Time is cash in advertising and marketing, so why not use AI workflows to spice up productiveness? I spoke with a few of my colleagues at HubSpot, and so they say they’ve discovered workflows that maximize their productiveness, save time, and act as the right automated assistant.
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When you‘re on the lookout for workflows that make your work life simpler, you’ve come to the suitable weblog.
However earlier than we get into their experiences, let’s dive into the advantages of AI workflow automation.
Advantages of Productive AI Workflow Automations
An enormous good thing about AI workflow automation is that it could actually act as an assistant to whom you delegate duties. My colleagues on the Advertising and marketing In opposition to the Grain podcast would agree.
“The factor I’ve discovered about AI is that it really works finest if you deal with it like a collaborator and never only a software,” says the podcast‘s host, Kipp Bodnar. “It’s there that can assist you get going. It sparks concepts, making beginning absolutely anything 100 instances simpler.”
And it is as a result of AI can sift by and analyze knowledge a lot quicker and extra effectively than people, which brings me to my subsequent level: AI workflows can prevent hours doing repetitive duties. Our 2025 State of AI in Advertising and marketing report discovered that AI can save 1-3 hours of labor on duties like:
- Media content material creation
- Textual content-based content material creation, resembling blogs and ebooks
- Analysis
- Brainstorming
So, what AI workflows are you able to undertake into your technique? Let’s dive in.
Productive AI Workflows Utilized by HubSpotters
1. Undertaking Assistant
You have in all probability heard of Construct-A-Bear, however have you ever heard of Construct-Your-Assistant? Okay, that joke was a bit tacky, however the level is, you may construct your individual AI venture assistant that may assist you work smarter and never tougher.
“A venture AI assistant is principally simply how you utilize ChatGPT, Claude, and Google for work,” he says. “It is principally creating, in ChatGPT, a particular venture for an consequence you are attempting to realize inside a enterprise.”
For instance, for instance your objective is to develop demand for your enterprise by 50% 12 months over 12 months, otherwise you wish to enhance month-to-month lively customers to your app or web site.
The targets could sound easy, however they require the work of groups, particular person contributors, direct studies, paperwork, and extra.
“For every of these outcomes and tasks, I create a ChatGPT venture,” Keiren explains. Not a fan of ChatGPT? That is nice. You can too make a Clause venture or a Gemini gem.
Kieren says there are three components of your AI venture assistant: context, templates, and directions.
Context
The context could be unstructured and structured knowledge, resembling assembly transcripts, strategic paperwork, emails, venture correspondence, and deep analysis.
“All of this data that we have now had eternally turns into far more worthwhile and usable due to AI,” says Kipp‘s co-host, Kieren Flanagan. “One of many methods it’s best to take into consideration your use of AI is, ’Am I getting the utmost quantity out of the structured and unstructured knowledge I’ve’ earlier than transferring on to different use instances.”
Templates
Kieren says templates are supplies you can provide the AI to make use of, in order that if you request a activity, it could actually carry out the duty within the format you need.
For instance, he needed to craft a memo, and he may add a memo template and request the AI to create a memo utilizing the template offered.
You might additionally add templates for:
- Bi-weekly momentum drivers
- Month-to-month standing updates
Directions
Your directions are the way you need the AI system to work. What your directions are or how they give the impression of being is as much as you and your venture wants, however for reference, these are the directions Kieren offers to his ChatGPT AI venture supervisor:
“1. Be clear, concise, and insightful: Preserve responses to the purpose, however make sure you present sufficient context to help your conclusions. Prioritize readability, however don’t sacrifice depth the place nuance issues.
2. Floor suggestions in proof: When referencing inner documentation, cite the precise doc title or supply clearly (e.g., “2024 Q3 GTM Technique Doc”). If related, embrace particular excerpts or web page numbers.
3. Actively floor blind spots: Don’t simply reply to the immediate — proactively determine dangers, missed alternatives, or potential second-order results I is probably not contemplating.
4. Problem my considering respectfully: If my assumptions or logic seem flawed, provide a greater various. Clarify why your reasoning diverges, with a constructive tone and supporting proof.
5. Herald exterior perspective the place worthwhile: Use real-world case research, business benchmarks, or aggressive insights to strengthen suggestions or broaden strategic considering.
6. Suppose long-term and systemically: When potential, join particular person duties or issues to bigger strategic targets, org-wide implications, or patterns throughout tasks.
7. Prioritize actionability: Finish with clear subsequent steps, questions to contemplate, or choices to maneuver ahead — particularly when the trail isn’t apparent.”
2. Assembly Assistant
An AI workflow can be a gathering assistant that information, transcribes, and pulls knowledge out of your digital conferences. This workflow is a favourite of my colleague Jeanie Thompson. She particularly loves fireflies.ai assistant.
“I have been loving fireflies.ai for assembly notetaking, particularly if I’ve to overlook a gathering,” she says. “I additionally like it for different duties, like beginning a draft for an interview-heavy weblog publish.”
Justina says fireflies.ai has additionally helped her overview key assembly dialog subjects or a abstract of an interview she performed for her weblog posts.
“I can overview a abstract of our dialog with out having to look at my complete recording again manually,” she explains.
3. Month-to-month Work Planning
Mapping out a month‘s load of labor will be tedious and tough, which is why HubSpot’s lead advertising and marketing author, Laura Browning, makes use of AI to plan her workload. Earlier than AI, Laura spent lots of time getting ready her month-to-month workload.
“It helps me to see visually what I am working with, plus with overlapping assignments and competing deadlines, I want to ensure I go away sufficient time for analysis and speaking to subject-matter specialists,” she says. “Utilizing Claude to do the majority of this has saved me simply a day’s work — plus it is a lot much less overwhelming than attempting to map out all the things myself.”
Laura tells Claude.ai the way to set priorities primarily based on assembly dates and the size of duties. Claude makes use of that data to provide an hourly schedule for Laura’s complete month.
“It does not matter if I comply with it right down to the hour (I by no means do!) — it nonetheless helps me keep on observe,” she says.
4. Pattern Recognizing
A trend-spotting workflow is probably the most attention-grabbing of all of the AI workflows on this checklist. I’d have by no means thought to create such a workflow if Basha Coleman, HubSpot‘s Principal Content material Technique and Operations Program Supervisor, hadn’t herself.
Basha says she used two instruments to create the workflow, Pipedream and Windsurf. Pipedream is an utility builder that helps customers combine numerous instruments and platforms, and Windsurf leverages AI to make coding extra accessible for many who do not contemplate themselves to be tremendous tech-savvy.
“Pipedream brings in all of the instruments you’d use, so it could deliver Ahrefs,” she explains. “Then I would inform Windsurf to construct one thing, and it could create it.”
In Basha‘s case, she created a workflow that identifies and studies on traits each day. The workflow builds a spreadsheet day-after-day at 9:15 am and pins a brand new tab of the day’s search engine marketing traits to the spreadsheet.
“And I can simply take a look at it and say, ‘Yeah, we’ll discuss that this week,’ and create a quick, and that is it,” she says.
These are only a few workflows you may implement in your each day life. I strongly advocate experimenting with different AI instruments to find out what most accurately fits your wants.
