Smarter Week

AI and automation by role

How People managers / Team leads can use AI and automation

Below are 14 common tasks for People managers / Team leads, 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: Manager, Team Lead, Team Leader, Supervisor, Line Manager, Engineering Manager, Squad Lead

Find your own hour leaks, free See the fixes

Task 1 · 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 2 · typically 20 min, every day

Run the daily team standup

AutomationBest fix

Move the standup to an async bot in chat

A standup bot asks everyone the same three questions at a set time and posts a summary, so the live call becomes optional or only for blockers.

Typically saves about 55% of the time30 min to set up
  1. 1Pick a tool: Geekbot, Standuply, DailyBot, Slack Workflow Builder or a Teams Power Automate flow.
  2. 2Set the questions: done yesterday, doing today, blocked by.
  3. 3Schedule it for each person's morning and post answers to the team channel.
  4. 4Keep a 10-minute live call two days a week, or only when someone is blocked.

Tools: Geekbot · Standuply · DailyBot · Slack Workflow Builder · Microsoft Power Automate

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 3 · 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 4 · 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 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 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 7 · 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 8 · 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 9 · 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 10 · typically 120 min, once a month

Onboard new people onto the team

AutomationBest fix

Use a templated onboarding checklist that assigns itself

A template in your HR or project tool assigns accounts, intros and first tasks automatically when a hire is added, so you are not rebuilding the plan each time.

Typically saves about 40% of the time2 h to set up
  1. 1Write your onboarding plan once: day one, week one, month one.
  2. 2Turn it into a template in your HR system (Rippling, BambooHR, HiBob) or project tool (Asana, Trello, Notion).
  3. 3Trigger it automatically when a new hire record is created.
  4. 4Point the new hire to a team FAQ or AI assistant for routine questions.

Tools: Rippling, BambooHR or HiBob onboarding · Asana, Trello or Notion templates

One more way to fix it
AI

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

How to automate this task

Task 11 · 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 12 · 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 13 · 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 14 · 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 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 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.
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.
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.

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