May 21 • 📚 David's Insights
Using AI Systematically
I used to use AI like most people: like a fancier Google.
Then I got hit with bright-shiny-object syndrome. I tried every new tool the moment it dropped.
Then I snapped back to reality. Back to my process-improvement and Six Sigma days. Back to the systems I’ve built with my marketing agency, which turns 20 this July.
Now I am, together with George, teaching people how to use AI systematically, building workflows that actually save time and compound results. That’s what Pivot With AI is about.
When you think in systems, work gets easier. You stop staring at individual tasks and start seeing the flow: inputs → processes → outputs → feedback loops.
Map that flow, and bottlenecks jump out.
See them, and you can:
- Break them down
- Optimize the processes feeding them
- Automate the repetitive parts
That’s when one-time improvements turn into compounding time savings.
Most professionals waste hours on the same drains:
- Email triage
- Reading & analyzing reports
- Admin (expenses, approvals, scheduling)
- Writing the same messages over (emails, proposals, marketing copy)
Ad-hoc fixes help briefly. Treating them as system failures creates lasting change.
Start here:
Map: Spend an hour documenting how work arrives, who touches it, where decisions happen, and how outputs are delivered. Note frequencies and average times. A simple swimlane or checklist exposes duplicated handoffs, waiting periods, and unnecessary approvals.
Measure: Replace guesses with data; response times, meetings per project, % of emails needing action, time editing docs. Measurement prioritizes where you’ll get the most hours back.
Optimize:
Email: triage rules, check-in windows, reply templates
Reports: standardized dashboards so people scan, not decode
Admin: batch tasks, delegate with clear SOPs, use expense integrations
Messaging: reusable frameworks and modular templates
Automate: filters, scheduling links, calendar rules, no-code tools for routine data moves. Automate report generation and alerting so people only open reports when something’s out of bounds.
Experience accelerates every step. You recognize patterns, know what needs human judgment, and focus on chokepoints that unlock capacity across the system.
The goal isn’t zero human touch. It’s to free human time for judgment, creativity, and relationship work that produces disproportionate value. Each hour saved at a bottleneck multiplies downstream: fewer meetings, faster decisions, higher-quality outputs. Over months, those hours compound into new capacity: time for strategy, growth, or better work-life balance.
Where does work stall in your operation? Which repetitive tasks consume the most hours?
Start mapping one process this week, measure time spent, and fix the single biggest bottleneck. The rest will follow.
If you’re a mid-to-senior leader, solopreneur, or seasoned pro ready to turn experience into AI-powered systems, come build them with us in Pivot With AI.
0
0 comments
Using AI Systematically
powered by
skool.com/pivot-with-ai-9497
AI mastery for seasoned professionals. Real results from industry experts with decades of experience.
Suggested communities
Powered by