Smarter Week

AI and automation by role

How Learning & development specialists can use AI and automation

Below are 14 common tasks for Learning & development specialists, 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: L&D Specialist, Training Coordinator, Instructional Designer, Learning Manager, Trainer, Enablement Specialist

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Task 1 · typically 180 min, once a week

Build training courses and materials

AIBest fix

Have AI draft the course outline, scripts and quiz from your material

Give AI your source documents and learning goals; it drafts the outline, slide text, scenarios and quiz questions. A subject expert checks the content.

Typically saves about 40% of the time10 min to set up
  1. 1Collect the source material and write three learning goals.
  2. 2Use the prompt below, or the AI assistant in Articulate 360, Docebo or 360Learning.
  3. 3Have a subject expert review for accuracy.
  4. 4For video, try Synthesia or Colossyan, and label AI presenters as AI.
Prompt to copy
Create a [LENGTH]-minute training module for [AUDIENCE] on [TOPIC]. Learning goals: [LIST 3]. Source material: [PASTE OR ATTACH]. Give me: an outline, slide-by-slide text (max 40 words per slide), two realistic workplace scenarios, and a 5-question quiz with answers and explanations. Use only the source material; mark anything you add with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Articulate 360 AI Assistant · Docebo · 360Learning · Synthesia or Colossyan

One more way to fix it
AI

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 2 · typically 45 min, once a week

Schedule training sessions and track attendance

Software featureBest fix

Let the learning system handle sign-ups, invites and attendance

Your LMS can open sessions for self-registration, send calendar invites and reminders, and record attendance and completion.

Typically saves about 55% of the time1 h to set up
  1. 1Create the sessions in your LMS (TalentLMS, Docebo, Workday Learning) with Teams or Zoom links.
  2. 2Let people self-register, with waitlists.
  3. 3Turn on automatic reminders and post-session surveys.
  4. 4Pull attendance from the meeting tool instead of a sign-in sheet.

Tools: TalentLMS · Docebo · Workday Learning · LinkedIn Learning Hub · Teams or Zoom webinars

How to automate this task

Task 3 · typically 45 min, once a week

Track required trainings, I-9s and certifications

AutomationBest fix

Have the learning system assign and chase required training automatically

Learning platforms can assign required courses by role and location, send reminders and flag expiring certifications.

Typically saves about 60% of the time2 h to set up
  1. 1List required trainings by role and location (harassment prevention, safety, security).
  2. 2Set auto-enrollment rules in your LMS or HRIS learning module, synced from the HRIS.
  3. 3Turn on reminders and manager escalation for overdue courses.
  4. 4Track licenses and certifications with expiry alerts.

Tools: TalentLMS · Docebo · Workday Learning · Rippling or BambooHR training · KnowBe4 for security training

One more way to fix it
Software feature

Do I-9s electronically with E-Verify built in

Electronic I-9s guide the new hire and reviewer through the form, check for errors and remind you about reverification dates.

Typically saves about 50% of the time1 h to set up
  1. 1Turn on electronic I-9 in your HRIS or payroll (Gusto, Rippling, Paylocity) or use a tool like Tracker I-9.
  2. 2Connect E-Verify if you use it.
  3. 3Set reminders for reverification of expiring work authorization.
  4. 4Have someone trained review each one; the tool helps but does not replace the review.

Tools: Gusto · Rippling · Paylocity · Tracker I-9 · E-Verify

How to automate this task

Task 4 · typically 90 min, once a month

Figure out training needs and read course feedback

AIBest fix

Have AI group survey comments into themes with counts

AI reads hundreds of comments and returns themes, counts and example quotes in minutes. Protect anonymity: remove names, and do not report on very small groups.

