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Find jobs worth automating

List the repeat jobs in your week and which could run themselves.

Best for
Owners
Est. time saved
1–2 hours
Works with
ChatGPT, Claude and Gemini

When to use it

  • You suspect some of your week could run itself, but don't know where to start.
  • You can describe a job's steps and what's annoying about it.

When not to

  • To set anything up. It gives you a plan; checking the tools and building it come after.

What to have ready

  • The job you want to look at
  • Its steps as they happen today
  • What's slow or annoying about it
  • The tools you already use

The prompt

Fill in the [BRACKETS], then paste it into ChatGPT, Claude or Gemini.

› the prompt
You're helping me find which parts of a job in my business could be automated. This is a plan for me to check. Don't set anything up.

The job: [E.G. TAKING A NEW BOOKING]
The steps today: [LIST THEM IN ORDER]
What's slow or annoying: [E.G. COPYING DETAILS BETWEEN THREE PLACES]
Tools we already use: [E.G. GMAIL, GOOGLE CALENDAR, XERO]

Please:
1. Suggest any steps we could simply drop.
2. For each remaining step, say whether it could be automated, helped by AI, or should stay with a person, and why.
3. For each automation idea, describe what it would do in plain words, and which of our existing tools might do it.
4. Say what I'd need to check with each tool before setting it up, rather than guessing the exact settings.
5. Estimate the time it might save, labeled as a guess, and explain how you got there.

Rules:
- Use only what I've told you. Don't invent tool features, prices or time savings.
- Prefer the tools we already have. Only suggest a new one if ours can't do it, and say why.
- Keep a person in charge of anything that goes to a customer or touches money.

Example input

A made-up example of what the brackets might say.

The job: taking a new booking. Steps today: the inquiry arrives by email; I copy it into a spreadsheet; I check my calendar; I email back times; I add it to the calendar; I send a reminder the day before. Slow: copying details, and remembering reminders. Tools: Gmail, Google Calendar, Google Sheets.

Tips

  • Start with the job you do most often, not the most annoying one-off.
  • If this throws up more than you have time for, our AI Tool Audit does it with you.

Related prompts

Want prompts built around your business?

Our AI Tool Audit finds the jobs worth handing to AI, and writes ready-to-use prompts for your top three.

See the AI Tool AuditGet my free Gap Score