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Chapter 15 of 15

Building Your Personal AI System

How to design a setup that fits your work, build lasting habits, and keep evolving as the tools do.

In this chapter

Tools to consider

ChatGPT

Core AI assistant for most professionals

Claude

Writing, analysis, and long-form thinking

Perplexity

Research with cited sources

Google Gemini

Google Workspace integration and current info

Microsoft Copilot

Microsoft 365 and Office integration

Reclaim.ai

AI calendar and time management

Otter.ai

Meeting transcription and summaries

Descript

Audio and video transcription, editing

Recommended tool stack by role

Manager / Team Lead

ChatGPT or Claude (daily) · Otter.ai or Fireflies (meetings) · Copilot in Outlook (email) · Perplexity (research)

Independent Professional / Consultant

Claude (writing/proposals) · Perplexity (research) · ChatGPT (client communication) · Google Sheets + Gemini (analysis)

Healthcare / Legal / Finance

Claude (drafting, never final advice) · Perplexity (cited research) · ChatGPT (admin and communication) · Always verify critical outputs

Educator / Trainer

ChatGPT (content creation) · Claude (curriculum design) · Perplexity (current research) · NotebookLM (study materials)

Your 30-day starter plan

Week 1

Pick one tool and use it daily. Choose ChatGPT or Claude. For seven days, use it for at least one real work task per day — drafting an email, summarizing a document, planning your day. Don't switch tools.

Week 2

Build three prompt templates. Identify your three most repetitive work tasks. Use the prompts from Chapter 2 to build a reusable template for each. Save them somewhere accessible in under 10 seconds.

Week 3

Add AI to your meetings. Try Otter.ai or Fireflies for one week of meetings. Use the post-meeting prompt from Chapter 6 to generate your action items. Compare the time spent vs. your old method.

Week 4

Review and systematize. Look back at the month. What saved the most time? What felt forced? Drop what didn't work. Double down on what did. Set a monthly reminder to repeat this review.

Prompts to use

Click any prompt to expand it, then copy and paste directly into your AI tool.

I work as [profession]. Here are the tools I currently use: [list]. Based on how I spend my time, which AI tools should I add, which should I use more, and which might I not need?
I need to build a personal prompt library for my work as [profession]. The five tasks I do most often are: [list]. Write me a reusable prompt template for each one.
Here's how I used AI this month: [describe what you did, what worked, what didn't]. What should I keep doing, stop doing, and try next month?
I want to set up a custom system prompt for the AI tool I use most. I work as [profession], my main use cases are [list], and I want the AI to always [specific behavior]. Help me write a setup instruction I can paste at the start of every session.
I've been using AI for [time period]. Here are the ways I use it: [list]. Am I using it at the level I should be for someone in my role? What am I leaving on the table?

Can't find the right prompt?

Ask your AI tool to write one for you:

"I need to [describe your goal in one sentence]. Write me a clear, specific prompt I can use to get the best possible result from an AI assistant."
View full prompt library →

Video tutorials

Curated videos to go deeper on the topics in this chapter.

You made it.

Productivity for Women

By Rachel Holt — Available in Kindle and paperback

Kindle — $9.99 Paperback — $17.99
← Chapter 14 Back to Rachel Holt →