AI Tools For Communication

How I use Claude.ai to save time and hassle chasing submissions from businesses We’ve all had to wait on forecast information, or received incomplete submissions and then had to chase. The good news is that automating this task, which isn’t my favourite(!) is quick and easy using AI. To give an example, I’ve generated a script using a simple prompt in Claude.ai to read reports (in this case csv, word, pdf and powerpoint) and query unclear items or where an explanation is needed. This saves time and allows me to move onto other things. Here’s what the script does: Reads reports in CSV, Word (DOCX), PDF, and PowerPoint (PPTX) formats Automatically detects the file type and processes accordingly Analyzes the report content for unclear items or those needing explanation Generates a formatted HTML email with the findings Sends the email to relevant stakeholders Saves a copy of the email content as an HTML file for record-keeping This versatile automation can save hours of manual work across different document types and ensure that important issues are promptly addressed. And it’s not just useful for treasurers, it can be used by project managers, team leads, and anyone dealing with regular reporting processes using various file formats. Key features of the script: Uses pandas for data manipulation Implements file type detection and appropriate reading methods Utilizes libraries like python-docx, PyPDF2, and python-pptx for different file formats Generates clean, formatted HTML emails using Arial font Easily customizable for different report formats and email content I've included the full code in the comments below. Feel free to adapt it to your needs or reach out if you have any questions! This is just one example of the type of automation that we’re focussing on at Your Treasury - AI your way I’d encourage you to go to Claude.ai and try creating something similar yourself. #Python #Automation #ProjectManagement #DataAnalysis #EmailAutomation #DocumentProcessing ——————————————————- Example prompt Create a Python program where a user uploads a file and python then detects the file type (doc, excel, pdf, PowerPoint) and Python then reads a report and send out emails to relevant stakeholders if anything is unclear or needs more explanation. Produce example code to show this, including the report and a sample email which should be saved as an html file and formatted in Arial text. Prompt me if you have any questions

Last Tuesday at 3 PM, I was staring at 47 unread emails that had piled up during a 2-hour client call: Partnership inquiries Content from my editor to be reviewed Feedback due for  5 different projects Urgent invoice issues, lost somewhere in the inbox chaos My team was asking, "Did you see that email about...?" and I honestly had no idea which email they were talking about 😵💫 Every time I tried to "just quickly check my email," thirty minutes later I'd emerge having barely made a dent. I realized I'd become the bottleneck in my own business. So when one of my team members recommended using Zapier Agents to automatically route messages across our systems based on content, urgency, and context, I finally started getting out of my own way. ❌ 𝗕𝗲𝗳𝗼𝗿𝗲: Manually sorting partnerships, content drafts, and admin ✅ 𝗔𝗳𝘁𝗲𝗿: AI categorizes and routes everything instantly to the relevant Slack channels ❌ 𝗕𝗲𝗳𝗼𝗿𝗲: My team was waiting for me to forward critical messages ✅ 𝗔𝗳𝘁𝗲𝗿: Each person automatically gets the information and marching orders they need in their preferred workspaces ❌ 𝗕𝗲𝗳𝗼𝗿𝗲: 2+ hours daily playing email traffic cop ✅ 𝗔𝗳𝘁𝗲𝗿: 15 minutes reviewing the AI's decisions and handling edge cases This isn't just email automation. It's agentic AI orchestration with Zapier. Zapier's platform easily connects my entire tech stack, and the Agents don't just move messages around: they perceive patterns across channels, reason through priorities, act on complex routing rules, and learn from corrections. It's like having an intelligent assistant that works across Gmail, Slack, Notion, and our project management tools simultaneously. It never sleeps, never misses context, and gets smarter every day. For anyone else drowning in multi-channel communications: This template helped me set up my Inbox Management Agent in minutes. The AI agent handles the heavy lifting while I focus on creating content and growing the business. If you’re ready to transform your inbox chaos into organized workflows (finally), check out the Zapier template in the comments 👇 #ad #ZapierPartner

The Hidden Cost of 'Professional' Emails (And Why I Stopped Writing Them). I've never been one for the polished, perfectly crafted emails. You know the ones - filled with fluff, niceties, and a whole lot of nothing. But even I found myself slipping into the trap of using AI to make my emails sound "just right." Here's the kicker: That 'professionalism' often meant sacrificing authenticity, and the results weren't pretty. AI is fantastic for generating ideas and organizing thoughts, but it can also lead to emails that sound more like a corporate script than a human conversation. Every time I leaned into crafting the "ideal" email with AI, it felt like I was putting on a suit that didn't fit. The more I tried to play the game, the less I connected with the people on the other side and the lower my response rates got. I get TONS of AI generated emails and no matter how "personalized" they are, I can always tell they're written by AI and the only way I can explain it is that they just don't have a soul. Let me give you an example. There was a time when I was trying to write the perfect email to hold someone accountable for ghosting me. I tried a "professional persistence" version, hoping to sound polished and firm. But then, in a moment of frustration and honesty, I simply typed "Did I lose you?" in the subject line and hit send. I got an immediate response. Why? Because it was genuine. It cut through the noise and spoke directly to the person on the other end. (type "ghost" in the comments if you want the link to how i use that email to get an 80%+ response rate when being ghosted) So I ditched the act. I went back to basics - clear, direct communication with a personal touch. My emails are back to being an extension of my conversations, where the only polish was in the sincerity of my words. And guess what? My response rates improved. People didn't respond to the professionalism of the email. They responded to the realness. So here's a thought: Next time you hit 'compose,' ask yourself if you're writing to impress or to connect. Trust me, when you speak from the heart, people listen. #MakeItHappen #Sales #Authenticity #AI

