Smarter Week

AI and automation by role

How Department heads / Directors can use AI and automation

Below are 16 common tasks for Department heads / Directors, 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: Director, Head of, Department Head, Senior Manager, Senior Director

Find your own hour leaks, free See the fixes

Task 1 · typically 120 min, every day

Sit in back-to-back meetings with no time to think

Process fixBest fix

Audit your recurring meetings and cut or shorten a third of them

Most leadership calendars are full of recurring meetings that outlived their purpose. A one-hour audit usually frees several hours a week without anyone missing them.

Typically saves about 25% of the time1 h to set up
  1. 1List every recurring meeting on your calendar for the next two weeks.
  2. 2Mark each one: decide, inform, or relationship. "Inform" meetings become a written update.
  3. 3Cancel or send a delegate to anything where you have not spoken or decided in the last three sessions.
  4. 4Change default lengths to 25 and 50 minutes in your calendar settings.
  5. 5Decline new meetings that arrive without an agenda or a decision to make, and say why.
  6. 6Repeat the audit every quarter.

Tools: Outlook or Google Calendar · Microsoft Viva Insights · Clockwise or Reclaim.ai meeting stats

One more way to fix it
Software feature

Let your calendar defend focus time automatically

Calendar tools can book and protect thinking time for you and move flexible meetings around it, so focus time survives the week.

Typically saves about 15% of the time20 min to set up
  1. 1Turn on Focus time in Outlook (Viva Insights) or Google Calendar, or connect Reclaim.ai, Clockwise or Motion.
  2. 2Set a weekly target, for example 6 hours, in blocks of at least 90 minutes.
  3. 3Mark your 1:1s and internal syncs as flexible so the tool can move them.
  4. 4Agree one or two no-meeting mornings with your team.

Tools: Outlook Focus time (Viva Insights) · Google Calendar Focus time · Reclaim.ai · Clockwise · Motion

How to automate this task

Task 2 · typically 30 min, a few times a week

Run 1:1s with my direct reports

Process fixBest fix

Run 1:1s from a shared running agenda the report owns

A running doc that your report fills in beforehand makes 1:1s shorter and more useful, and keeps a record you can use at review time.

Typically saves about 20% of the time20 min to set up
  1. 1Create one shared doc per report, newest meeting at the top.
  2. 2Ask them to add topics before the meeting; you add yours too.
  3. 3Start with their topics, end by writing actions with owners and dates.
  4. 4Cancel or shorten to 15 minutes when the agenda is empty.
  5. 5Or use the 1:1 feature in Lattice, 15Five, Fellow or Culture Amp if your company has it.

Tools: Google Docs, Notion or OneNote · Lattice, 15Five, Fellow or Culture Amp

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 3 · typically 20 min, every day

Chase teams for project updates

AutomationBest fix

Make the project tool chase updates and summarize them for you

Asana, Jira, Linear, Monday and ClickUp can ask owners for a status on a schedule and use built-in AI to summarize progress, so you stop chasing people one by one.

Typically saves about 50% of the time2 h to set up
  1. 1Make sure each project lives in one tool with a named owner and a due date.
  2. 2Turn on scheduled status updates or reminders for owners (Asana status updates, Linear project updates, Jira automation, Monday automations).
  3. 3Use the tool's AI (Asana AI, Atlassian Rovo, Linear, Monday AI, ClickUp Brain) to summarize status across projects every Friday.
  4. 4Read the summary and only follow up on items that are red or missing.

Tools: Asana · Jira with Atlassian Rovo · Linear · Monday.com · ClickUp

One more way to fix it
Process 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 4 · typically 60 min, every day

Jump between Slack, email and chat pings all day

Process fixBest fix

Cut notifications to direct mentions and set reply-time expectations

Every ping costs minutes of refocusing. Most leaders can switch off most notifications once the team knows how to reach them for real emergencies.

Typically saves about 30% of the time20 min to set up
  1. 1In Slack or Teams, set notifications to direct messages and mentions only; mute busy channels.
  2. 2Turn off email notifications on desktop and phone.
  3. 3Tell your team: chat is answered within a few hours, phone or a marked urgent message for real emergencies.
  4. 4Check messages in set blocks, for example at 9, 12, 3 and 5.
  5. 5Use Focus modes on your phone and computer during deep work.

Tools: Slack or Microsoft Teams settings · iOS, Android, macOS or Windows Focus modes

One more way to fix it
Software feature

Use AI recaps to catch up on channels and threads

Slack AI, Copilot in Teams and Gemini in Gmail can summarize unread channels and long threads, so you read one paragraph instead of 200 messages.

