from me, see you, bye!
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