Smarter Week

AI and automation by role

How Data / BI analysts can use AI and automation

Below are 15 common tasks for Data / BI analysts, 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: Data Analyst, BI Analyst, Business Intelligence Analyst, Reporting Analyst, Business Analyst, Analytics Engineer, Insights Analyst

Find your own hour leaks, free See the fixes

Task 1 · typically 30 min, every day

Pull one-off numbers people ask for in Slack or email

Software featureBest fix

Let people ask the BI tool in plain English instead of asking you

Power BI Copilot, Looker with Gemini, Tableau Pulse and Tableau Agent, ThoughtSpot Spotter, Snowflake Intelligence and Databricks Genie answer plain-English questions from governed data. Simple requests stop reaching the data team.

Typically saves about 35% of the time4 h to set up
  1. 1Check which natural-language features your BI or warehouse license includes.
  2. 2Point it at one well-modelled, trusted dataset first (for example sales or support), with clear field names and descriptions.
  3. 3Add example questions and approved metric definitions so answers match your reports.
  4. 4Pilot it with the teams that ask you the most questions; review the questions it answered wrong.
  5. 5Reply to simple one-off requests with a link to the tool and an example question.

Tools: Power BI Copilot · Looker with Gemini · Tableau Pulse and Tableau Agent · ThoughtSpot Spotter · Snowflake Intelligence · Databricks AI/BI Genie

One more way to fix it
Process fix

Take requests through one short intake form that asks for the decision

Many data requests change once someone asks what decision they support. A short form with that question cuts rework, meetings and requests nobody uses.

Typically saves about 30% of the time45 min to set up
  1. 1Create one intake form or ticket type: question, decision it supports, deadline, who will use it.
  2. 2Point Slack and email requests to the form, kindly and every time.
  3. 3Triage weekly; answer simple ones with self-serve links.
  4. 4For bigger requests, write back a one-paragraph plan before you start.

Tools: Jira, Linear or Asana forms · Slack Workflow Builder or Microsoft Forms

How to automate this task

Task 2 · typically 60 min, every day

Write and debug SQL queries

AIBest fix

Write and fix SQL with the AI in your SQL editor

Snowflake Copilot, Databricks Assistant, BigQuery with Gemini, Hex Magic and DataGrip AI know your schema and can write, explain and fix queries. You check joins and filters.

Typically saves about 35% of the time10 min to set up
  1. 1Turn on the AI assistant in your warehouse or SQL editor.
  2. 2Describe the result you need in plain English, naming the tables if you know them.
  3. 3Read the query: check joins, filters, date ranges and how it handles nulls and duplicates.
  4. 4Run it on a small sample and compare a known total before you trust it.
  5. 5Without a built-in assistant, paste the schema and use the prompt below in an approved chat tool.
Prompt to copy
Write a [SNOWFLAKE / BIGQUERY / POSTGRES / T-SQL] query that returns [WHAT YOU NEED], grouped by [BREAKDOWN], for [DATE RANGE]. Tables and columns:
[PASTE SCHEMA]
Rules: [e.g. exclude test accounts, revenue is net of refunds]. Explain each join and any assumption about duplicates or nulls. Then suggest one check I can run to confirm the totals are right.

Tools: Snowflake Copilot · Databricks Assistant · BigQuery with Gemini · Hex Magic · DataGrip AI · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Automation

Define metrics once in a semantic layer that every tool reads from

When "revenue" or "active user" is defined once in dbt's Semantic Layer, LookML, Cube or Power BI semantic models, reports stop disagreeing and AI tools give consistent answers.

Typically saves about 40% of the time20 h to set up
  1. 1List the 10 metrics that cause the most arguments.
  2. 2Agree the definition of each with the business owner and write it down.
  3. 3Build them in your semantic layer (dbt Semantic Layer, LookML, Cube, or a shared Power BI semantic model).
  4. 4Point dashboards and natural-language BI tools at the semantic layer, not raw tables.
  5. 5Retire the old calculations in individual reports.

