How to Use Technology for Better Productivity

85% people are doing this backwards. They think they’re upgrading productivity… But they’re quietly building a new kind of busy. More tools. More tabs. More prompts. More output. Yet somehow… less clarity. less speed. less leverage. And the worst part? It feels like progress. But it isn’t. After working with teams implementing AI across real workflows, I’ve learned one simple truth: AI only helps when it reduces friction. If it increases friction, it’s a distraction. AI can make you faster… Or make you feel productive while staying stuck. Here are the 6 rules that keep AI useful (and not exhausting): 1) Use AI where repetition exists ↳ If you do it weekly, AI should touch it. ↳ If you do it once a month, skip it. 2) Use AI where quality is “good enough” ↳ First drafts ↳ summaries ↳ structure ↳ formatting ↳ idea expansion AI should support your thinking, not replace it. 3) Never use AI to decide what you should decide ↳ Strategy ↳ high-stakes judgement ↳ people decisions ↳ business priorities AI can inform. But you must lead. 4) Don’t use AI if it adds more steps ↳ If it takes 6 steps to save 1 step… stop. ↳ If you need 20 prompts to get clarity… stop. AI should simplify the workflow. Do not create a new one. 5) Turn the output into an asset ↳ Save the prompt ↳ Save the structure ↳ Create a repeatable mini-playbook Most people “use AI”. Winners build systems with it. 6) Know when to skip AI Sometimes the fastest move is to write the email yourself. Or send the voice note. Or make the call. Not everything needs AI. Only the right things do. AI is not a replacement. It’s a multiplier. But only when you use it at the right moment. ♻️ Repost to help someone stop using AI to create more work. ➕ Follow Bob Young for more practical AI insights that drive real results.

Last quarter, I sat down with a dozen organizations to understand how they're empowering their blended teams to succeed. A fascinating pattern emerged in our discussions about technology. One of the most striking success stories came from a financial services firm that cut their project coordination time by 50%. Their approach wasn’t about using more tools—it was about selecting the right ones and ensuring they were integrated into their workflow effectively. What stood out across industries is the critical role that the right technology plays in team success. Some of the most effective tools include: - Project management platforms (like Monday.com or Trello) that give everyone instant visibility - Communication tools (Slack, MS Teams) that bridge the physical/virtual gap - Secure document sharing systems (O365/Sharepoint, Dropbox, Google Workspace) that balance collaboration with data protection - Virtual workspace tools (Zoom, MS Teams) that empower distributed teams collaborate effectively   What truly sets successful teams apart is how they use these tools. For example, one team standardized MS Teams for all communication and collaboration, creating a unified space for real-time work. They also used AI for automated note taking, generating concise meeting summaries and highlighting key moments in video recordings, ensuring that team members who couldn’t attend could quickly catch up on the most critical parts and stay aligned.   The key takeaway here? Technology isn’t just about having the latest tools—it’s about making the right tools work for your team and using them in a way that enhances productivity and collaboration.   What tools have you found most effective for your blended teams? How do you ensure you're using them to their fullest potential?   #WorkforceTech #DigitalTransformation #FutureOfWork

How are you using AI to boost productivity at work? Don’t waste its potential! I recently overhauled how I use tools like Gemini and ChatGPT, and the impact on my productivity and communication clarity has been immense. 1. Use AI to write the initial draft of any email, report, or pitch based on 3-5 bullet points. This defeats the 'blank page' problem and saves you 30+ minutes of staring at a cursor. 2. If you tend to be verbose (like me!), use AI as your personal editor. I input a long paragraph and use the prompt: "Rewrite this to be 3 direct, action-oriented bullet points for an executive audience." It cuts the waffle and focuses the message instantly. 3. Instead of reading 50 pages of market research, input the document and ask for a summary that highlights the top 3 risks and opportunities for your business unit. Instant, targeted insights. AI isn't just a trend; it's a foundational tool for high-value work. If you're not using it to communicate more clearly and save time, you're falling behind. #LinkedInNewsUK #AI #ProductivityHacks #BusinessCommunication #FutureofWork