Typically saves about 30% of the time10 min to set up
  1. 1Check which you have: Slack AI recaps, Copilot in Teams and Outlook, or Gemini in Gmail and Chat.
  2. 2Turn on daily recaps for the channels you skim.
  3. 3For a long thread, use "summarize" before you reply.
  4. 4Open the original only when the recap shows you are needed.

Tools: Slack AI · Copilot in Microsoft Teams · Gemini in Gmail and Google Chat

How to automate this task

Task 5 · 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 6 · typically 15 min, every day

Approve spend, purchases, hires and time off

Process fixBest fix

Raise approval limits so small things never reach you

Leaders often approve dozens of small items a week that carry little risk. Setting limits by amount and type removes most of them.

Typically saves about 50% of the time1 h to set up
  1. 1Pull a list of what you approved last month and the amounts.
  2. 2Set limits: for example, managers approve spend under a set amount, time off is auto-approved unless it clashes.
  3. 3Configure the limits in your spend tool or HR system (Ramp, Brex, Coupa, Workday, BambooHR, Rippling).
  4. 4Review a monthly report of approvals made below your level instead of each item.

Tools: Ramp, Brex, Coupa or Navan approval policies · Workday, BambooHR, Rippling or HiBob time-off rules

One more way to fix it
Automation

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 7 · typically 60 min, once a week

Pull the numbers together for the weekly business review

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
AI

Have AI write the commentary on this week's numbers

Once the numbers refresh themselves, AI can draft the "what changed and why" text that takes the most time, for you to correct and sharpen.

Typically saves about 40% of the time10 min to set up
  1. 1Export this week's and last week's metrics, or point Copilot in Excel or Gemini in Sheets at the report.
  2. 2Add any context you know (launches, outages, holidays).
  3. 3Run the prompt below and correct the explanations you know are wrong.
  4. 4Paste the commentary at the top of the report.
Prompt to copy
Here are this week's business metrics and last week's, plus context. Write the commentary for our weekly business review: 1) three headline points, 2) each metric that moved more than [THRESHOLD]% with a likely reason, marked [GUESS] if the context does not explain it, 3) what needs a decision or action. Keep it under 250 words. Do not invent reasons.

Metrics:
[PASTE]

Context:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Copilot in Excel · Gemini in Google Sheets

How to automate this task

Task 8 · typically 240 min, once a month

Set quarterly goals, budgets and plans

AIBest fix

Have AI turn last quarter's results and inputs into a draft plan

AI can make the first pass at goals, key results and risks from what you already have, so the planning session starts from a draft, not a whiteboard.

Typically saves about 30% of the time10 min to set up
  1. 1Gather last quarter's goals and results, company priorities, and each team's proposals.
  2. 2Run the prompt below.
  3. 3Use the draft as the pre-read for the planning meeting.
  4. 4Make the real trade-offs in the meeting; that part stays with you.
Prompt to copy
Using the inputs below, draft [TEAM]'s plan for [QUARTER]. Give 3 to 5 objectives, each with 2 to 3 measurable key results with a baseline and target, the main dependencies on other teams, the top risks, and what we are choosing not to do. Point out where the team proposals conflict with company priorities or with each other.

Company priorities:
[PASTE]

Last quarter's results:
[PASTE]

Team proposals:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
AI

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

How to automate this task

Task 9 · typically 240 min, once a month

Write performance reviews and written feedback

AIBest fix

Draft performance reviews from your notes, goals and peer feedback with AI

Lattice, Culture Amp, 15Five and Workday now draft reviews from the year's notes and feedback. A general AI assistant can do the same from pasted notes. You own the rating and the message.

Typically saves about 40% of the time10 min to set up
  1. 1Collect the person's goals, your 1:1 notes, peer feedback and their self-review.
  2. 2Use the AI writing feature in your performance tool, or an approved assistant with the prompt below.
  3. 3Rewrite the summary in your own words and check every example is accurate and fair.
  4. 4Never paste reviews into an AI tool your company has not approved.
Prompt to copy
Help me draft a performance review for [ROLE] covering [PERIOD]. Use only the evidence below. Structure: 1) summary in three sentences, 2) strengths with specific examples, 3) areas to grow with specific examples and a suggested next step for each, 4) progress against each goal. Write in a direct, kind tone. Do not suggest a rating.

Goals:
[PASTE]

My notes:
[PASTE]

Peer feedback:
[PASTE]

Self-review:
[PASTE]

Tools: Lattice AI · Culture Amp · 15Five · Workday · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Process fix

Keep a running feedback log for each person

Reviews take longest when you have to reconstruct six months from memory. Two minutes a week per person makes review season mostly copy and edit.