Tools: dbt Semantic Layer · Looker LookML · Cube · Power BI semantic models · Snowflake semantic views

How to automate this task

Task 3 · typically 90 min, a few times a week

Build and tweak dashboards

Software featureBest fix

Have your BI tool's AI build the first version of the dashboard

Power BI Copilot, Looker with Gemini, Tableau Agent and Hex can create report pages, charts and calculated fields from a description. You refine layout and check calculations.

Typically saves about 30% of the time15 min to set up
  1. 1Start from a clean, modelled dataset.
  2. 2Describe the dashboard: audience, the questions it answers, the key metrics and filters.
  3. 3Let the AI build the first pages and calculated fields (DAX, LookML or Tableau calculations).
  4. 4Check every calculation against a known number, then tidy layout and naming.

Tools: Power BI Copilot · Looker with Gemini · Tableau Agent · Hex · Sigma AI

One more way to fix it
Process fix

Retire unused dashboards and keep one per audience

Most BI tools hold hundreds of dashboards that nobody opens, and each one needs fixing when data changes. Fewer dashboards means less maintenance and fewer conflicting numbers.

Typically saves about 25% of the time2 h to set up
  1. 1Pull usage stats from your BI tool for the last 90 days.
  2. 2Archive anything not opened in that time, and tell the owners.
  3. 3Merge near-duplicates into one dashboard per audience.
  4. 4Require an owner and a purpose line for any new dashboard.

Tools: Power BI, Looker or Tableau usage stats

How to automate this task

Task 4 · typically 60 min, once a week

Refresh recurring reports and send them out

AutomationBest fix

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

One more way to fix it
Software feature

Schedule report delivery and metric digests from the BI tool

Subscriptions in Power BI, Looker and Tableau, and digests like Tableau Pulse, send the right numbers to the right people on a schedule, with alerts when something moves.

Typically saves about 70% of the time30 min to set up
  1. 1For each report you send by hand, set up a subscription in the BI tool for the same recipients.
  2. 2Use data-driven alerts for thresholds people care about.
  3. 3Turn on Tableau Pulse or similar metric digests for executives who want a few numbers.
  4. 4Stop sending attachments; send links.

Tools: Power BI subscriptions and alerts · Looker schedules · Tableau subscriptions and Tableau Pulse

How to automate this task

Task 5 · typically 60 min, once a week

Explain why two reports show different numbers

AutomationBest fix

Define metrics once in a semantic layer that every tool reads from

When "revenue" or "active user" is defined once in dbt's Semantic Layer, LookML, Cube or Power BI semantic models, reports stop disagreeing and AI tools give consistent answers.

Typically saves about 40% of the time20 h to set up
  1. 1List the 10 metrics that cause the most arguments.
  2. 2Agree the definition of each with the business owner and write it down.
  3. 3Build them in your semantic layer (dbt Semantic Layer, LookML, Cube, or a shared Power BI semantic model).
  4. 4Point dashboards and natural-language BI tools at the semantic layer, not raw tables.
  5. 5Retire the old calculations in individual reports.

Tools: dbt Semantic Layer · Looker LookML · Cube · Power BI semantic models · Snowflake semantic views

One more way to fix it
Process fix

Publish a metric glossary with an owner for each number

Most "why don't these match?" questions come from different definitions, filters or time zones. A glossary with owners settles them in a link, not an investigation.

Typically saves about 30% of the time3 h to set up
  1. 1Write each key metric: definition, source table, filters, time zone, refresh time, owner.
  2. 2Publish it in your catalog, dbt docs or wiki and link it from every dashboard.
  3. 3Label each dashboard "certified" or "exploratory".
  4. 4When a mismatch comes up, check the glossary first and fix the definition, not just the report.

Tools: dbt docs or dbt Explorer · Atlan, DataHub or Unity Catalog · Confluence or Notion

How to automate this task

Task 6 · typically 60 min, a few times a week

Clean and reshape messy data

AIBest fix

Clean and explore data in a notebook with AI built in

Hex, Databricks notebooks, Jupyter AI, Colab with Gemini and ChatGPT or Claude data analysis write the cleaning and reshaping code from plain-English instructions. You check the output.

