From Overwhelmed to Automated: Your AI Chief Operating Officer Part 1 of 2
Podcast Takeover on Systems Saved Me
You’re great at what you do. Your clients love you. Your work is solid. But behind the scenes? It might feel like you’re holding everything together with duct tape and sheer willpower.
You don’t need to work harder. You need an operations person. Someone who can handle the backend chaos so you can focus on what actually moves your business forward.
In this episode, I’m introducing you to your AI Chief Operating Officer—and showing you three simple roles she can handle this week that will give you back 3-5 hours of your time.
In this episode, you’ll learn:
Why most women are using AI like an intern instead of an executive (and how to change that)
The three non-techie roles your AI COO can handle starting today
The one-sentence prompt hack that transforms AI from a guessing machine into a thinking partner
Exactly how to turn chaotic client calls, overwhelming documents, and messy to-do lists into organized systems
Why this is an economic equity issue for women entrepreneurs
Key tools mentioned:
Fathom (free AI transcription tool)
ChatGPT
Claude
Adobe Acrobat AI Assistant
READY-TO-USE PROMPTS FROM THIS EPISODE
Meeting Coordinator Prompt:
“I just had a client call. Here’s the transcript: [PASTE TRANSCRIPT]
Please give me:
A summary of the key points
A list of action items for me
A list of action items for the client
Pull out any positive feedback or testimonial-worthy quotes”
Bonus: After you get your summary, you can ask: “Please compose a follow-up email I can send to this client” (then edit it to sound like you and add personal details from your call).
Document Analyst Prompt:
“Summarize this document in three bullet points. What are the most important takeaways? What do I need to know?”
OR
“Find all the information in this document related to [SPECIFIC TOPIC] and pull that out for me.”
Project Manager Prompt (The Most Powerful One):
“I want you to act as my COO. Here’s a list of everything I need to do this week:
[PASTE YOUR BRAIN DUMP OR LIST HERE - 10-15 TASKS, DOESN’T MATTER IF THEY’RE MESSY]
Please organize these into categories like client work, marketing, and admin. Then prioritize them by urgency and importance and suggest a simple daily focus for me from Monday to Friday.
Ask me clarifying questions until you’re 95% sure you can complete this task.”
Pro tip: That last sentence (”Ask me clarifying questions until you’re 95% sure you can complete this task”) is the magic. Add it to the end of ANY prompt to dramatically improve your AI outputs.
This is part one of a two-part series on building your AI C-Suite. In the next episode, we’re building your AI Chief Marketing Officer.
Stop doing everything manually. Your future self will thank you.
Ready to build your AI executive team? Grab your free AI CMO custom GPT at aiqueens.com/cmo
