Smarter Week

AI and automation by role

How Agency Project Managers can use AI and automation

Below are 15 common tasks for Agency Project 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: Project Manager, Producer, Delivery Manager, Traffic Manager, Account Coordinator, Digital Project Manager, Studio Manager

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Task 1 · typically 20 min, every day

Chase the team for updates and deliverables

AutomationBest fix

Let the project tool nudge people instead of you

Rules in Asana, Monday, ClickUp and Teamwork remind owners before tasks are due, alert you when they slip, and move work forward when a step is done.

Typically saves about 45% of the time45 min to set up
  1. 1Make sure every task has an owner and due date.
  2. 2Add rules: reminder a day before due, alert you when overdue, notify the next person when a task is marked complete.
  3. 3Ask the team to update status in the tool, not in chat.
  4. 4Check the overdue view each morning instead of messaging everyone.

Tools: Asana rules · Monday automations · ClickUp automations · Teamwork.com automations

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 2 · typically 60 min, once a week

Build project plans and update timelines

Software featureBest fix

Start every project from a template with dependencies

Asana, Monday, ClickUp, Teamwork and Smartsheet templates with task dependencies shift the whole timeline when one date moves, so you stop redoing the plan.

Typically saves about 40% of the time2 h to set up
  1. 1Turn your last good project plan into a template.
  2. 2Add dependencies and relative due dates (e.g. three days after kickoff).
  3. 3Create each new project from the template and set the start date.
  4. 4When a date slips, move the one task and let the rest shift.

Tools: Asana · Monday · ClickUp · Teamwork.com · Smartsheet

One more way to fix it
AI

Have AI turn the SOW into a first project plan

Paste the scope and deadlines; AI drafts phases, tasks and durations you can import into your project tool.

Typically saves about 45% of the time5 min to set up
  1. 1Paste the SOW or brief and key dates.
  2. 2Use the prompt below and ask for a CSV.
  3. 3Import the CSV into Asana, Monday, ClickUp or Smartsheet.
  4. 4Adjust owners and durations to your team's reality.
Prompt to copy
Turn this scope of work into a project plan. Scope: [PASTE]. Start date: [DATE]. Hard deadlines: [DATES]. Team roles available: [ROLES]. Give me a table as CSV with columns: Phase, Task, Owner role, Duration (days), Depends on, Client input needed (yes/no). Include client review rounds and buffer before deadlines.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Asana, Monday or ClickUp AI

How to automate this task

Task 3 · typically 60 min, once a week

Work out who is working on what this week

Software featureBest fix

Plan who works on what in a resource planning tool

Float, Resource Guru, Productive, Runn or the workload views in Asana and Monday show everyone's capacity on one screen, so allocating work is a drag-and-drop, not a meeting.

Typically saves about 40% of the time3 h to set up
  1. 1Put everyone's weekly capacity and time off in one tool.
  2. 2Add booked projects with hours per person per week.
  3. 3Review the over- and under-booked view once a week.
  4. 4Share it with the team so they see their own week without asking.

Tools: Float · Resource Guru · Productive · Runn · Asana or Monday workload

How to automate this task

Task 4 · typically 90 min, once a week

Build the weekly or monthly client report

Software featureBest fix

Use a client reporting tool that pulls the data and refreshes itself

AgencyAnalytics, DashThis, Whatagraph, Swydo and Google Data Studio connect to ad, SEO, social and analytics accounts and build a branded report for each client automatically.

Typically saves about 60% of the time3 h to set up
  1. 1Pick one tool and connect each client's data sources once.
  2. 2Build one report template and copy it for every client.
  3. 3Schedule the report to send monthly with a live link.
  4. 4Spend your time on the three-line commentary at the top (AI can draft it).

Tools: AgencyAnalytics · DashThis · Whatagraph · Swydo · Google Data Studio (formerly Looker Studio)

One more way to fix it
AI

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 5 · typically 45 min, a few times a week

Collect and consolidate client feedback on deliverables

Software featureBest fix

Collect client feedback as comments on the deliverable

Filestage, Ziflow, Markup.io, Pastel, Frame.io or Google Docs and Figma comments put all feedback in one place against the right version, so you stop merging emails.

Typically saves about 40% of the time30 min to set up
  1. 1Pick the tool that suits your deliverables (Pastel or Markup.io for websites, Frame.io for video, Filestage or Ziflow for mixed).
  2. 2Share a review link with a deadline.
  3. 3Ask clients to comment directly on the file and click approve.
  4. 4Resolve comments in the tool so everyone sees what changed.

Tools: Filestage · Ziflow · Markup.io · Pastel · Frame.io · Figma or Google Docs comments

One more way to fix it
Process fix

Agree the number of feedback rounds and one client approver

Endless revisions from several client voices burn hours. Stating rounds and a single approver in the SOW keeps it manageable.