Typically saves about 40% of the time10 min to set up
  1. 1Open the data in an AI-enabled notebook (Hex, Databricks, Colab, Jupyter AI), or upload a file to an approved assistant.
  2. 2Describe the cleaning you need using the prompt below.
  3. 3Read the generated code; check row counts before and after each step.
  4. 4Save it as a reusable notebook or move it upstream into the pipeline.
Prompt to copy
I have a dataset with these columns: [LIST COLUMNS AND TYPES]. Write [PANDAS / POLARS / SQL] code to: [e.g. standardize dates to ISO, trim and lowercase emails, remove exact duplicates, split full name into first and last, flag rows with missing customer IDs]. Print row counts before and after each step, and list any assumptions. Do not drop rows silently.

Tools: Hex Magic · Databricks Assistant · Jupyter AI · Google Colab with Gemini · ChatGPT or Claude data analysis

One more way to fix it
Process fix

Fix the data at the source instead of cleaning it every time

If you clean the same mess every week, the fix belongs upstream: a required field, a dropdown instead of free text, or a cleaning step in the pipeline.

Typically saves about 35% of the time2 h to set up
  1. 1List the cleaning steps you repeat most.
  2. 2For each, find where the bad data enters (a form, a CRM field, an import).
  3. 3Ask the system owner for validation, dropdowns or required fields.
  4. 4Move any cleaning that must stay into a shared pipeline model so nobody does it by hand.

Tools: Your CRM, ERP or form tool settings · dbt or your pipeline tool

How to automate this task

Task 7 · typically 45 min, a few times a week

Write up what the numbers mean for stakeholders

AIBest fix

Have AI draft the "so what" write-up from your results

AI is good at turning tables and charts into a clear narrative for a non-technical audience. You keep the conclusions honest and the caveats in.

Typically saves about 45% of the time5 min to set up
  1. 1Paste the result tables, the original question and any context.
  2. 2Run the prompt below, naming the audience.
  3. 3Check every number and remove claims the data does not support.
  4. 4Add your recommendation in your own words.
Prompt to copy
Write a short summary of these results for [AUDIENCE]. The question was: [QUESTION]. Lead with the answer in one sentence, then three supporting points with the numbers, then caveats (sample size, data quality, what this does not show). Avoid jargon; explain any statistic in plain words. Do not claim causation unless the method supports it.

Results:
[PASTE TABLES OR DESCRIBE CHARTS]

Context:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 8 · typically 45 min, a few times a week

Sit in meetings to work out what people actually want

Process fixBest fix

Take requests through one short intake form that asks for the decision

Many data requests change once someone asks what decision they support. A short form with that question cuts rework, meetings and requests nobody uses.

Typically saves about 30% of the time45 min to set up
  1. 1Create one intake form or ticket type: question, decision it supports, deadline, who will use it.
  2. 2Point Slack and email requests to the form, kindly and every time.
  3. 3Triage weekly; answer simple ones with self-serve links.
  4. 4For bigger requests, write back a one-paragraph plan before you start.

Tools: Jira, Linear or Asana forms · Slack Workflow Builder or Microsoft Forms

One more way to fix it
AI

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 9 · typically 20 min, a few times a week

Export data to Excel for people who want it their way

Software featureBest fix

Give spreadsheet users a live connection instead of exports

Connected Sheets, Analyze in Excel, Sigma and Power BI's Excel connection let people work in a spreadsheet on live, governed data, so you stop sending CSVs.

Typically saves about 60% of the time2 h to set up
  1. 1Pick the option that fits your stack: Connected Sheets (BigQuery, Snowflake), Analyze in Excel or Power BI live connection, or Sigma.
  2. 2Build one governed dataset per common request.
  3. 3Show the requesters how to refresh and pivot it themselves.
  4. 4Reply to export requests with the link.

Tools: Google Connected Sheets · Excel with Power BI live connection · Sigma · Snowflake or BigQuery connectors

One more way to fix it
Software feature

Let people ask the BI tool in plain English instead of asking you

Power BI Copilot, Looker with Gemini, Tableau Pulse and Tableau Agent, ThoughtSpot Spotter, Snowflake Intelligence and Databricks Genie answer plain-English questions from governed data. Simple requests stop reaching the data team.

