Transcription
89% of executives claim that AI makes them more productive. But actually, the data shows that they're only saving 16 minutes a week. 16 minutes. Why? Because most people are using AI basically like a toy, not like an operating system. They're going to go and ask it for a slogan or a cute logo or an email or make this sound better. And then they go right back to spending their day buried in meetings and Slack threads. And if you are one of those people, the part that might sting a little bit is that you cannot mandate a transformation that you refuse to participate in. So if you've been telling your team, "We need to implement AI while you personally haven't rebuilt your own workflow around it," congrats. You just made yourself the bottleneck.
No, I mean, in all seriousness, if you stick with me for the next few minutes, I'm going to show you exactly how to reverse that. How to strip back all the boring manual tasks and how to build a system that actually works for you.
Okay, now let's talk about what the bottleneck actually is and what it's costing you because it's way more than the 16 minutes. Okay. And I want to be honest for a moment. If you're spending your week, I don't know, summarizing notes and writing the same standard emails or manually pulling data for your decisions, you're paid for leading, but in reality, you're doing a high-paid intern work. And look, no shame, okay? This is what most operators were trained to do. Be in the weeds and be responsive and be available. But the wait and see AI strategy is no longer working. And the upside is being claimed right now. Okay? So those who are early getting in are probably going to dominate the next decade because they're building with leverage while everyone else is building with labor.
Okay? I call these the fifth lever disruptors. If you want, I'm going to make sure to link here video or in the description to watch it where I break down the five types of people that I think will dominate the next 10 years. But coming back to you, the real cost of your inaction is not just the wasted time. It's actually a lot of missed opportunities. It's a lot of slower decision cycles and it's allowing your competitors to ship faster while you're still holding alignment meetings. Tell me I'm wrong because this is the new competitive battleground. And if AI is not your operating system, you are basically driving or flying blindfolded. So let's fix that as fast as possible, okay? Because in the next few minutes, I'm going to hand you a blueprint that you can actually use starting tomorrow morning. And this is not going to be about opening JGBT to write a polite email for 5 minutes and calling it a day. It is about fundamentally rearchitecting your role and your business with AI at its core.
Okay? This is about rearchitecting your entire impact in your business as well as your business so that AI sits at the center like the motherboard. Okay? And I'm going to show you my own blueprint to help you become an AI CEO in just I don't know 17 minutes a day almost like a daily ritual. And when you do it the right way, you will not just save the 16 minutes that maybe you are saving now. You're going to start freeing up hours and hours every week. And you're going to be able to dedicate that to the things that a CEO should actually be doing. You know, scaling your vision, building a strategy, building relationships, deal flow, product direction, hiring culture. And yes, this will turn into money as well because speed and clarity are revenue multipliers.
And step one is the one that almost nobody does, which is why almost nobody gets real results with AI. So, let's start there. Okay. Before you automate, you need to audit. You cannot fix a bottleneck if you don't know where it is. I cannot stress this enough. The reason is that automating the wrong thing is basically how you end up with more efficient chaos or mess. Most people are guessing where their time goes, but I don't know. I hear them all the time saying, "I think meetings are my biggest problem." Or, "I think email is killing me." Cool. Let's not think. Let's know.
Okay. You need to take a brutal look at your calendar and break down your day into two distinct categories. Automatable tasks and human essential tasks.
Okay. So, here's what I want you to do. For the next three days, track your day into columns. Column A, what you did. Column B, label it. Either automatable or human essential. Okay? Automatable tasks are things like meeting notes, follow-up emails, first drafts of documents, pulling numbers, summarizing metrics, turning raw thoughts into a structured plan or strategy or whatever, road map, scheduling, nudging people, this kind of thing. And then your human essential tasks should look like making the final decision on project X, high stakes negotiation, coaching people through conflict, vision building, taste, culture. And I challenge you to track your days in 15-minute increments just for 3 days. Humor me, okay? You will identify the patterns. I've done this for myself so many times throughout the years, and let me tell you, you are going to be shocked and maybe a little bit horrified at what you're going to find. Not the tasks that suck your blood, but the ones that drain your focus.