Typically saves about 30% of the time20 min to set up
  1. 1Put the number of revision rounds in every SOW (usually two).
  2. 2Ask the client to name one person who consolidates feedback.
  3. 3Give a feedback deadline with each review.
  4. 4Treat extra rounds as a change request.

Tools: Your SOW template

How to automate this task

Task 6 · 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 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 15 min, every day

Fill in timesheets and log billable hours

Software featureBest fix

Let a time tracker build your timesheet from your activity

Timely, Laurel, Clio's time capture, Harvest with calendar sync and Toggl record what you worked on, and AI suggests entries you approve instead of reconstructing your day.

Typically saves about 50% of the time30 min to set up
  1. 1Check what your firm already uses (Clio, Harvest, Productive, Karbon, Toggl) and whether it has automatic capture or calendar sync.
  2. 2Turn on capture for your calendar, email and documents.
  3. 3At the end of each day, review the suggested entries and approve them.
  4. 4Fix the client or matter code on anything it guessed wrong.

Tools: Timely · Laurel · Clio time capture · Harvest calendar integration · Toggl Track

One more way to fix it
Process fix

Log time at the end of each task, not at the end of the week

Reconstructing a week of time from memory is slow and loses billable hours. A timer or a two-minute end-of-day habit is faster and more accurate.

Typically saves about 35% of the time10 min to set up
  1. 1Start a timer in your time tool when you switch clients, or add a note after each task.
  2. 2Block five minutes at the end of each day to tidy entries.
  3. 3Keep a short list of standard descriptions for common work.
  4. 4Submit daily; managers stop chasing timesheets on Friday.

Tools: Harvest, Toggl, Clio or your time system

How to automate this task

Task 9 · typically 30 min, once a week

Handle out-of-scope requests and change orders

Process fixBest fix

Use a one-page change request for anything out of scope

Scope creep costs time twice: doing the extra work and arguing about it later. A quick, standard change request makes the conversation easy and keeps margins.

Typically saves about 35% of the time45 min to set up
  1. 1Write a one-page template: what is asked, why it is out of scope, cost or time, and approval.
  2. 2Keep the signed SOW handy so you can point to what is included.
  3. 3Send the change request within a day of the ask, before starting the work.
  4. 4Track approved changes so they are billed.

Tools: PandaDoc, DocuSign or Word template · Your project tool

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 10 · typically 60 min, a few times a week

Run client calls and status meetings

Process fixBest fix

Replace some status calls with a written update and keep calls for decisions

Many weekly client calls repeat what a short written update could say. Sending the update first lets you shorten or skip the call.

Typically saves about 30% of the time20 min to set up
  1. 1Send a short written update before each regular call: done, next, needs from client.
  2. 2Offer to make the call 25 minutes or every other week.
  3. 3Use the call only for decisions and open questions.
  4. 4Let an AI notetaker send the recap.

Tools: Email, Slack Connect or Teams · AI notetaker

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 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 12 · 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 13 · typically 180 min, once a month

Prepare client invoices and review billed time

Software featureBest fix

Generate invoices straight from approved time entries

Clio, Harvest, Productive, Karbon, QuickBooks Time and Xero turn approved time and expenses into invoices in bulk, so billing is a review, not a rebuild.

Typically saves about 45% of the time2 h to set up
  1. 1Make sure time is logged to the right client and project with billable flags.
  2. 2Set rates and invoice templates once per client.
  3. 3At billing time, generate drafts in bulk and review exceptions only.
  4. 4Send with online payment links.

Tools: Clio · Harvest · Productive · Karbon · QuickBooks Time · Xero

One more way to fix it
AI

Have AI tidy time entry descriptions before billing

Clients question vague entries. AI rewrites rough notes into clear, consistent billing descriptions in your firm's style. Clio Manage AI and some billing tools do this built in.

Typically saves about 40% of the time5 min to set up
  1. 1Export the draft bill's time entries.
  2. 2Paste them with the prompt below.
  3. 3Check that every rewritten entry is true to what was done.
  4. 4Paste back or update in your billing system.
Prompt to copy
Rewrite these time entries as clear billing descriptions for a client invoice. Rules: start with a verb, say what was done and why it matters to the matter or project, under 25 words each, no internal jargon, do not add work that is not in the original. Keep the date and hours unchanged.

[PASTE ENTRIES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Clio Manage AI

How to automate this task

Task 14 · 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 15 · 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

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 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 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 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 used a time tracker that suggests your timesheet from your calendar and files?
Tools like Timely, Laurel or Clio's time capture record what you worked on in the background. At the end of the day you approve the suggested entries instead of reconstructing them.
Do your client reports pull the numbers in automatically each month?
Tools like AgencyAnalytics, DashThis or Google Data Studio connect to each client's accounts and build the report for you. You only write the commentary.

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