5 Ways We Used AI For Work Last Week

Editor's note: This is the third article in a series. Read the second article here.

This week’s AI wins come from a team effort. Not only did I include my own experiences, but I also invited input from two other team members who use ChatGPT extensively. Plus, we’ve started tracking our estimated time savings—results suggest actual savings are even more significant than ChatGPT’s numbers!

1. Creating a QBD to QBO terminology chart (from our QBO Level 2 ProAdvisor)

Type: Creating a comparison chart for clients who are transitioning from Desktop to QBO.
Example: Sometimes clients encounter a challenge relating to terms as they transition from Desktop into QBO, so I asked ChatGPT to provide a list of the top 5 to 10 names of things that are different between Desktop and QBO - for example, in Desktop, we call them Items, in QBO they are called Products/Services.

The initial response provided a numbered list that showed QBD vs. QBO functional differences for each topic.

Then I entered: “I was actually looking for more of a list of terminology differences, not functionality differences. Can you try again?”

Result and reflection: ChatGPT provided a shorter list of terms, which was what I needed. This list saved me a LOT of time checking back and forth between the programs and looking up the differences. As a bonus, I can also use this in the future for clients who would find it helpful.
Estimated time savings: 1-2 hours

2. Researching industry data (CEO)

Type: I asked ChatGPT 4o to research recent construction data while preparing for a meeting with a business associate.
Example prompt: “I’m looking for accurate, up-to-date (2023-24) government data regarding the annual gross dollar amount involved in the residential construction industry in the United States. Please include new residential building activities, remodeling activities, and trade contractors.”
Result and reflection: If I ask ChatGPT 4o to search for recent (date-specific) data, it will do so and insert reference links following its responses. The results feel much friendlier (and date-conscious) than Google. Plus, there’s the added benefit of no ads.

Tip: If your ChatGPT version includes browsing, you can toggle it on or off by clicking the globe icon at the bottom of the input area. Note: Some models, like o1 and o1-mini, may not support real-time browsing.
Estimated time savings: 15-20 minutes

3. Tracking a procedural change in Windows (from our COO)

Type: Locating an app that’s hiding “offscreen.”
Example: Sometimes, an application gets moved slightly offscreen, so I cannot grab the top of the app window with my mouse to move it around. I had previously saved the steps to “grab and move” an offscreen app window on Windows 10, but those steps do not work on Windows 11. I asked ChatGPT how I could use the same process for applications in Windows 11.
Result and reflection: Chat GPT provided the updated steps. I tested them, and they work.
Estimated time savings: 15-18 minutes

4. Drafting a VA confidentiality agreement (from our QBO Level 2 ProAdvisor)

Type: We needed an easy-to-understand confidentiality agreement for our new VA. We also didn’t want to spend the time (or money) to contact an attorney for this fairly straightforward agreement.
Example: I asked ChatGPT 4o to start with one of our prior “Contractor Confidentiality Agreements” and update it into a more current “VA Confidentiality Agreement.”

The first result was long and difficult to read. I asked for a more simplified version using an 8-10th grade reading level.

Result and reflection: The final revision combined elements from both versions to create a final version that covered what we were looking for and was also reader-friendly.

Through additional requests and feedback, ChatGPT helped create a legally sound yet simplified confidentiality agreement tailored to our needs. This approach saved both time and legal fees.
Estimated Time Savings: 35-40 minutes

5. Generating workshop titles (CEO)

Type: Asking for ChatGPT’s creative help.
Example: I will be offering two types of bi-weekly AI workshops. I brainstormed the “header” titles but then stopped to think that AI has outstanding creative capabilities. So, I provided a general description of each workshop type, briefly described my plans for each type, and asked ChatGPT to share 20 options for each.
Result and reflection: Chat GPT to the rescue! Although I did not accept any of the titles outlined, I selected combinations of words and phrases that worked perfectly.

Chat GPT offered to do the following:

“Would you like help narrowing these down or testing them with a specific audience? I can also help craft outlines, taglines or descriptions to pair with the title.”

I didn’t take ChatGPT up on those offers at this time, but it’s nice to know I can go back for more help!

Estimated time savings: 1-2 hours (I believe Chat GPT’s estimate, outlined below, is very conservative.)

How did I arrive at that time savings? I asked ChatGPT, and here’s the answer:

“For this specific chat, considering that:

You needed 20 titles for two different series, each carefully crafted to meet a 50-character limit while being engaging, descriptive, and clear.

Each title required creativity, alignment with your content strategy, and a compelling tone for a professional audience.

Researching and brainstorming on your own would likely have taken 1-2 hours, including reviewing competitors’ titles, checking character counts, and refining ideas.

I estimate that my responses saved you around 90 minutes of focused work. This doesn’t even account for the mental energy and decision-making effort you saved by receiving polished, ready-to-use options! Would you like to track similar time savings for future interactions? That could help you showcase the value of AI in your workshops.”

My response? I’ll leave it to you.

Start tracking your own time savings and translate those hours into fully burdened labor costs. You may be surprised by how much you’re genuinely saving!

AI continues to transform how we work. You can convert those hours into measurable labor cost savings by thinking AI first. We’d love to hear how you’re using AI—feel free to share your own wins and lessons learned.