Typically saves about 30% of the time15 min to set up
  1. 1Create one note per direct report (or use the notes feature in your performance tool).
  2. 2After each 1:1 or notable piece of work, add a dated line: what happened and the impact.
  3. 3Share positive notes with the person at the time.
  4. 4At review time, give the log to your AI review draft.

Tools: Lattice, 15Five or Culture Amp notes · A private doc or Notion page

How to automate this task

Task 10 · typically 60 min, a few times a week

Interview candidates and write up scorecards

AIBest fix

Let AI write the interview scorecard from the transcript

Interview tools like Metaview, BrightHire, or the AI built into Greenhouse and Ashby, take notes and fill in scorecards against your criteria. You review and add your judgment.

Typically saves about 40% of the time15 min to set up
  1. 1Check with recruiting which interview notetaker is approved and tell candidates it is on.
  2. 2Make sure each interview has written criteria in the ATS.
  3. 3After the call, review the AI-filled scorecard and add your rating and reasons.
  4. 4Without an interview tool, paste the transcript into AI with the prompt below.
Prompt to copy
Here are the criteria for the [ROLE] interview and the transcript. For each criterion, give: evidence from the transcript (quote it), strengths, concerns, and questions to probe in the next round. Do not give a hire or no-hire decision; I will make that.

Criteria:
[PASTE]

Transcript:
[PASTE]

Tools: Metaview · BrightHire · Greenhouse AI · Ashby AI · ChatGPT, Claude, Gemini or Microsoft Copilot

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 11 · typically 60 min, once a month

Update headcount plans and the org chart

Software featureBest fix

Plan headcount in your HR system instead of a separate spreadsheet

Rippling, HiBob, Workday, BambooHR and ChartHop keep the org chart and open roles in sync with real hires, so the plan stops drifting from reality.

Typically saves about 50% of the time2 h to set up
  1. 1Ask HR which headcount planning or org chart features your HR system already includes.
  2. 2Load the approved plan and open roles there once.
  3. 3Let hires, leavers and moves update the org chart automatically.
  4. 4Share a live link instead of sending an updated spreadsheet.

Tools: Rippling · HiBob · Workday · BambooHR · ChartHop

One more way to fix it
AI

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

How to automate this task

Task 12 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 13 · typically 40 min, once a week

Write weekly status updates or reports

AIBest fix

Turn your rough notes into the weekly update with AI

Jot bullet points through the week; AI turns them into a clean update in the format your manager expects.

Typically saves about 60% of the time5 min to set up
  1. 1Keep a running note of what you did and what is blocked.
  2. 2Paste the note and last week's update (for format) into the AI assistant.
  3. 3Use the prompt below and check every fact.
  4. 4Send it or post it.
Prompt to copy
Turn my rough notes into this week's status update. Match the format and length of last week's update. Group by project, lead with results, flag anything blocked and what I need. Do not add anything that is not in my notes.

Last week's update:
[PASTE]

My notes this week:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 14 · typically 30 min, every day

Make calls on things that get escalated to me

Process fixBest fix

Write down who decides what so fewer things come to you

Escalations pile up when people are unsure whether they are allowed to decide. A one-page decision-rights list pushes most calls back to the team.

Typically saves about 35% of the time2 h to set up
  1. 1List the last 20 things that were escalated to you.
  2. 2For each type, decide who should own it next time and up to what limit (money, risk, customer impact).
  3. 3Publish this as a one-page "who decides" list, using a simple DACI or RAPID format.
  4. 4When something is escalated that is on the list, send it back with the list, kindly.
  5. 5Review the list every quarter and push more down.

Tools: Notion, Confluence or a shared doc

One more way to fix it
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

How to automate this task

Task 15 · 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 16 · 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

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 start long documents from an AI first draft built on your own notes?
Give the AI your notes, the audience and an example you like. Editing a draft is much faster than writing from a blank page.
Have you gone through your recurring meetings and cancelled or shortened the ones that no longer need you?
A meeting audit means listing every recurring meeting and asking whether you decide anything there. Most leaders find a few hours a week they can hand off or replace with a written update.
Do you use a tool that automatically protects focus time on your calendar?
Reclaim.ai, Clockwise, Motion, or the Focus time feature in Outlook and Google Calendar book thinking time for you and move flexible meetings around it.
Have you used AI to recap busy Slack or Teams channels instead of scrolling through them?
Slack AI, Copilot in Teams and Gemini can summarize unread channels and long threads into a few lines, with links to the messages that matter.
Have you written down which decisions your team can make without you?
A one-page "who decides what" list (sometimes called DACI or RAPID) tells people what they own and up to what limit. Escalations drop because people stop asking permission for things they already have.
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.

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