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A Prompt to Help You Automate Your Workflow
Using AI to work more effectively
Miroslav Novohradsky
January 11, 2025
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AI should help you automate your tasks. This is the future.
A future where a boring work is done by AI agents and you are focusing on more creative and unique jobs.
To help you begin, let me show you a prompt for a chatbot that can help you automate your workflow
The Prompt For Workflow Automation
For this example, I will use a free version of ChatGPT, but you can use any chatbot you want. It works on most of these AI tools.
The Prompt
You are an automation expert. Please help me find and automate repetitive tasks in my workflow. Ask me about processes I complete regularly that follow set patterns. For each process I describe, break it down into steps and suggest automation tools or methods to streamline it. Create a simple implementation plan for each automation, including estimated time savings and potential challenges.
As you see, it is a simple prompt. This prompt also requires your response to the chatbot to get the response personalized to your business.
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ChatGPT Result
Here is the response from ChatGPT:
Absolutely! To start, let's identify the processes you complete regularly. Here are some examples of tasks that are often ripe for automation:
Data Entry: Copying data from emails, files, or websites into spreadsheets or databases.
Email Management: Sorting, categorizing, or responding to routine emails.
File Organization: Renaming, moving, or organizing files into specific folders.
Reports Generation: Pulling data and generating reports at regular intervals.
Customer Communication: Sending follow-ups, reminders, or status updates.
Scheduling: Booking meetings, appointments, or tracking deadlines.
Could you describe one or more processes that you perform regularly? Once you do, I’ll break it down, suggest tools, and provide a simple implementation plan.
Here’s how we’ll approach it:
Task Analysis: Describe the process step-by-step.
Automation Tools: Recommend tools such as Zapier, Make (formerly Integromat), RPA tools like UiPath, or built-in software automations.
Implementation Plan: Outline steps to implement the automation.
Time Savings: Estimate how much time you could save.
Challenges: Highlight any potential hurdles and solutions.
Let’s begin! 😊
My response:
I have a one-person content creation business that focuses on social media growth.
And this is what ChatGPT is responding:
That’s a great business to automate! Content creation involves many repetitive tasks that can be streamlined, saving you valuable time for strategy and creativity. Here are some common processes in social media growth that we can explore for automation. Let me know which ones resonate with your workflow:
Potential Tasks for Automation
Content Scheduling and Posting
Uploading posts to multiple platforms at specific times.
Scheduling stories, reels, or tweets for maximum engagement.
Engagement Management
Responding to frequently asked questions in DMs or comments.
Tracking and thanking followers or collaborators.
Content Repurposing
Converting a blog post into multiple tweets, Instagram captions, or LinkedIn posts.
Creating templates for video or graphic content.
Hashtag and Keyword Research
Identifying trending hashtags and topics for your niche.
Analytics and Reporting
Tracking engagement metrics (likes, shares, comments, clicks) and compiling reports.
Client/Brand Collaboration
Managing approvals and feedback for sponsored content or collaborations.
File Management
Organizing images, videos, and design files in folders for quick access.
Lead Generation
Scraping relevant audience data (e.g., from Instagram followers or LinkedIn) and building mailing lists.
How Shall We Proceed?
Pick one or more of these processes (or describe others you perform). I’ll break it down and suggest an automation plan tailored to your tools and platforms (e.g., Instagram, TikTok, Canva).
For instance:
If Content Scheduling, we’ll explore tools like Buffer, Hootsuite, or Later.
If Analytics, we’ll look at Google Sheets scripts, Power Automate, or even APIs.
Let me know what to focus on!
Here I chose content scheduling and this is what ChatGPT responded:
Content scheduling is a high-impact area for automation, saving hours every week while ensuring consistent posting across platforms.
Steps to Automate Content Scheduling
Content Creation: You create posts (images, videos, captions).
Organizing Content: Store content assets in a folder or spreadsheet with captions, hashtags, and posting dates.
Scheduling: Upload content to social media platforms (Instagram, Facebook, TikTok, Twitter, etc.) at optimal times.
Recommended Tools for Automation
All-in-One Tools
Buffer: Schedule posts across multiple platforms, offers analytics.
Hootsuite: Handles posting, analytics, and engagement tracking.
Later: Visual planner for Instagram, TikTok, and Pinterest.
Platform-Specific Tools
Meta Business Suite: Free for Facebook and Instagram scheduling.
TweetDeck: Free for Twitter scheduling.
Canva Scheduler: Schedule directly from Canva after designing posts.
Advanced Customization
Use Zapier or Make to trigger posting based on events (e.g., uploading a file to a folder).
SocialBee or Publer for post recycling (reuse evergreen content).
Automation Implementation Plan
1. Content Preparation
Time Investment: 1 hour per week.
Create a content calendar (Google Sheet, Notion, or a tool like Trello). Include:
Post type (image, video, story, etc.).
Platform (Instagram, TikTok, etc.).
Caption, hashtags, and post date/time.
2. Set Up Scheduling Tool
Sign up for a scheduling tool like Later or Buffer.
Connect your social accounts.
Batch-upload content for the week or month.
3. Optimize Post Timing
Analyze your audience's peak activity hours (tools like Buffer and Later provide recommendations).
Schedule posts accordingly.
4. Automate Evergreen Content
Set recurring posts for evergreen content (e.g., tips, promotional posts) using SocialBee or Publer.
5. Track Performance
Use built-in analytics (or integrate with Google Sheets via Zapier for customized reports).
Estimated Time Savings
Without automation: 5-10 hours/week manually posting at different times.
With automation: 2-3 hours/week for content prep and scheduling. Net savings: ~3-7 hours/week.
Potential Challenges and Solutions
Platform Limitations
Not all tools support every feature (e.g., TikTok scheduling). Solution: Use platform-specific schedulers (e.g., TikTok's native desktop scheduler).
Visual Layout for Instagram
Planning a cohesive feed can be tricky without visuals. Solution: Use Later's drag-and-drop visual planner.
Frequent Updates or Changes
If you tweak posts often, automation may feel rigid. Solution: Use tools like Trello or Notion to plan posts dynamically before uploading to schedulers.
As you see, using AI to automate certain workflows is a good idea. And with some further tweaks, you can get valuable help.
Thanks for reading!
Best,
Miroslav from The Zilahut
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