Smartphones exemplify the double-edged nature of technology. While they connect us and boost productivity, they can also be bottomless wells of distraction. Similarly, generative AI has the power to sidetrack us but can also supercharge productivity when used intentionally. A study by the National Bureau of Economic Research found that tools like ChatGPT can boost workforce productivity by an average of 14%, with some companies reporting output increases of up to 400%.
The takeaway is clear: AI is a powerful productivity tool with the potential to slash workloads in half, but only with a solid game plan. As we approach the year’s end, many professionals are focused on finishing strong while prioritizing family time and rest—both crucial for sustained productivity. With the right prompts, ChatGPT can help you hit your goals while leaving room for what matters most. Here are some to get you started.
Remove Work From Your Plate
Imagine you’re preparing a holiday feast. There’s an unspoken rule in your family: it’s not a meal unless there’s bread on the table. But unless you’re a professional baker, chances are you’re entrusting your favorite bakery to make the baguettes. The rationale is simple: baking bread would take hours and the results wouldn’t be as good as the bakery. Logically, you delegate.
At work, sometimes we’re hesitant to take the same approach, but we shouldn’t be. Delegation takes some time to get used to, but if there’s someone else who can complete a task faster and better than you, then not delegating is a disservice to your organization. You can enlist ChatGPT to identify tasks to outsource.
"I’d like you to help me to analyze my current tasks and identify which I can delegate or outsource. Also, provide clear instructions for delegating them effectively. [Insert list of tasks].”
Tighten Up Your Current Workflow
Once you identify outsourcing tasks, you can examine the remaining tasks and figure out which ones don’t demand your personal attention. Instead, these tasks can be automated.
These initial steps require an upfront investment, as you map out your typical day. But automation has helped me maximize my potential and stay sane while doing it—an especially relevant consideration as the holidays approach. It can help you, too.
“Below I will share a description of my typical day. I’d like you to examine my daily tasks and suggest ways to automate them. Also, provide a list of any tools or systems I can use, with a sentence or two about their benefits and any drawbacks. [Insert description]
Pinpoint Relevant Information
In a recent Microsoft survey, 62% of respondents said they struggled with spending too much time searching for information in their workday. ChatGPT can be a game-changing tool. It can analyze enormous quantities of text and data and pinpoint the relevant information. Instead of having to examine everything yourself, the AI tool can give you a massive headstart.
“I’d like you to analyze this content/data [insert text, data, or topic] and pinpoint the most relevant insights, key themes, and actionable takeaways. Specifically, I’m looking for [insert specific focus area or context, if applicable]. Present the findings in a concise format for [a report, presentation, decision-making, etc.].”
Get More From Meetings
A meeting is as useful as its takeaways. Considering the amount of time the average professional spends in meetings, it’s worth leveraging tools to get the most from them. As Microsoft recommends, “Think of meetings as a digital artifact and not just a point in time.”
ChatGPT can help you convert meeting notes into synthesized artifacts with actionable takeaways. At Jotform, we use AI-powered notetaking tools like Otter to free our hands and minds to be fully present. ChatGPT can boost the utility of those notes in mere seconds.
“Below, I will share my notes from a meeting about [brief summary]. I’d like you to synthesize them into a clear summary with actionable takeaways, categorized by key topics or decisions. Highlight any next steps, assigned responsibilities, and deadlines. Present the information in a concise, easy-to-reference format. [Insert notes].”
Draft Strong Jumping Off Points
Research confirms that ChatGPT increases productivity on tasks like writing cover letters and delicate emails. An MIT study looked at 444 college-educated professionals assigned two occupation-specific and incentivized writing tasks. ChatGPT not only reduced task time, but it also impacted task-time distribution. With ChatGPT, draft writing decreased by more than 50%, and editing time more than doubled. The takeaway: AI tools can cut down your workload and leave you with more time to focus on perfecting the details.
Here’s a prompt you can use to ask ChatGPT for any type of draft:
“I need a first draft for [briefly describe the purpose, e.g., a cover letter, email, blog post, report, etc.]. The goal is to [insert objective, e.g., persuade, inform, request, etc.]. The tone should be [insert tone, e.g., professional, conversational, concise, etc.]. Include these points or details: [insert specific information or requirements].”
The first draft will likely need tweaking, but before you dive in to perfect it, you can give ChatGPT immediate feedback to improve it—which leads to my next point.
Reduce Context Switching
Author and Georgetown professor Cal Newport regularly writes about the dangers of context switching—jumping from task to task while we work. Newport explains, “[S]witching your attention—even if only for a minute or two—can significantly impede your cognitive function for a long time to follow.” He adds, “More bluntly: context switches gunk up your brain.” If you’re trying to focus on a task, a momentary distraction can significantly impede your productivity.
Using ChatGPT can help you stay focused and on track. How often have you switched browsers or checked your smartphone for a quick point, only to get sidetracked by an email notification, an unfinished online shopping task, or countless other distractions?
As Platformer founder Casey Newton explains, given ChatGPT’s conversational nature, you can continue your research and ask follow-up questions without ever leaving your browser, effectively reducing the risk of context switching.
“I want to minimize context switching and maintain focus while working on [insert task or project]. I’d like you to act as a research assistant and help me to research [insert topic or research question]. I’d like you to summarize the relevant information from [insert source or paste relevant text]. Keep me on track by breaking down the task into manageable chunks and responding conversationally, so I stay engaged without needing to switch tabs or devices.”
More generally, you can enlist ChatGPT to help batch similar tasks, another strategy to reduce context switching.
“I’d like you to examine my tasks today and help me to batch them together to boost efficiency and reduce the likelihood of context switching.”
