Seven AI Prompts for Streamlined Administrative Tasks

Artificial intelligence (AI) is a hot topic these days, and it’s no surprise why. Some professionals are intimidated by this technology, but we encourage everyone to embrace AI as a resource rather than a competitor. 

AI was designed to make our lives easier, and in the office setting, it can do that and so much more! As a tool, AI can revolutionize your daily tasks and make you much more efficient at your job.

Using AI prompts, executive assistants (EAs) and administrative assistants (AAs) can save time, improve communication methods, and streamline mundane tasks that take up too much of the day.

AI Prompts to Save Time

Whether you’re using ChatGPT or a different AI tool, AI prompts can be used in various ways to make your job easier. AI prompts are pre-designed demands that you create to tell AI what you want it to do. 

Depending on the task at hand, you can prompt AI to create responses to specific tasks. This includes sending emails, writing meeting requests, researching, writing job descriptions, and much more. 

Here are a few prompt examples that administrative professionals can use daily.

Productivity & Time Management 

To increase your productivity at work, you can create AI prompts like the following:

I have three things to do today — [task 1], [task 2], and [task 3]. Create a plan for the day where I finish each task in an hour or less. Leave me 30 minutes for lunch and ensure I complete the tasks by 4 p.m. 

Set an hourly reminder to check emails and Slack messages.

Research & Intel

Suggest a few project management tools that a team can utilize for task management and communication. Ensure that it will work with various departments, including a mobile app on Apple and Android devices. 

How can I improve my communication skills to impress my boss and senior leadership? 

Gather relevant data within the last three years and create a list of blog posts directly related to [topic or trend] for a potential client. 

Administrative Tasks

Create a professional, concise, out-of-office email that explains [executive name] will be out of the office from [date] to [date] for a conference. Include her phone number [digits here] and say she will return emails and phone calls after [date].

Create a compelling job description for [job position] in [industry] for entry-level professionals. Write the job responsibilities in a bulleted list, include the salary range of [salary range here], and write about [company name] in a positive tone. 

How AI Tools Can Benefit Administrative Professionals

AI tools like ChatGPT can help kickstart more mundane tasks that bog you down so you can focus on more important tasks for your team. 

It’s important to remember, though, that AI can do a lot to improve productivity in the workplace, but it can’t replace your creativity. Not to mention, it won’t be able to match your critical thinking skills and the rapport you’ve established with coworkers and senior leaders. 

If you ever feel threatened by AI and what it presents, try stepping back and diving into an AI prompt tool like ChatGPT. You’ll become more comfortable with the technology and how to utilize it to improve your performance and take smaller tasks off your plate. It’s truly a win-win! 

Advance Your Career with ASAP’s Resources Today 

As an administrative professional, it’s your job to ensure tasks run smoothly and efficiently within the workplace. Whether you’re an office manager, executive assistant, or administrative assistant, any tools or software that can make your job easier are worth exploring.

Staying up to date on the latest AI tools and technology will help to ensure you remain a well-rounded and highly productive administrative professional. Continue learning with ASAP webinars, downloads, and in-person events.