Using AI to Streamline and Strengthen Your Business Operations
When I first started using AI in my business, it wasn’t part of some grand productivity plan. It was a moment of “I need to solve this problem right now, and I don’t have the capacity to wait on someone else.” I asked ChatGPT for help—and I was surprised at how much lighter things felt afterward. Not because it did all the work, but because it helped me think through the problem and move forward.
As a founder, independent consultant, and coach, I wear a lot of hats. If you’re running a business or building one, chances are you do too. AI has become one of my most trusted behind-the-scenes partners—not because it replaces me, but because it helps me think more clearly and act more decisively.
Here’s how I use AI to streamline and strengthen my business—and how you can too.
Why AI Belongs in Your Business Toolbox
Generative AI (like ChatGPT, Claude, or Gemini) is more than a tech buzzword. It’s an on-call thought partner that’s available 24/7. For small business owners, solopreneurs, or nonprofit leaders like me, that kind of support can be a game-changer.
AI can help you:
Save time on repetitive tasks
Break through decision paralysis
Draft the things you don’t feel like writing
Spot gaps in your planning
Keep momentum going when you're tired or overwhelmed
It’s not about letting go of control. It’s about freeing up your energy so you can focus on what only you can do—lead, connect, and create.
How I Use AI in My Business (Almost Daily)
Here are just a few ways I regularly use AI behind the scenes:
Drafting Internal Emails: From personnel policies to team updates, AI helps me get my thoughts on paper quickly—especially when I don’t have the emotional bandwidth to be perfectly diplomatic at first try.
Meeting Summaries & Notes: I paste in Zoom transcripts (without names or personal information) and ask AI to pull key takeaways, action steps, or patterns I might’ve missed. It saves me from rereading long notes and helps with follow-through.
Troubleshooting Staff or Program Issues: I often describe a dilemma (e.g., “One of my team members is missing deadlines, and I’m not sure how to address it”) and ask ChatGPT to outline options. It gives me a place to start.
Drafting Student Resources & Curriculum Ideas: Whether I’m building a new mentorship program or creating a guide, AI helps me brainstorm frameworks and organize my thoughts faster.
Internal Policy Drafting: I’ve asked AI to help write leave policies, onboarding checklists, and even job descriptions. I still review and revise—but it gives me a solid first draft in minutes.
Free vs. Paid: What’s Worth It?
I’ve used both the free version and the $20/month tier of ChatGPT. The lower-cost version works well for most users, but if you’re running a growing business and using AI frequently, the higher tier gives you more storage, faster performance, and access to advanced features like file uploads, longer memory, and better context retention.
Think of it as hiring a really smart virtual assistant—without needing to train them from scratch every time.
A Few Ethics and Boundaries to Keep in Mind
AI is a powerful tool—but it’s not always accurate or private. Here are some quick guardrails I use:
Always double-check facts. AI can sound confident while being completely wrong.
Don’t enter sensitive information. Treat it like a helpful intern, not your legal counsel.
Make final decisions yourself. AI is here to support your judgment—not replace it.
Don’t let it override your voice. Use AI to generate, not to define your brand.
Start Small. Stay Grounded. Let AI Support You.
You don’t have to overhaul your whole workflow overnight. Try using AI this week to draft something small: a difficult email, a team announcement, or a new idea you’ve been putting off. You might be surprised at how much lighter it feels.
Running a mission-driven business or consultancy doesn’t mean you have to do everything the hard way. You can be both heart-led and strategic. AI can help you protect your time, stay focused on your purpose, and keep your operations moving forward—without sacrificing your values or vision.
