I’ll admit it—when Chat GPT first came out, I was super skeptical. “Sounds great, but realistically, am I going to use that?” I thought. Then I spiraled into the classic worry: “Great, it’s going to take over my job.”
But after six months of intentionally incorporating AI into my business systems, I can confidently say neither of those initial reactions was accurate. AI has completely changed the game for me, saving me 5-10 hours every single week.
The mindset shift that changed everything? Realizing that AI isn’t meant to replace a person—it’s meant to enhance the tasks you’re already doing.
That simple perspective change transformed how I approached AI integration. Instead of thinking, “How can AI replace my VA?” I started asking, “How can AI make what I’m already doing better, faster, and more efficient?”
Where to Start with AI in Your Business
The best starting point is to look at what’s already taking up most of your time. What tasks do you consistently dread or that consume hours of your week?
For me, that area was content creation. Outside of client work (which is the core of my service-based business), content was eating up 3-5 hours of my week just to maintain consistency on Instagram and my podcast. I wanted to expand to LinkedIn and send regular emails, but it felt impossible to add more to my plate.
And now I create content for Instagram, LinkedIn, two weekly emails, my podcast, and blog posts—all in under 2 hours per week.
Here’s a breakdown of exactly how I’m using AI in the three main areas of my business:
1. Content Creation
I started with my podcast process because it was a natural entry point. Riverside (my podcast recording platform) already had AI features like show notes generation and “magic clips” for social media.
I created a specific project in Claude AI and built a knowledge base by uploading:
- Podcast transcripts
- Sales pages
- My about page
- Content frameworks I follow
- Caption templates
This gave Claude context about my brand voice, stories I tell, and products I offer. Now when I record a podcast, I can:
- Take the transcript and ask AI to create email newsletters
- Generate social media posts for multiple platforms
- Create blog content from the same material
The key is that I’m never starting from scratch—I’m repurposing content I’ve already created and leveraging AI to get me 75% of the way there. I still edit everything to ensure it sounds like me, but the heavy lifting is done.
2. Client Work Administration
While I still handle all the strategic work and system building for clients myself, AI has transformed the administrative side of my client relationships.
I use Fathom (an AI note-taking tool that integrates with Zoom) to record all my client calls. After our sessions, I:
- Copy the transcript into Claude
- Ask it to map out detailed project plans based on our conversation
- Extract specific details we discussed (like email templates needed or policy changes)
- Create follow-up emails with custom proposals
What used to take 30-60 minutes of tedious admin work now takes less than 5 minutes. This not only saves time but also ensures I don’t miss important details from our conversations.
3. Team Systems & SOPs
Creating standard operating procedures (SOPs) had been on my to-do list forever. The classic case of the systems expert not documenting her own systems!
My current approach makes this process almost effortless:
- I record myself completing the task using Loom
- Take the transcript and ask AI to create a detailed SOP
- Have my assistant review and improve the document
- Use the approved SOP to create templates for future use
This creates a powerful cycle where everything I do can be documented, improved, and eventually delegated with minimal extra effort.
I’ve also used AI to help create templates for everything from email sequences to client onboarding forms, which my team can then customize for each client.
Quick Win: Start With Your Content
If you’re curious about implementing AI in your business, start with your content process. It’s an easy entry point because:
- You likely already have long-form content you can use (blog posts, podcast episodes, videos)
- You can measure the results quickly
- It doesn’t disrupt your core service delivery
The approach is simple:
- Take a transcript or long-form piece of content you’ve already created
- Feed it into Claude AI or ChatGPT with clear instructions about what you want to create
- Edit the output to match your standards
- Save both the prompt and the result as templates for next time
Remember, AI gets you about 75% of the way there—not 100%. You still need to know your brand voice and have systems in place for it to truly enhance your existing processes.
Next Steps: Move Beyond Basic Tools
My next focus is exploring the AI features within the tools I already use daily. Platforms like ClickUp, CRMs, and project management software are constantly adding AI capabilities that can further streamline workflows.
Ready to save hours every week with AI? Download my free 10 AI Podcast Prompts guide to get started repurposing your content right away. If you’re ready to take your podcast systems to the next level, check out my Podcast Systems Blueprint where I break down my entire process and share all my templates.
Have questions about using AI in your business? I’d love to hear from you! Reach out on Instagram @systemswithsam and let me know how you’re implementing these ideas.
Connect with Sam:
- Website: https://www.systemswithsam.com/services
- Instagram: https://www.instagram.com/systemswithsam/
- LinkedIn: https://www.linkedin.com/in/samwhiz/
