Smarter Week

AI and automation by role

How Business analysts can use AI and automation

Below are 14 common tasks for Business 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: Operations Analyst, Process Analyst, BizOps Analyst, Business Systems Analyst, Data Analyst, Process Improvement Specialist

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Task 1 · typically 90 min, once a week

Gather requirements from stakeholders and write them up

AIBest fix

Turn the stakeholder conversation into requirements with AI

Record the requirements session; AI turns the transcript into user stories, acceptance criteria and open questions you confirm with stakeholders.

Typically saves about 50% of the time5 min to set up
  1. 1Record the session with your AI notetaker (with consent).
  2. 2Paste the transcript with the prompt below.
  3. 3Send the draft back to stakeholders to confirm and fill gaps.
Prompt to copy
From the transcript below, write requirements for [PROJECT]. Give: 1) a one-paragraph problem statement, 2) user stories ("As a..., I want..., so that...") each with acceptance criteria, 3) non-functional requirements mentioned, 4) open questions and conflicting requests, with who raised them. Do not add requirements nobody stated.

Transcript:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Copilot in Teams, Zoom AI Companion or Otter

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 60 min, a few times a week

Clean up messy data exports before I can use them

AutomationBest fix

Record your clean-up steps once in Power Query so they replay

Power Query (Excel and Power BI) records each cleaning step; next time you drop in the new export and click Refresh.

Typically saves about 70% of the time2 h to set up
  1. 1Open the export in Excel: Data > Get Data > From File.
  2. 2Do your cleaning steps in the Power Query editor (remove columns, fix types, merge).
  3. 3Save and load; next time replace the source file and click Refresh.
  4. 4Ask AI for help with any step you cannot find ("how do I unpivot in Power Query?").

Tools: Excel Power Query · Power BI · Google Sheets with Apps Script or connected sheets

One more way to fix it
AI

Have AI clean and standardize the export

AI can fix inconsistent names, dates, duplicates and formats in an export and tell you exactly what it changed.

Typically saves about 50% of the time5 min to set up
  1. 1Remove anything confidential your AI policy does not allow.
  2. 2Upload the file to Copilot in Excel, Gemini in Sheets, or an approved ChatGPT or Claude account.
  3. 3Use the prompt below.
  4. 4Check the change log and spot-check rows before using the data.
Prompt to copy
Clean this dataset: standardize [COLUMN] values (e.g. company names, states), convert all dates to YYYY-MM-DD, trim spaces, flag likely duplicates (do not delete them), and split [COLUMN] into [PARTS]. Return the cleaned file and a change log listing every type of change and how many rows it affected.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

How to automate this task

Task 3 · typically 90 min, once a week

Pull together KPIs and operations metrics

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 "what changed and why" for your KPI report

Once the numbers are pulled, AI can draft the commentary and highlight what moved most. You add the reasons it cannot know.

Typically saves about 45% of the time5 min to set up
  1. 1Paste or upload this period's and last period's KPIs.
  2. 2Add any context you already know (holidays, outages, launches).
  3. 3Use the prompt below and check every number it quotes.
Prompt to copy
Here are our operations KPIs for [THIS PERIOD] and [LAST PERIOD]:
[PASTE TABLE]
Context: [KNOWN EVENTS]

Write a short commentary: three bullets on the biggest changes (with the numbers), one bullet on anything trending the wrong way for three periods, and two questions I should ask the team. Use only the numbers given. Mark any reason you are guessing with [CHECK].

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

How to automate this task

Task 4 · typically 45 min, a few times a week

Write queries and formulas to pull the data I need

AIBest fix

Have AI write and explain the query

Describe the tables and the question; AI writes the SQL or formula and explains it. You test it on a small sample before trusting the numbers.

Typically saves about 45% of the time5 min to set up
  1. 1Paste table and column names only, never the data itself or credentials.
  2. 2Describe the result you want in plain words.
  3. 3Run the query on a small date range and check a few rows by hand.
  4. 4Save working queries in a shared library.
Prompt to copy
I use [DATABASE: Postgres / SQL Server / BigQuery / Snowflake]. Tables: [TABLE NAME (columns)] ... I need [WHAT YOU WANT, e.g. weekly count of orders by region for the last 12 weeks, excluding cancelled]. Write the query, explain each part in one line, and list any assumptions about joins or nulls.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · GitHub Copilot · Built-in AI in BigQuery, Snowflake or Databricks

How to automate this task

Task 5 · typically 120 min, once a month

Map how a process really works and find the bottlenecks

AIBest fix

Describe the process out loud and let AI draw the map

Talk through the process or paste your notes; AI produces the step list, a swimlane diagram you can paste into a diagram tool, and likely waste.

Typically saves about 45% of the time10 min to set up
  1. 1Record or write how the work flows today, including handoffs and waits.
  2. 2Use the prompt below.
  3. 3Paste the Mermaid code into Mermaid Live, Lucid, Miro or draw.io to see the diagram.
  4. 4Check the map with the people who do the work.
Prompt to copy
Here is a description of how [PROCESS] works today:
[PASTE NOTES OR TRANSCRIPT]

1) List the steps in order with who does each, and mark handoffs and waiting points. 2) Give Mermaid flowchart code with swimlanes by role. 3) Point out duplicate steps, re-keying, approval waits and rework, with a suggested fix for each. Do not add steps I did not describe; list questions instead.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Mermaid Live, Lucid, Miro or draw.io

One more way to fix it
Process fix

Walk the process with the people who do it and time each step

A short walkthrough with the doers, noting time and waits per step, finds the real bottleneck faster than meetings with managers.

Typically saves about 25% of the time2 h to set up
  1. 1Pick one process and get 2 or 3 people who do it in a room for 90 minutes.
  2. 2Walk one real example end to end, noting work time and wait time at each step.
  3. 3Circle the three longest waits and any step where data is retyped.
  4. 4Agree one fix to try in the next two weeks, and measure it.

Tools: Whiteboard, Miro or Lucid

How to automate this task

Task 6 · 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 7 · 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 8 · typically 60 min, once a week

Write documents, proposals or long emails from scratch

AIBest fix

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 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 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 11 · 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

Task 12 · typically 60 min, once a week

Write and update SOPs and process documents

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

One more way to fix it
Process fix

Keep SOPs in one library with an owner and review date

One searchable home with an owner per process stops duplicate, outdated documents, and makes updates a small regular job.

Typically saves about 30% of the time2 h to set up
  1. 1Pick one home: Notion, Confluence, SharePoint, Trainual or Process Street.
  2. 2Use one template: purpose, owner, steps, last reviewed.
  3. 3Add a review date and let the tool remind the owner.
  4. 4Link the SOP from the place the work happens (ticket form, checklist).

Tools: Notion · Confluence · SharePoint · Trainual · Process Street · Scribe

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 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

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 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.
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 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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