Smarter Week

AI and automation by role

How Marketing Ops / Automation teams can use AI and automation

Below are 13 common tasks for Marketing Ops / Automation teams, 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: Marketing Operations, MOps, Marketing Automation Specialist, HubSpot Admin, Marketo Admin, Marketing Technologist, Email Marketing Specialist

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Task 1 · typically 60 min, once a week

Fix broken lists, duplicates and lead scoring in the marketing platform

Software featureBest fix

Automate data cleanup in the marketing platform

HubSpot data quality tools, Marketo smart campaigns, and tools like Insycle or RingLead fix formatting, merge duplicates and normalise job titles on a schedule.

Typically saves about 50% of the time2 h to set up
  1. 1List the recurring problems (duplicates, country names, job titles, bounces).
  2. 2Turn on the platform's data quality features or build a scheduled cleanup campaign or workflow.
  3. 3Use Insycle or similar for bulk merges and standardizing.
  4. 4Add form validation so bad data stops coming in.

Tools: HubSpot data quality · Marketo smart campaigns · Insycle · RingLead

How to automate this task

Task 2 · typically 45 min, a few times a week

Clean and upload event and webinar lead lists

AutomationBest fix

Send event and webinar leads straight into your CRM

Native integrations or a Zapier or Make flow push registrants and attendees into HubSpot, Salesforce or Marketo with the right tags, so no one cleans and uploads CSVs.

Typically saves about 70% of the time2 h to set up
  1. 1Check for a native integration first (Zoom Webinars, ON24, Goldcast, Livestorm, Eventbrite and LinkedIn Lead Gen Forms all connect to major CRMs).
  2. 2If not, build a Zapier, Make or n8n flow: new registrant creates or updates a contact.
  3. 3Map fields and add a campaign or event tag.
  4. 4For badge scans at trade shows, use the lead capture app the event offers, or have AI convert the export into your import format.

Tools: Native CRM integrations · Zapier · Make · n8n · LinkedIn Lead Gen Forms

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 3 · typically 90 min, once a week

Write and build email newsletters and campaigns

AIBest fix

Have AI draft the email, subject lines and test variants

AI writes the first version, several subject lines to A/B test and a plain-text version, based on the goal and your past best performers.

Typically saves about 45% of the time10 min to set up
  1. 1Note the goal, audience segment and one call to action.
  2. 2Paste the prompt with your best-performing past email.
  3. 3Pick and edit the draft, and test two subject lines.
  4. 4Or use the AI built into HubSpot, Mailchimp, Klaviyo or Braze to do this inside the editor.
Prompt to copy
Write a marketing email to [SEGMENT] whose goal is [GOAL, e.g. register for webinar]. Key details: [DETAILS, DATES, OFFER]. Call to action: [CTA]. Here is our best-performing recent email for tone: [PASTE]. Give me: 5 subject lines under 45 characters, a preview line, the email under 150 words, and a shorter variant for testing. No exaggerated claims.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · HubSpot, Mailchimp, Klaviyo or Braze AI

One more way to fix it
Software feature

Build emails from saved templates and modules

HubSpot, Mailchimp, Klaviyo and Marketo let you save headers, footers and content blocks, so each new email is mostly drag and drop.

Typically saves about 30% of the time2 h to set up
  1. 1Pick your three most common email types (newsletter, event invite, product update).
  2. 2Turn each into a locked template with editable sections.
  3. 3Save reusable blocks (event card, product card, footer) as modules.
  4. 4Clone from the template every time instead of an old email.

Tools: HubSpot email templates · Mailchimp saved blocks · Klaviyo universal content · Marketo email templates

How to automate this task

Task 4 · typically 90 min, once a week

Pull numbers from each platform into a campaign report

AutomationBest fix

Pull every platform's numbers into one dashboard automatically

Supermetrics, Funnel, Windsor.ai or the native connectors in Google Data Studio and Power BI pull ad, social, web and email data into one place that refreshes itself.

Typically saves about 65% of the time4 h to set up
  1. 1List the platforms and the five or six numbers you report on.
  2. 2Connect them with Supermetrics, Funnel, Windsor.ai or native Google Data Studio and Power BI connectors.
  3. 3Build the dashboard once in Google Data Studio, Power BI or Google Sheets.
  4. 4Schedule it to email the link weekly; stop building the report by hand.

Tools: Supermetrics · Funnel · Windsor.ai · Google Data Studio (formerly Looker Studio) · Power BI · HubSpot dashboards

2 more ways to fix it
AI

Have AI write the "what happened and why" summary

The numbers are the easy part; the commentary takes the time. Paste this period and last period and AI drafts the summary for you to correct.

Typically saves about 50% of the time5 min to set up
  1. 1Export the numbers for this period and the last.
  2. 2Paste them with the prompt below, plus anything you know that changed (budget, launches).
  3. 3Correct anything it misreads and add your judgment.
  4. 4Paste it at the top of your report.
Prompt to copy
Here are our marketing results for [THIS PERIOD] and [LAST PERIOD]: [PASTE TABLE]. Context: [CHANGES, LAUNCHES, BUDGET SHIFTS]. Write a summary for [AUDIENCE] in under 200 words: three biggest changes with numbers, likely reasons based only on the context given, and two recommended actions. Flag any metric that looks like a tracking error.

