NewHow I Use AI to Work Less and Focus More

AI isn’t your boss. It’s your assistant. Here’s how I use it to solve real business problems—without noise or overwhelm.

May 15, 2025

There was a time I believed that working hard meant doing it all myself.

Every draft. Every system. Every task.

But running a growing business—without a full-time operations team—brought me to a turning point.

I needed help.

But not noise.

Not distractions disguised as “tools.”

Help that builds structure, not chaos.

So I started using AI.

How It Started

I had a clear business challenge:

Write SOPs, onboarding instructions, and internal rules for new hires.

No Head of Operations. No external consultant.

Just me.

That’s when I turned to AI.

It wasn’t perfect.

But it was like hiring a quiet assistant who works instantly, takes direction well, and never gets tired.

I used ChatGPT to:

  • Draft policies based on rough inputs

  • Organize internal documentation

  • Create training material structures

  • Point out gaps I didn’t see

  • Systemize it using current digital tools such as M365 and Monday CRM

This helped me move from idea to structure in days, not months.

Lessons from Early Use

But here’s the catch—AI doesn’t know your business.

It follows your instructions blindly.

It doesn’t argue. It doesn’t push back.

So if you don’t know your subject, you’re just automating confusion.

That’s why I treat AI as a tool, not a guide.

I first map out the logic.

Then I use AI to polish, structure, and accelerate.

It’s like working with clay: you must shape the raw material.

Real Use Cases in My Daily Work

1. Internal Operations

  • Drafted SOPs for employees using ChatGPT

  • Structured onboarding inside SharePoint

  • Wrote internal docs with clear tone and logic

  • Spotted missed points in team structure through AI-aided reviews

2. Client Work & Market Research

  • Used Apollo.ai for lead generation and outreach campaigns

  • Combined with Perplexity to understand client businesses, regions, cargo patterns

  • Created CRM logic based on lead types, sectors, and action flows

3. Content & Calm Builder

  • Used AI to align ideas to weekly schedules

  • Summed up drafts, themes, and newsletter plans

  • Helped stay on track in a noisy world

4. Thinking Partner

  • During planning, I feed ideas to AI to uncover gaps or biases

  • It sometimes sees angles I missed

  • I treat this input with healthy skepticism—but it sharpens the plan

My AI System: Roles, Not Random Tools

I don’t collect AI tools. I assign roles.

Each tool solves a specific problem, not just “automates something.”

Role

Tool

Task Solved

Thinking Partner

ChatGPT

Panning, outlining, structure building

Writing Assistant

ChatGPT + Grammarly

Drafts, edits, SOPs, onboarding docs

Outreach & leads

Apollo.ai

Leads, contact strategy, messaging

Research Analyst

Perplexity AI

Background on clients, markets, cargo sectors

Process Recorder

Scribe AI / Tango

SOP video generation by screen capture

Meeting Summarizer

Otter.ai / Fireflies.ai

Call notes, team summaries

Workflow Tracker

Monday CRM / Microsoft 365 Copilot / Notion AI

Workflow, pipeline and business planning

Here is a tip:

Tip: Don’t start with “Which tool should I use?”

Start with: “What exact problem am I solving today?”

Check my post on The Weekly Reset, there’s a technique to get clear mind before setting tasks and problems to solve.

Closing Thought

Treat AI like a calm teammate—not a noisy trend.

Use it with discipline, not addiction.

Respect your time.

Define the problem.

Let AI help with the heavy lifting.

It won’t save your business. But it can save your focus.