Stop Drowning in Admin. How AI Gives You Your Time Back

Hey everyone! Welcome back to this week's deep dive.

Last week we talked about the big picture: Why understanding AI is becoming a competitive edge in our industry. A few of you messaged me privately to say it resonated, but also that AI still feels a little overwhelming or out of reach.

That response told me exactly what we need to talk about this week.

This post is for anyone who's thought: "I'm not a tech person. I wouldn't even know where to start."

You're in the right place. Let's go slowly, practically, and without any jargon.

1. FIRST — LET'S ACKNOWLEDGE SOMETHING REAL

Admin is quietly stealing your career.

Not dramatically. Not all at once. But hour by hour, the emails, the proposals, the briefing documents, the follow-up messages, the checklists, they suck up your time. Many hospitality and events professionals spend more time on documentation than they do on actual creative or strategic work.

That's not a personal failing. It's a structural problem with how our industry has always operated.

AI is the first tool that genuinely addresses it; not by replacing your judgment, but by handling the mechanical parts of the job so you can focus on the parts that actually need you.

2. WHAT "USING AI" ACTUALLY LOOKS LIKE IN PRACTICE

Forget the sci-fi images. Forget the robots.

In practice, using AI for admin looks like this: you open a browser tab, type a description of what you need, and get back a solid first draft in under 30 seconds.

You read it. You adjust the tone. You add the specific details only you know. You send it or save it as a template.

That's it. That's the workflow. It's less complicated than learning a new piece of event software, and the payoff is immediate.

You don't need to understand how it works. You just need to know what to ask it for.

3. THE ADMIN TASKS AI HANDLES BRILLIANTLY (RIGHT NOW, TODAY)

Here are the things AI is genuinely great at for our industry:

• Client emails: first contact, follow-ups, difficult conversations, thank-you notes

• Supplier and venue briefs: structured, professional, consistent every time

• Proposals: draft structures and content based on a bullet-point brief you provide

• Run-of-show outlines: fed a list of segments, AI builds you a formatted timeline

• Post-event reports: summarize your notes into a polished client-ready document

• Team briefing notes: turn your verbal instructions into written SOPs

• Social media captions: repurpose your event content without starting from scratch

Notice what's on this list: everything that feels like "paperwork." The stuff that keeps you at your desk until 9pm.

4. THE FEAR I HEAR MOST OFTEN AND THE HONEST ANSWER

"What if the AI gets it wrong?"

This is the most common concern I hear, and it's completely valid. Here's the honest answer:

AI drafts are starting points, not finished products. You always review before you send. Think of it the way you'd think about a junior team member who's a fast, tireless writer but needs your eye for quality and context.

The AI will occasionally miss your tone, include something slightly off, or be more formal than you'd like. That's why your review step matters. But even with that review, you're still saving enormous amounts of time because editing a draft is always faster than writing from scratch.

The more you use it, the better you get at prompting it and the closer its drafts are to what you actually want.

5. A SIMPLE PLACE TO START THIS WEEK

If you've never tried AI for your admin before, here is the lowest-pressure starting point I can give you:

Open ChatGPT (free) or Claude (free). Type this:

"Write a professional follow-up email to a client after an initial venue site visit. The tone should be warm and friendly. We visited [venue name] on [date] and I want to confirm next steps."

Read what comes back. Adjust two or three things. Notice how long that took.

That's your first win. That's the beginning. Everything else we do in this community builds from moments exactly like that one.

6. HOW I'M GOING TO HELP YOU BUILD THIS SKILL

Over the coming weeks in this community, I'll be sharing:

• Specific AI prompts written for hospitality and events scenarios to copy, paste, adapt

• Real before-and-after examples of admin tasks transformed by AI

• Simple template frameworks you can start using immediately

• Walkthroughs of how I use AI in my own work, no polished perfection, just real process

Everything will be practical. Everything will be specific to our industry. And everything will assume you're starting from zero because that is where we all start.

7. THIS WEEK'S COMMUNITY QUESTION

I'd love to know where you're at right now. Drop your answer in the comments:

Have you tried using AI for anything in your work yet? Even once?

Yes / No / "I tried it once and didn't know what to do with it"

All answers are valid. No judgement here as this community is a space to learn from wherever you're starting. Your answer helps me shape exactly what I teach next.

See you in the comments.

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New here? Scroll back to last week's post - "AI Won't Take Your Job, But Someone Who Understands AI Will" for the context behind everything we're building in this community.

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