Typically saves about 35% of the time4 h to set up
  1. 1Check which natural-language features your BI or warehouse license includes.
  2. 2Point it at one well-modelled, trusted dataset first (for example sales or support), with clear field names and descriptions.
  3. 3Add example questions and approved metric definitions so answers match your reports.
  4. 4Pilot it with the teams that ask you the most questions; review the questions it answered wrong.
  5. 5Reply to simple one-off requests with a link to the tool and an example question.

Tools: Power BI Copilot · Looker with Gemini · Tableau Pulse and Tableau Agent · ThoughtSpot Spotter · Snowflake Intelligence · Databricks AI/BI Genie

How to automate this task

Task 10 · typically 20 min, every day

Grant data access and answer "where is this table?"

Software featureBest fix

Put tables and metrics in a searchable catalog with AI search

A data catalog (Atlan, Unity Catalog, Snowflake Horizon, DataHub, dbt Explorer) lets people find tables, owners and definitions themselves, and AI search answers "where is X?" questions.

Typically saves about 40% of the time4 h to set up
  1. 1Turn on the catalog that comes with your platform, or use Atlan or DataHub.
  2. 2Mark trusted tables, add owners, and let AI draft descriptions you then review.
  3. 3Link the catalog from your data help channel.
  4. 4Answer "where is this table?" with a catalog link until people go there first.

Tools: Atlan · Databricks Unity Catalog · Snowflake Horizon · DataHub · dbt Explorer

One more way to fix it
Automation

Grant data access by role and group, not person by person

When access comes from roles mapped to identity groups, new people get the right data automatically and you stop handling one-off grants.

Typically saves about 60% of the time6 h to set up
  1. 1Define a small set of data roles (for example finance analyst, marketing analyst, all-staff).
  2. 2Map each role to an identity group in Okta or Entra ID, synced to your warehouse with SCIM.
  3. 3Use row and column policies for sensitive fields instead of separate tables.
  4. 4Route exceptions through an access request with an owner approval and expiry date.

Tools: Snowflake, BigQuery or Databricks role-based access · Okta or Entra ID with SCIM · Immuta

How to automate this task

Task 11 · typically 60 min, once a week

Document tables, metrics and pipelines

Software featureBest fix

Use dbt's AI to generate docs, tests and semantic models

dbt Copilot and similar tools draft model descriptions, column docs, tests and semantic models from your SQL, which turns documentation from a chore into a review.

Typically saves about 50% of the time30 min to set up
  1. 1Turn on dbt Copilot in dbt Cloud, or use a coding agent with the dbt project open.
  2. 2Generate descriptions and tests for undocumented models; review and correct them.
  3. 3Require docs and basic tests on new models in your PR checklist.
  4. 4Publish docs in dbt Explorer or your catalog.

Tools: dbt Copilot · dbt Explorer · Claude Code, OpenAI Codex, Cursor or GitHub Copilot

One more way to fix it
Software feature

Put tables and metrics in a searchable catalog with AI search

A data catalog (Atlan, Unity Catalog, Snowflake Horizon, DataHub, dbt Explorer) lets people find tables, owners and definitions themselves, and AI search answers "where is X?" questions.

Typically saves about 40% of the time4 h to set up
  1. 1Turn on the catalog that comes with your platform, or use Atlan or DataHub.
  2. 2Mark trusted tables, add owners, and let AI draft descriptions you then review.
  3. 3Link the catalog from your data help channel.
  4. 4Answer "where is this table?" with a catalog link until people go there first.

Tools: Atlan · Databricks Unity Catalog · Snowflake Horizon · DataHub · dbt Explorer

How to automate this task

Task 12 · 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 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

Task 14 · 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 15 · 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 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.
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 used the AI assistant built into your SQL editor or warehouse to write or fix queries?
Snowflake Copilot, Databricks Assistant, BigQuery with Gemini and Hex know your tables and can write a query from a plain-English description. You check the joins and filters.
Can people in your company ask the BI tool questions in plain English without coming to you?
Power BI Copilot, Looker with Gemini, Tableau and ThoughtSpot can answer questions like "sales by region last quarter" from trusted data, so simple requests do not need an analyst.
Do your recurring reports send themselves from the BI tool on a schedule?
Power BI, Looker and Tableau can email or post reports on a schedule and alert people when a number crosses a threshold. Tableau Pulse sends short metric digests.

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