How To Get The Most Out of an AI Executive Assistant

Duplicated work, scheduling conflicts, task switching, and unnecessary meetings add up. No matter what role you play in your business, the reality is that busy work and repetitive tasks can eat up a lot of your time.

Fortunately, there is a solution. That solution is your very own AI executive assistant.

What is an AI Executive Assistant?

An AI executive assistant is artificial intelligence that works as a digital assistant. It can have several functions, such as optimizing your calendar, helping you schedule meetings, and automating busywork.

How Does an AI Executive Assistant Work

AI executive assistants work by using artificial intelligence to mimic human problem-solving and thinking patterns. The AI learns from data, which is a technique known as machine learning. AI executive assistants can assist you by automating tasks and completing some of them for you. AI is different than pure automation because it can also mimic the way you think, performing tasks on top of making decisions.

7 Benefits of Having an AI Assistant

With an AI assistant, there are perks you can benefit from in your day-to-day workflow. Some of the top benefits include:

Automating Routine Tasks

Why do the same tasks every day, week, or month when an AI can handle them for you? As your personal assistant, routine tasks are automated and taken care of, so you free up time for more important tasks.

Contract and Document Management

Artificial intelligence is excellent at sorting and managing data. With an AI assistant, your contracts and documents are stored correctly and are easy to access. Just use your voice assistant’s prompt to ask for what you’re looking for.

Expense and Report Automation

Keeping track of expenses and reports can be time-consuming, especially if you’re creating those reports manually. Skip the struggle and let AI automate expense reports for you by collecting data throughout the day, week, month, quarter, or year.

Meeting Coordination

Trying to work out the right time for a meeting can be tough, especially when you’re coordinating meetings with multiple departments. AI takes care of the hassle by sorting through individual calendars to find the times that work best for everyone. And if you have to reschedule? AI virtual assistants can help you find a new time slot quickly and easily.

Enhancing Communication

It’s easier to keep up on emails and to ensure your messages get the right outcomes with AI assistants. AI assistants help you tailor what you write for the correct tone of voice and prevent grammatical errors and typos that could skew your messaging.

Transcribing Meetings

Sometimes, you don’t want to go back through a video to rewatch a meeting. You don’t have to when your AI assistant transcribes it for you. Then, once it’s transcribed, you can ask your personal assistant to reference the discussion for the information you’re looking for.

Assisting in Presentation Creation

An AI virtual assistant can help you create the perfect presentation, too. Some AI assistants have customizable templates, while others automatically design presentations based on the prompts you set.

10 AI Executive Assistant Tools To Try Today

Ready to try your own AI executive assistant? Here are ten options that can help you get organized, improve efficiency, and keep your workflows moving.

ClickUp

ClickUp is an AI project management tool that helps you stay on top of everything you have to do. ClickUp Brain is the company’s AI assistant, which can be tailored to tackle tasks such as copywriting, translating tasks, and summarizing content threads. ClickUp costs nothing unless you want unlimited service, and then it starts at $7 per month for each user.

Google Assistant

You probably already use Google, which is why it’s an excellent tool to use on your devices. Google Assistant activates with the voice command, “Hey, Google.” Its best features are simple tasks such as asking for the weather or making calls.

When you purchase a Google product, the assistant is free.

Socratic

Students benefit from Socratic, which is an AI-powered learning app that provides information on the concepts behind common schoolwork and activities. Teachers are fans because it covers all major subjects and is simple enough for kids to use. It contains expert-crafted study guides and online resources, too.

Overall, the app is free to download, but it may have in-app fees depending on what you want to do with it.

Amazon Alexa

Amazon Alexa is one of the most commonly used devices in the United States in terms of AI assistants. In fact, Google has sold over 500 million Alexa-enabled devices. Alexa is great because of its reliability, and it can integrate with Amazon to place orders by voice command. Additionally, it can tell you the weather and pull up current news reports, set task reminders, or even loop in with your smart office devices. It’s free when you buy the device, but there are some upcharges for integrations.

Cortana

Microsoft’s Cortana is a virtual assistant built into the Windows operating system. Cortana has helpful features such as natural language voice commands, the ability to learn your preferences over time, and the option to tie into your smart home or office. It’s free (and included) with Microsoft tools, such as your laptop computer.

Alli AI

Alli AI is an SEO automation platform that helps you make the most of your website. In just a couple of minutes, the tool can help you figure out how to boost your rankings for more traffic. The tool tracks keywords, and it also takes you through each step of improving your site for better rankings. The base price (Consultant) is $249 per month for ten websites. The Agency rate is $499 for 25, and the Enterprise rate is $999 for unlimited sites.

Wally

Wally AI is still in beta, but it’s cool because it’s an AI that tackles early morning tasks. It drafts responses on your behalf, so all you have to do is review what it wrote and edit the content as needed. You have to contact Wally for pricing.

Tabnine

Tabnine is an AI assistant that can help with coding. It’s a code completion tool, which means you can start coding and let the AI take over to solve complex problems. It’s convenient for basic coding, but it may not be the right fit for more advanced purposes.

The Starter plan is free, or you can spend $12 per month as a Pro user. Tabnine also has an enterprise-level rate, but you have to call to negotiate your cost.

Parrot AI

Meeting management is made easy with Parrot AI, which maintains a database of records and transcriptions your teams can use to stay informed. It can convert audio to text, create summaries, and highlight key insights as needed. Try the free option, Personal option ($24 a month), Team option ($16 per user/month), or reach out to Parrot AI for enterprise-level support.

Braina Virtual Assistant

As a virtual assistant, Braina is comparable to Siri, Cortana, or Google Assistant. It is designed for use on the PC and focuses on computerized tasks such as searching the web or managing your files. You can even control your PC remotely.

The nice thing about Braina is that it has only a one-time cost of $199, so it’s worth a try if you’re looking for an intelligent virtual assistant with versatile features.

How To Get The Most Out of an AI Assistant

AI assistants can help you boost your productivity almost immediately. Once you have an AI assistant, try some of the following prompts to make the most of your purchase.

Handy prompts to use:

Out-of-office or Voicemail Responses

With your AI assistant, you can set up out-of-office responses. Here is a great prompt to use:

“I’m going to be out of the office at a leadership conference from May 1 until May 4. Please create a professional out-of-office email that explains that I will return their messages on May 5.”

Customer Support Responses

Customer support services can be greatly improved with AI assistant support. Ask your chatbot to help you write a professional response to even the angriest customer with this prompt:

“The customer is angry about a late delivery. They want to get a discount. We are not discounting the product. Please write a respectful, calming response to explain about delivery times and when they can expect their package.”

Prompts To Increase Your Productivity

Prompts that help you increase your productivity are simple to set up, too. You can ask your AI virtual assistant:

“I have these items to do today (insert list). Suggest the best method for completing them by 5:00 p.m. with a one-hour break in the middle of the day. I prefer the harder tasks come first.”

AI Prompts For Topical Research

AI can help you with research. Try this prompt:

“I have to create a presentation on (insert topic). Please create an organized outline to describe what I should include in the presentation.”

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