Typically saves about 60% of the time5 min to set up
  1. 1Export the comments without names or employee IDs. Use only an approved AI tool.
  2. 2Check whether your survey tool already does this (Culture Amp, Lattice, Qualtrics and Microsoft Forms have AI summaries).
  3. 3Otherwise use the prompt below.
  4. 4Read a sample of comments in each theme to confirm the grouping.
Prompt to copy
Below are [NUMBER] anonymous comments from our [SURVEY NAME]. Group them into 5 to 8 themes. For each theme give: a one-line description, how many comments fit it, and two short representative quotes (paraphrase if a quote could identify someone). Then list three suggested actions. Do not guess who wrote anything.

Comments:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Culture Amp · Lattice · Qualtrics · Microsoft Forms

How to automate this task

Task 5 · typically 90 min, once a month

Write how-to guides or training material

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 6 · 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 7 · 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 8 · 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 9 · 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 10 · typically 90 min, once a week

Set up paperwork, accounts and first-week plans for new hires

Software featureBest fix

Run onboarding and offboarding from a workflow in your HR system

BambooHR, Rippling, Workday, HiBob and Gusto can create the task list for HR, IT, the manager and the new hire automatically when someone is hired or leaves.

Typically saves about 50% of the time2 h to set up
  1. 1Write your onboarding and offboarding checklists with an owner and due date for each step.
  2. 2Build them as task templates in your HRIS (BambooHR onboarding, Rippling workflows, Workday business processes, HiBob, Gusto).
  3. 3Send new-hire paperwork (tax forms, policies, direct deposit) through the HRIS before day one.
  4. 4Check the dashboard weekly instead of chasing each person.

Tools: BambooHR · Rippling · Workday · HiBob · Gusto

One more way to fix it
Automation

Have a hire or termination in the HR system create or remove accounts

When the HR record changes, accounts in email, chat and other apps are created or switched off automatically, so nobody is waiting on IT and leavers lose access the same day.

Typically saves about 50% of the time3 h to set up
  1. 1List the apps every new hire needs and who sets them up today.
  2. 2Use the built-in route if you have one: Rippling app management, or Okta or Microsoft Entra ID lifecycle workflows connected to your HRIS.
  3. 3Otherwise build a Zapier, Make or Power Automate flow that creates an IT ticket with all details when a hire is added.
  4. 4Test termination carefully: access off at the right time, with a manager check.

Tools: Rippling · Okta Workflows · Microsoft Entra ID lifecycle workflows · Zapier, Make or Power Automate

How to automate this task

Task 11 · typically 30 min, a few times a week

Research a topic, company or question online

AIBest fix

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Task 12 · 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 13 · 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 14 · typically 180 min, once a month

Make training, how-to or marketing videos

AIBest fix

Turn a script or procedure into a finished video with AI

AI writes the script from your notes, then a video tool turns it into a clip with a natural voiceover or presenter, in any language. A 2-minute training video goes from days to an afternoon.

Typically saves about 60% of the time30 min to set up
  1. 1Paste your procedure, slides or notes into an AI assistant with the prompt below to get a short script.
  2. 2Pick a tool: a presenter video (HeyGen, Synthesia), a voiceover over your own screens or photos (ElevenLabs, Descript), or generated scenes (Gemini Omni in Google Vids, which is free with a Google account).
  3. 3Keep it under 3 minutes, add captions, and check every fact, name and number on screen.
  4. 4Label AI voices and presenters, and never clone a real person’s voice or face without their written permission.
Prompt to copy
Turn the material below into a script for a [LENGTH, e.g. 2-minute] [TRAINING / HOW-TO / PRODUCT] video for [AUDIENCE]. Use short spoken sentences, one idea per scene. Give me a table with: scene number, what’s on screen, and the voiceover line. End with a one-line recap. Don’t add anything that isn’t in my material.

[PASTE PROCEDURE, SLIDES OR NOTES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot for the script · HeyGen or Synthesia · ElevenLabs or Descript · Gemini Omni in Google Vids

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 used an AI "deep research" mode that reads dozens of sources for you?
Research modes in ChatGPT, Claude, Gemini and Perplexity spend a few minutes reading the web and return a summary with links to every source.
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 recorded yourself doing a task and had AI turn it into a written guide?
Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.

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