Okay? I have seen so many leaders do this and realize they're spending two hours a day just reexplaining the same thing in different formats. Emails, Slack, meetings, same content, just different packaging. I mean, be honest, that's not leadership. That's not why you're getting paid the big bucks. That's being a human copy paste machine.
Okay? So, once you have your audit, you will know exactly what your AI needs to do, right? And that leads us to step number two. Once you have the ugly list of time syncs that's staring at you probably and not being very pretty, the time has come for you to hire quote unquote the digital team that is going to take them off your plate for good hopefully if you do it right.
Okay, so step number two is about designing your agent team because most people treat AI like one employee, you know, like, "Hey, Chad GBT, do this thing." That is basically like you're hiring one single person and saying, "You're going to be the CFO, the CMO, the COO. Oh, and also, could you design the website?" No, you need to think of AI like a team of specialized agents, basically like an orchestra. Okay? And you continue to be the conductor, but you're going to stop playing every single instrument yourself.
Okay? So here are the three agents that you are going to be building first. And the skill here, I think the very high status skill is designing those agents because asking better questions is amazing. But if you're able to build systems that ask questions automatically every day without you, that is going to be next level.
Okay, so let's talk about these three agents. Number one, your AI strategist or your chief of staff. This is market research, competitive scans, trend analysis, offer ideas, positioning options, and most importantly, decision-making. Decision-making is where businesses either win or lose in the market. And I think a big big tragedy is that most decision-making time is not actually thinking. It's searching, is digging through tabs, it's reading 12 articles to find the three sentences that actually make a difference to you. You know that moment when you're about to make a call, I don't know, on pricing or hiring or new market, and you think, "Oh, I should probably research this." And then 3 hours later, you're in a Wikipedia spiral about something that's totally irrelevant to your decision. Yeah, AI kills that spiral.
Okay? So, you're going to be looking for tools like Perplexity, like Manis, basically to be your research analyst. And then you're going to be looking at tools like Notebook LM for your synthesis engine. Okay? You feed it your documents and your meeting notes and your strategy memos and then it gives back a coherent brain, a coherent analysis and then you can use Claude as your reasoning partner. You can also use a custom GPT if that's your choice. That's up to you. But basically, this needs to be the one that can actually think through trade-offs with you side by side, especially if you build a custom skill using the steps that I explained in this video that I'm going to link here as well as in the description below. So, if you don't want to spend 15 minutes on a video, I'm going to give you a very quick prompt that works insanely well inside of Claude or inside of a custom GPT. You can say, "Act my executive advisor. I'm deciding between option A and option B. Ask me the seven most important clarifying questions, and then create a decision matrix, the biggest risks, what I should measure in the first 14 days, and the kill criteria if it's not working." And that last part, the kill criteria, is something that probably 99% of leaders never think about. And I have seen that probably one to many times in my corporate years.
And once your decisions get faster, the next bottleneck becomes obvious and that's communication because a faster brain still dies if it cannot ship clarity to the team. Okay, so we want to fix that. Your second agent would be your AI PR public relations. Okay, this is going to be an agent that handles the daily grind like meeting summaries and email drafts and rewriting and checklists. Communication becomes the invisible tax on every leader's time. And most CEOs don't drown in work. They end up drowning in communication about their work. Okay? All the status updates and investor notes and customer emails and meeting recaps and can you send that to me type of energy. AI is going to replace your blank page anxiety basically if you do it right.
So here's what I need you to do. You're going to use AI to generate meeting summaries with action items and owners. Whether you use Fireflies or Fathom, that's up to you. Email drafts that match your tone. That could be directly in your email with Gemini if you use Google. Uh it could be through a custom agent or it could be via plugins into Manis or Cloud Co-work. And then weekly investor updates with Notebook LM. I cannot stress this enough. It is going to be life-changing. Then you can have internal memos to reduce confusion and presentations. Hopefully that will not take all of your Sunday night. You can use Gamma to generate a very beautiful, perfectly polished, highly visual, I don't know, 15 slide deck in under 5 minutes.