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

Process fix

Agree a short list of metrics and drop the rest

Reports grow every quarter as people ask for one more number. Agreeing the handful that drive decisions cuts the report and the time to build it.

Typically saves about 25% of the time1 h to set up
  1. 1List every metric in the current report.
  2. 2Ask the people who read it which ones changed a decision in the last quarter.
  3. 3Keep those (usually five to eight) and move the rest to an optional dashboard.
  4. 4Revisit the list twice a year.

Tools: Google Data Studio, Power BI or a spreadsheet

How to automate this task

Task 5 · typically 15 min, a few times a week

Build UTM links and keep the tracking sheet up to date

Software featureBest fix

Use a UTM builder with fixed naming rules

A shared builder with dropdowns (UTM.io, a locked Google Sheet, or HubSpot's tracking URL tool) creates consistent links in seconds and keeps your reports clean.

Typically saves about 60% of the time45 min to set up
  1. 1Agree naming rules for source, medium and campaign.
  2. 2Set up a builder with dropdowns: UTM.io, Campaign Trackly, HubSpot tracking URLs, or a Google Sheet with data validation.
  3. 3Have everyone create links only through it.
  4. 4Check analytics monthly for stray names and fix the cause.

Tools: UTM.io · HubSpot tracking URL builder · Google Sheets with dropdowns

How to automate this task

Task 6 · typically 90 min, once a week

Build landing pages and forms

Software featureBest fix

Build pages from tested templates with AI help

HubSpot, Webflow, Unbounce, Framer and WordPress page builders include AI that drafts sections and copy, and saved templates mean each page starts mostly done.

Typically saves about 40% of the time2 h to set up
  1. 1Save your best-converting page as a template with reusable sections.
  2. 2Use the builder's AI to draft copy for a new offer, then edit.
  3. 3Connect the form directly to your CRM (native forms, no exports).
  4. 4Duplicate and change rather than build from scratch.

Tools: HubSpot landing pages · Webflow · Unbounce · Framer · WordPress with Elementor

One more way to fix it
AI

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 7 · typically 30 min, every day

Handle ad-hoc marketing requests from sales and other teams

Process fixBest fix

Take requests through one form with a weekly triage

Requests by DM and hallway interrupt deep work. A form with the right questions and a weekly prioritization slot cuts interruptions and rework.

Typically saves about 30% of the time45 min to set up
  1. 1Create a request form in Asana, Monday, Wrike, Jira or Microsoft Forms: what, who it is for, deadline, examples.
  2. 2Reply to every DM request with the link.
  3. 3Triage once or twice a week and tell requesters the date.
  4. 4Publish what the team will not do, and point to self-serve templates.

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

One more way to fix it
Software feature

Give sales self-serve templates and an asset library

Locked Canva templates, a Highspot or Seismic library, or a shared folder of approved one-pagers let sales make simple changes themselves.

Typically saves about 35% of the time2 h to set up
  1. 1List the requests you get most (one-pagers, event invites, case study edits).
  2. 2Turn each into a locked Canva or Adobe Express template with editable text.
  3. 3Publish them, with approved decks and case studies, in one library (Highspot, Seismic, SharePoint or Google Drive).
  4. 4Point repeat requests to the library.

Tools: Canva brand templates · Adobe Express · Highspot · Seismic · SharePoint or Google Drive

How to automate this task

Task 8 · typically 120 min, once a month

Organize webinars and events: invites, reminders and follow-up

Software featureBest fix

Let the webinar platform send the invites, reminders and follow-ups

Zoom Webinars, ON24, Livestorm, Goldcast and Riverside send reminders, recordings and follow-ups automatically, and many cut highlight clips with AI.

Typically saves about 45% of the time1 h to set up
  1. 1Set up a webinar template with confirmation, reminder and follow-up emails.
  2. 2Connect the platform to your CRM or marketing tool.
  3. 3Turn on automatic recording delivery and on-demand replay.
  4. 4Create each new event by copying the template.

Tools: Zoom Webinars · ON24 · Livestorm · Goldcast · Microsoft Teams webinars

One more way to fix it
Automation

Send event and webinar leads straight into your CRM

Native integrations or a Zapier or Make flow push registrants and attendees into HubSpot, Salesforce or Marketo with the right tags, so no one cleans and uploads CSVs.

Typically saves about 70% of the time2 h to set up
  1. 1Check for a native integration first (Zoom Webinars, ON24, Goldcast, Livestorm, Eventbrite and LinkedIn Lead Gen Forms all connect to major CRMs).
  2. 2If not, build a Zapier, Make or n8n flow: new registrant creates or updates a contact.
  3. 3Map fields and add a campaign or event tag.
  4. 4For badge scans at trade shows, use the lead capture app the event offers, or have AI convert the export into your import format.

Tools: Native CRM integrations · Zapier · Make · n8n · LinkedIn Lead Gen Forms

How to automate this task

Task 9 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 10 · 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 11 · 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 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 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

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 connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
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 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.
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.
Does your campaign report pull numbers from each platform automatically?
Tools like Supermetrics, Funnel or Google Data Studio connect to your ad, social and email accounts and keep one dashboard up to date, so you stop copying numbers by hand.

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