Here’s how I am using to AI to improve productivity of day-to-day tasks as a Product Manager. Our lives as Product managers is a mixture of chaos, ambiguity and thousands of pending chats and emails. Discovering AI tools giving them enough context and to keep exploring ways AI can help becomes a task sometimes rather than easing our tasks. Some effective ways⬇️⬇️ 1. Custom GPT for writing user stories We write JIRAs daily as a part of our job, and you know how important it is for the ticket to contain the problem statement, ask and dependencies all layer out clearly. Trained a custom gpt-> I just have to give requirements and it writes down user stories for me. 2. Atlassian rovo agent for reviewing JIRAs A couple of tickets gets assigned to PMs on a daily basis, to save time spent I just ask the inbuilt Rovo agent to answer the two prompt: - Summarise the issue happening on the JIRA for me - Analayse all comments to identify next set of steps 3. Sending follow ups and meeting summaries I generally record my Microsoft meeting, download transcript. Ask AI to summarise and collate. 💡Will update this list weekly and keep adding 1-2 more AI tools and share my opinion on whether they are time consuming or time saving. #ai #tools #productmanager #productivity

What truly sets top performers apart is not just hustle—it’s their tech stack. I spent years testing tools for better focus and efficiency, and I can tell you: working smarter beats working harder every time. The most productive people don’t use more tools. They use the right ones—and make them work together. Here’s a typical high-performer’s tech stack (and why it matters): 🗂️ Notion or ClickUp → For organizing tasks, projects, and notes in one place. Say goodbye to scattered to-do lists. 📅 Google Calendar → For time blocking and protecting focus sessions. Because if it’s not on the calendar, it often doesn’t happen. 🤖 ChatGPT or AI Tools → For brainstorming, drafting content, and automating repetitive tasks. AI isn’t just hype—it’s a real productivity multiplier. 💬 Slack or Teams → For fast, targeted communication that replaces endless, draining meetings. ☁️ Cloud Storage → For accessing files anytime, anywhere. No more “I left it on my other computer.” Pro tip: It’s not about having lots of tools. It’s about having the right tools that integrate smoothly—supporting your workflow instead of interrupting it. Personally, refining my own tech stack has been a game-changer. It’s like having a personal productivity assistant that never sleeps. What about you? What’s one tool in your stack you can’t live without? Share it in the comments—I’d love to learn from your experience. And if you want more practical strategies for productivity, technology, and smarter work, feel free to follow me here on LinkedIn. #Productivity #TechStack #FutureOfWork

You are not disorganized, you are creative! AI is here to solve the challenge for you. The research shows that creative professionals, executives, and entrepreneurs often have intuitive, non-linear thinking styles that clash with traditional, linear productivity systems. AI can address this by customizing systems to fit individual cognitive styles, building frameworks that align with how your brain works, not against it. I really value these research papers (pasted in a separate chat below). Most productivity apps are still based on one-size-fits-all methods, ignoring the basic differences in how people process information. But AI is here to change it all. If this week you are drowning in posting notes, to-do lists, and still searching for clarity, here are three ways AI can help. 1. Use AI to turn a mess into clarity. If you are like me, you have ideas scattered across posting notes, a written to-do list, Slack, emails, voice memos, and random notebooks. Do not fear; it’s not due to a lack of organization - that's just how thinking works. Take screenshots of everything, upload them to ChatGPT, Claude, or your favorite AI model, and ask your AI employee: "Turn this into a one-page update with clear sections: Context, Key Decisions Needed, Next Steps, and Open Questions." Suddenly, our crazy way of documenting our thinking becomes a clear roadmap. 2. Use AI to simplify complex information. The reason you're overwhelmed with reading a large amount of documents isn't because you're not smart enough. It's because the information wasn't designed for clarity. Paste that long report, technical doc, or confusing email thread into AI and ask: “Help me to explain this in three bullet points, then give me the one decision I need to make." Clarity isn't about reading more; it's about extracting what matters. AI gives you your time back. 3. Use AI to create your personal operating system. You don't need another productivity app. Trust me, I’ve tried them all, and I was still feeling unorganized. You need a system that matches how YOUR brain works. Ask AI: "Based on my work style [describe it], create a daily template that includes time blocks, decision-making frameworks, and prompts to keep me focused." Customize it until it feels like a second brain, not a straitjacket. You can utilize AI for more than just answering questions. Use it to transform information overload into clarity, structure, and a system that actually works for you. Organization isn't about discipline - it's about design. Have a productive week and celebrate your creative mind. If you have any better productivity hacks with AI, share them with our community. #AIproductivity #AILeaderEdge