And again, I'm going to give you a very, very simple prompt that you can run after any meeting, or create a custom automation form. So, you can say something like, "Turn these notes into a five-bullet executive summary, the decisions made, open questions and action items with owners and deadlines, and a follow-up email draft in my tone, direct, warm, but clear, or whatever your style is." And if you do that, your team is going to stop bothering you and always asking you, wait, what did we decide in that meeting? And you will not have to repeat yourself.
Okay? But communication is quite fragile still if your delegation is fragile. And based on what I've seen, the number one reason that CEOs cannot delegate is that documenting processes is drowning the life out of them. It takes forever. Okay, which brings us to the one process that I wish every operator used a lot earlier.
Okay, so number three is your AI delegator. This is execution support. It's parsing data, turning SOPs into tasks, it's keeping projects moving, and it starts with delegation and process documentation. Okay, I work and I speak to CEOs every single day. And there's a big problem that every single one of them tells me about at some point. The number one reason that CEOs and solopreneurs tell me they cannot delegate is that documenting standard operating procedures SOPs takes too long. I mean tell me I'm wrong really because I have heard this so many times. The moment that you delegate your brain goes, "Oh, I have to explain this again." And if I explain it wrong or they don't get it, it comes back to me anyway. It's just faster to do it myself. So then you keep doing it yourself. You think that it's your employee or maybe it's their performance or maybe it's their attitude, but the truth is simply that you had never taken the time to break it down to document it.
Or be honest, how many times did you end up filming a quick screen recording for the same workflow four different times because you have a new hire or you just forgot where you saved the previous ones. I know, I've been there myself and that is how founders become the most expensive task rabbit in the company. But what if instead of you spending an hour writing an SOP, you just do the task once and the tool autogenerates a step-by-step guide in seconds. That is what Scribe does for me. I basically just hit record and do the task once and Scribe builds the full step-by-step guide. It takes the screenshots, it writes the instructions, and it becomes ready to share automatically. And if you change your mind later on, you can change the logo, you can replace it with an icon, you can change your color so it fits your brand guidelines. You can decide to hide or show specific information or even customize the color of the pointer. And then I can either send it as a link or I can export as a PDF or I can even embed it straight into our team's tools. I have detailed SOPs for our workflows. And Scribe helps a ton. And if I need to update something in the guide, then it automatically updates for everyone who has access and I don't have to reshare it. And in case somebody still gets stuck, you also have Guide Me, which walks anyone through it live inside their actual workflow. They basically see exactly where to click so you stop being the bottleneck. Look, over 5 million people are already working this way.
And you can do the same. You can head over to scribe.how/aiifounders. Or you can click the link in the description to get started for free or get even more features with Scribe Pro. You can also use the QR code on the screen if it's easier. And thank you Scribe for partnering with us on today's video.
Now once your SOPs exist, automation becomes plug-and-play because now your workflows have a blueprint. So let's connect the machine. Okay, I need to give you two more agents. Number four is your AI operator. This is execution. This is the part where your business starts to actually feel like it has an engine. Okay, operations automation is just connecting triggers to actions. It's very simple actually if you do it right. Somebody fills out a form, CRM updates, a welcome email goes out, a task gets created, and Slack notifications go to the right person, and then a follow-up is scheduled. You see, and you have tools like Zapier to make this super simple. You can use plugins, you can use automations with Manus, with Claude Co-work, with Perplexity, or you can, of course, create your own custom agents. And when you layer AI agents into it, you start automating outcomes and decisions.
Okay, so here's a quick example. Let's say a new lead comes in. Your AI agent qualifies the lead based on your criteria and then it drafts a personalized reply. It roots it to the right pipeline. It schedules a follow-up automatically and you don't have to move a finger. Okay? It's entirely possible and frankly it's expected in today's landscape. If you want the exact blueprint on how to do this, I did a whole breakdown in my other video on how to automate anything in three steps which you should absolutely watch after this. We'll make sure to link it down below or you can find it on the channel.
