Smarter Week

AI and automation by role

How Operations managers can use AI and automation

Below are 16 common tasks for Operations managers, 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: Ops Manager, Director of Operations, Business Operations Manager, Head of Operations, General Manager, COO

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Task 1 · typically 45 min, every day

Firefight escalations and urgent problems

Process fixBest fix

Write a one-page runbook for your most common escalations

When severity levels, who to call and first steps are written down, the team handles routine escalations without you.

Typically saves about 25% of the time2 h to set up
  1. 1List the five escalation types you saw most last month.
  2. 2For each, write: how to tell severity, first three steps, who decides, template message to the customer or team.
  3. 3Put it where the team works and walk them through it.
  4. 4Only step in for the top severity level.

Tools: Notion, Confluence or SharePoint · ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Process fix

Hold a weekly 30-minute review of repeat problems and fix one

Most firefighting is the same few problems coming back. Fixing the top repeat cause each week shrinks the fire count.

Typically saves about 20% of the time30 min to set up
  1. 1Log each escalation with a short cause tag.
  2. 2Each week, look at the most frequent cause.
  3. 3Ask "why" until you reach something you can change, and assign one fix.
  4. 4Check next month whether that cause dropped.

Tools: Shared log or ticket system

How to automate this task

Task 2 · 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 3 · typically 30 min, every day

Chase people for updates on their tasks

Software featureBest fix

Set up rules in your project tool to chase updates and move tasks

Asana, Monday.com, Jira, ClickUp and Smartsheet can remind owners before due dates, flag overdue work, and write AI status summaries, so you stop chasing by hand.

Typically saves about 45% of the time1 h to set up
  1. 1Make sure every task has one owner and a due date.
  2. 2Add rules: remind the owner two days before due, notify you when overdue, move tasks when a field changes.
  3. 3Turn on the tool's AI status summary (Asana AI, Monday AI, Jira or Smartsheet AI) for weekly roll-ups.
  4. 4Ask the team to update the tool, not you, and stop accepting updates by email.

Tools: Asana rules · Monday.com automations · Jira automation · ClickUp automations · Smartsheet workflows

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 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 5 · 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 6 · typically 60 min, a few times a week

Sit in cross-team coordination meetings

Process fixBest fix

Audit your recurring meetings and cut or shorten them

Most calendars carry meetings nobody would create today. A one-off review usually removes a few hours a week.

Typically saves about 30% of the time45 min to set up
  1. 1List every recurring meeting you attend and why.
  2. 2For each, decide: keep, shorten (25 or 50 minutes), make async, or drop.
  3. 3Ask each organizer for an agenda and a named decision-maker.
  4. 4Send someone else or read the notes for meetings where you only listen.

Tools: Your calendar · Microsoft Viva Insights or Google Calendar time insights

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 7 · typically 60 min, once a week

Balance workloads and staffing across the team

Software featureBest fix

Use the workload view in your project tool instead of a separate sheet

Workload and resource views in Asana, Monday, Smartsheet, Float or Resource Guru show who is overloaded from the tasks already planned.

Typically saves about 35% of the time1 h to set up
  1. 1Add effort estimates (hours or points) to tasks.
  2. 2Turn on the workload or resource view (Asana Workload, Monday Workload, Smartsheet Resource Management, Float, Resource Guru).
  3. 3Review it weekly and move work before people are overloaded.

Tools: Asana Workload · Monday.com Workload · Smartsheet Resource Management · Float · Resource Guru

How to automate this task

Task 8 · typically 30 min, every day

Sort and route requests coming in by email, chat and forms

Process fixBest fix

Put one front door on incoming requests

One form or queue for all requests, instead of email, chat and hallway asks, means requests arrive complete and nothing gets lost.

Typically saves about 35% of the time1 h to set up
  1. 1Build a short request form with the fields you always have to ask for.
  2. 2Use a queue: Jira Service Management, Freshservice, Monday or Asana forms, or Microsoft Forms feeding Planner.
  3. 3Reply to requests that arrive elsewhere with the form link.
  4. 4Review the queue at set times, by priority.

Tools: Jira Service Management · Freshservice · Asana or Monday forms · Microsoft Forms and Planner · Slack Workflow Builder

One more way to fix it
Automation

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

How to automate this task

Task 9 · 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 10 · typically 30 min, a few times a week

Follow up with vendors and suppliers on problems

Process fixBest fix

Track vendor issues in one log and review them on a scorecard

Logging every vendor problem in one place and reviewing a simple scorecard monthly replaces scattered emails with one conversation backed by facts.

Typically saves about 30% of the time1 h to set up
  1. 1Create one shared log (sheet, list or ticket queue) for vendor issues.
  2. 2Pick four or five measures per key vendor (on-time, defects, response time).
  3. 3Review the scorecard monthly with the vendor, not issue by issue.
  4. 4Raise repeat issues at contract renewal.

Tools: Microsoft Lists or Google Sheets · Jira Service Management or Freshservice

One more way to fix it
Process fix

Put one front door on incoming requests

One form or queue for all requests, instead of email, chat and hallway asks, means requests arrive complete and nothing gets lost.

Typically saves about 35% of the time1 h to set up
  1. 1Build a short request form with the fields you always have to ask for.
  2. 2Use a queue: Jira Service Management, Freshservice, Monday or Asana forms, or Microsoft Forms feeding Planner.
  3. 3Reply to requests that arrive elsewhere with the form link.
  4. 4Review the queue at set times, by priority.

Tools: Jira Service Management · Freshservice · Asana or Monday forms · Microsoft Forms and Planner · Slack Workflow Builder

How to automate this task

Task 11 · 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 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 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 14 · 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 15 · 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 16 · 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.
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.
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.
Have you set up rules in your project tool that chase updates for you?
Asana, Monday, Jira and Smartsheet can remind task owners before deadlines and alert you when things are late, so you stop sending "any update?" messages.
Have you described a process to AI and had it draw the flowchart?
Talk through or type how a process works, and AI lists the steps, writes diagram code you can paste into a drawing tool, and points out likely waste.
Have you reviewed all your recurring meetings in the last six months and cut some?
List every recurring meeting, then keep, shorten, make async or drop each one. Most people find two to four hours a week.

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