I've been extensively using Claude 3.5 Sonnet and found an excellent pattern for maximizing AI productivity. Here's my 6-step guide: 1. Use AI to create data models with Pydantic Describe your data models to an LLM or use existing JSON to create models within your problem domain. 2. Use AI to create your 'primitives' Develop basic functions like 'list_okrs', 'list_current_tasks', 'create_new_task', etc. Each primitive should take one argument and return one output from your data model. 3. Give your model access to your primitives as tools Describe your tools with a name, description, and input_schema (your Pydantic model). Supply this list to your LLM when creating messages. 4. Write a detailed prompt Create a comprehensive prompt in Markdown, describing exactly what you want to do. Include examples of how your tools are sequenced together. 5. Use and iterate! Put your system to work and modify your prompt if the agent isn't performing as expected. Make iteration easy for yourself. 6. Help others! Share insights, prompts, and code to help colleagues be more productive with AI. For more details and examples, check out: - Daniel Miessler's "Fabric" project: https://lnkd.in/gxw7SJeQ - My repo on using Claude tools: https://lnkd.in/gfqct4VJ How are you using AI to improve your workflow? Share your experiences below! #AI #Productivity #WorkflowOptimization #Claude #MachineLearning

More Tools ≠ Better Productivity Are you juggling a plethora of #productivity tools, hoping they'll streamline your workflow? Let's debunk the myth that a multitude of tools automatically translates to enhanced productivity. 🚫🧰 While the allure of new apps and software is tempting, falling into the trap of tool overload can lead to more chaos than efficiency. Here's why: Complexity Overload: Managing multiple tools means navigating through various interfaces, learning curves, and updates. This complexity can overwhelm, consuming valuable time better spent on actual tasks. Data Disarray: Each tool becomes a silo of information, scattering your data across platforms. Finding what you need becomes a treasure hunt, wasting precious moments and hampering collaboration. Decision Dilemma: With an abundance of tools comes decision fatigue. Choosing which tool to use for each task becomes a mental hurdle, sapping your cognitive resources and slowing down progress. Instead of drowning in a sea of tools, adopt a minimalist approach to your toolkit. Here's how: Purposeful Selection: Identify your core needs and objectives, then select tools that directly address them. Quality over quantity reigns supreme in building your toolkit. Seamless Integration: Look for #tools that seamlessly integrate with each other, creating a harmonious workflow. A well-integrated toolkit reduces friction and boosts efficiency. Master the Essentials: #Focus on mastering a select few tools that offer essential features tailored to your workflow. Deep familiarity breeds proficiency and streamlines your processes. Centralization Strategy: Consolidate your tasks and data within a centralized platform wherever possible. A unified hub simplifies navigation, fosters collaboration, and declutters your digital workspace. Remember, productivity isn't about the number of tools at your disposal but how effectively you wield them to achieve your goals. Let's ditch the tool overload and embrace simplicity in pursuit of true efficiency. Are you ready to streamline your toolkit? Share your thoughts on productivity tools in the comments below! Follow Sagar Amlani