The best systems reduce the need for willpower. But there is one more leverage point that most CEOs ignore because it feels optional. Okay? And that's visibility. Okay? That is such a mistake because attention is the cheapest form of distribution that you will get in this day and age. So let's talk about content.
Okay? This is have to be your fifth agent, your AI content flywheel. Spoken about this before. I can actually make a dedicated video on it if you want. Just comment "content flywheel" below. But basically, if you're a founder or a CEO or an ambitious operator or a solopreneur, content is not marketing. Content is trust at scale. I was actually watching a podcast and somebody said nowadays all companies should be media companies that also sell products or services.
And AI actually lets you multiply your thought leadership, especially through the output without having to multiply your time. You don't need to spend 4 hours a day on Twitter or on LinkedIn. You can build custom agents that are trained on your past writing, on your philosophies, on everything you teach, and also your frameworks. So, you can use them to write and format posts, repurpose a video into a month's worth of newsletters and other types of content systematically. And then also let it manage your social channels and do everything in your own language.
So, here's what you could do and how it could actually look like. You can create one strong piece of thinking per week, whether it's a memo or, I don't know, a rant on an audio message or an insight or a lesson from the trenches. And then AI can help you extract 10 to 20 content angles, repurpose into posts, threads, scripts, emails, can rewrite in your voice, can schedule and manage publishing, can keep a consistent cadence without you having to live on social media. So you don't have to consume it, you just create it.
Okay, custom agents are huge here because you can literally train an agent on your past posts, your favorite phrases, your positioning, your audience pains, and then have it draft content that actually sounds like you, not like a LinkedIn robot that's wearing a profile picture that looks like you. So, I can give you a prompt, but there's so much more behind this. Okay? So, if you want to keep it simple, you can say something like, "Analyze these 10 pieces of my writing. Extract my voice rules, sentence length, tone, common phrases, structure, and then generate a voice style guide and five LinkedIn posts about this topic in my exact voice with one contrarian hook each." I mean, now you become visible and you do that consistently, which means that deals come to you instead of you chasing them. And that sets up the real end game.
Okay. What I want you to promise me is that you don't just automate the boring tasks that you look to evolve your role because I think what's happening is that AI is getting better at execution and also faster than most leaders are getting better at direction. So you can run what I call an obsolescence watch once a month. You can ask yourself in a reflection session at least once a month, what parts of your job are pattern-based and repeatable and what parts require taste and judgment and human trust and critique? And you can double down on the uniquely human. Like I said, strategic vision, prioritization, emotional intelligence in hard conversations, complex problem solving with incomplete data, or building culture that people actually want to be part of, or making decisions where there is not much obvious right or wrong answers. Your new job as an AI CEO is to direct that orchestra. It's not to play every single instrument because the people using AI the right way are never going to be less important. They are only becoming more important because they are the ones that are steering.
Okay? And now let's make this real with a simple next step that you can take tomorrow in 17 minutes. Okay? I don't want you to think of this as just saving time because it's about also building a more profitable, more leveraged business that works for you so you can make more money with less chaos and way more control over your time. So I have an assignment for you. I want you tomorrow to start the day with 17 minutes doing these two steps. Step number one, the AI audit. Track your day and label your tasks, whether they're automatable or human essential. And then comment below what is the number one time sink that you are going to tackle with AI first. Is it meetings? Is it email? Is it reporting? Is it content? Is it SOPs? And if you want the full library of all the advanced prompts and agent blueprints, you are always more than welcome to join us in our community. It is completely free and you get not only this but also a lot of other value through challenges and through calls every two weeks. And in the meantime, like this video if you did. Be sure to subscribe if you haven't done so. Share it with anyone in your circle of friends or family who you think needs to know more about becoming an AI CEO. And until next time, I suggest you go ahead and watch this video over here. Thank you again and I'll see you soon. Bye.