Smarter Week

How to automate it

How to automate “prepare all-hands talks and team announcements”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

90 min
typically, once a month
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

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

Fix 2 of 2

Process fix

Use a standing agenda with pre-reads due two days before

A fixed agenda template with written pre-reads lets the leadership meeting spend its time deciding instead of presenting.

Typically saves about 35% of the time30 min to set up
  1. 1Create a template: metrics review (10 min), decisions (most of the time), FYIs (written only).
  2. 2Set a rule: topics and pre-reads due 48 hours before, or they wait a week.
  3. 3Ask each owner to state the decision they need at the top of their pre-read.
  4. 4Use an AI brief to summarize the pre-reads for anyone short on time.

Tools: Notion, Confluence, Google Docs or Fellow

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

CEO / FounderChief of Staff

HourLeak · the 8-minute work audit

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Other common tasks for CEOs / Founders