Having this mindset will make you unstoppable: "I don't know how, but I'll find a way." This one thought fuels countless success stories. It helps you see challenges as opportunities. It keeps you moving forward when things get tough. Why This Mindset Wins: ✅ Resilience ↳ Overcomes obstacles with determination and grit. ↳ Bounces back stronger after every single setback. ✅ Creativity ↳ Finds solutions to challenging, complex problems. ↳ Thinks outside the box to achieve success. ✅ Adaptability ↳ Adjusts quickly to changing environments. ↳ Thrives in uncertain or unfamiliar situations with ease. ✅ Persistence ↳ Never gives up, no matter the challenge. ↳ Keeps pushing until success becomes inevitable. But here’s the truth: In today’s world, mindset isn’t enough anymore. To lead successfully, you need more than grit. You need the right tools, strategies, and systems. And that means leveraging technology effectively. How Technology Fuels This Mindset: 💡 Resilience Meets Automation ↳ Automation keeps you moving through tough times. ↳ Tools like AI help overcome common setbacks. 💡 Creativity Amplified by Innovation ↳ Technology sparks creativity and problem-solving. ↳ AI tools like ChatGPT save hours and effort. 💡 Adaptability Enhanced by Data Insights ↳ Real-time dashboards help leaders pivot. ↳ Data-driven decisions make adaptability effortless. 💡 Persistence Simplified with Efficiency ↳ Technology eliminates time-wasting tasks instantly. ↳ Less busywork, more focus on what actually matters. How to Start: 1️⃣ Embrace Digital Challenges ↳ View technology as a tool, not a threat. ↳ Test tools that simplify, automate, or organize tasks. 2️⃣ Stay Curious About Tech ↳ Ask your IT provider why certain tools are used. ↳ Take online courses to learn AI and cybersecurity. 3️⃣ Build a Tech-Driven Network ↳ Connect with peers using technology to drive results. ↳ Partner with experts who align with your goals. 4️⃣ Track Small Wins with Tech ↳ Use CRMs or apps to measure your growth. ↳ Celebrate every way technology simplifies your life. Steps You Can Take Today: 📌 Audit Your Tech Stack ↳ Are your tools helping or just adding complexity? 📌 Explore AI Solutions ↳ Where can AI save time or reduce risks? ↳  Psst I have a workshop on this November 20th 📌 Ask Your IT Provider Tough Questions ↳ Do they understand your business or just tech? ↳ Are they proactive or only fixing things reactively? ↳ Check out my FFREE IT Checklist in the comments! 📌 Create a Tech Vision ↳ What could you achieve with better technology? ↳ Set clear goals for transformation, not maintenance. ↳ I created a FREE community to support this process! Never doubt the power of determination. But remember: Determination powered by technology? That’s the ultimate game-changer. 👇 Share your thoughts below! ♻️ Found this valuable? Share it with a fellow leader.

Are you using AI in the most productive way? Many people use AI for quick wins—like drafting emails or summarizing meetings. That’s good, but there’s a better way. Instead of just tossing tasks at AI, have a conversation with it. Delegate, don't abdicate. Here's what I mean:  ✔️ Good: Ask AI to conduct a search.  ✅ Better: Have AI do an in-depth review of studies, summarize key takeaways, and provide source links.  ✔️ Good: Use AI to draft an email or report.  ✅ Better: Write a rough version yourself, then tell AI what you don’t like about it so it can suggest improvements in the exact tone and style you need.  ✔️ Good: Ask AI to summarize a meeting.  ✅ Better: Have AI extract key action items, assign them to team members, and suggest next steps.  ✔️ Good: Use AI to brainstorm ideas.  ✅ Better: Give AI constraints like budget, audience, and timeline so it generates realistic, actionable ideas instead of generic ones. It’s not about replacing what you do—it’s about making space for your most valuable work. The stuff you do best! What’s another tip you'd suggest to improve the way we use AI? #productivity #success #bestadvice #davecrenshaw