Have you ever asked ChatGPT to write an email and got back something so painfully formal it made you cringe? Or watched it turn your friendly check-in into a corporate memo that sounds like it was written by a robot from the 1950s? Most people are absolutely butchering AI email writing. But it's not the AI's fault. It's yours. **The real problem (and it's not what you think)** Everyone obsesses over the actual writing bit, but that's not where most people mess up. The real issue? Context. Think about it: would you walk up to a brand new EA and say "Write me an email to Sarah"? Of course not. You'd explain the relationship, share previous conversations, mention your communication style. But with AI? We just fire off a prompt and expect magic. Without context, AI starts guessing. Maybe it thinks you're best mates who've worked together forever. Maybe it assumes it's first contact. Maybe it reckons you're discussing this project for the first time when you've actually been collaborating for three months. And AI's guessing game usually ends badly. **A solution that actually works** Step 1: Create a briefing document. Think company background, your role, key projects, and relationships. Everything a good EA would need to know about your work life. Step 2: Build a voice and style guide. Upload some of your best emails and ask AI to identify your writing patterns. Are you warm and conversational? Short and punchy? Do you use humour or stay formal? The AI will create a profile of your writing style that you can reuse forever. Step 3: Set up your AI workspace properly. Every platform has a different name for the same thing: • ChatGPT or Claude: Create a "project" • Microsoft Copilot: Create an "agent" • Google Gemini: Create a "gem" Upload your briefing document and style guide, and suddenly your AI knows who you are and how you communicate. **When to use AI for emails (and when not to)** Skip AI for: • Quick confirmations ("Yes, Tuesday works") • Simple responses that take 30 seconds to write • Anything that takes longer to set up than to write Use AI for: • Email introductions (those tricky "let me introduce you to..." messages) • Customer support responses • Sales emails • Repetitive queries (HR questions, product info, hotel bookings) • Anything where tone matters and you need to get it just right **Your action plan** 1. Pick one type of email you write regularly 2. Write a one-page brief about your role and key context 3. Upload 3-5 of your best emails to AI and ask it to create your writing profile 4. Create a project/agent/gem and upload your documents 5. Test and refine The difference between AI that writes like a robot and AI that writes like you? Context, context, context. Want to master this stuff? Inventium's GenAI Productivity Upgrade starts October 15. https://lnkd.in/gfeKDvWb

🔬 #ArtificialIntelligence 𝗧𝗿𝗮𝗶𝗻𝗶𝗻𝗴: 𝗧𝗲𝗮𝗰𝗵 𝗬𝗼𝘂𝗿 𝗧𝗲𝗮𝗺 𝗜𝗻𝗯𝗼𝘅 𝗠𝗮𝗻𝗮𝗴𝗲𝗺𝗲𝗻𝘁! 𝗦𝘁𝗼𝗽 𝗱𝗿𝗼𝘄𝗻𝗶𝗻𝗴 𝗶𝗻 𝗲𝗺𝗮𝗶𝗹. 𝗛𝗲𝗿𝗲'𝘀 𝗵𝗼𝘄 𝘁𝗼 𝘁𝗿𝗮𝗶𝗻 𝘆𝗼𝘂𝗿 𝘁𝗲𝗮𝗺 𝘁𝗼 𝗯𝘂𝗶𝗹𝗱 𝗟𝗟𝗠 𝗽𝗿𝗼𝗺𝗽𝘁𝘀 𝘁𝗵𝗮𝘁 𝗮𝗰𝘁𝘂𝗮𝗹𝗹𝘆 𝘁𝗮𝗺𝗲 𝘁𝗵𝗲 𝗶𝗻𝗯𝗼𝘅. You know the feeling. 100+ emails a day, half of them need sorting, three need immediate action, and the rest? Noise. Your employees waste hours on inbox triage that an AI could handle in seconds—if they knew how to ask it the right way. That's where Context Engineering for Email comes in. 𝗕𝗮𝗱 𝗣𝗿𝗼𝗺𝗽𝘁 𝗘𝘅𝗮𝗺𝗽𝗹𝗲 Most people don't realize that a bad prompt sounds like this: ==> "Organize my emails" 𝗕𝗲𝘁𝘁𝗲𝗿 𝗣𝗿𝗼𝗺𝗽𝘁 𝗘𝘅𝗮𝗺𝗽𝗹𝗲 But a good prompt sounds like this: "Review my inbox and categorize each email as: (1) Urgent—needs response today (2) Action—do this week, or (3) FYI—read later. For each, list the sender and main ask in one sentence. Output as a table." 𝗔𝗻𝗮𝗹𝘆𝘀𝗶𝘀 See the difference? The second one tells the AI exactly what you want, how to structure it, and how to deliver it. Start with the 3-step framework: 1.     What: Name the exact task ("Summarize this thread so I only read the key points") 2.     How: Tell the AI how to structure the output ("Use bullet points, max 3 bullets") 3.     Why: Give context so it understands the intent ("I need this to spot action items quickly") Then give them a real-world email prompt they can use today: "I receive 50+ emails a day. Create a daily digest that: lists emails needing my direct response (with sender name and action), groups FYI updates by topic (no more than 3 lines per group), and flags anything urgent in red. Sort by priority. Use a simple table format." 𝗧𝗵𝗲 𝗠𝗮𝗴𝗶𝗰 Your team writes this prompt once, reuses it daily, and suddenly has three hours back each week. They'll see immediately how specificity beats vagueness, how structure beats rambling, and how context beats guessing. 𝗧𝗵𝗲 𝗥𝗲𝗮𝗹 𝗪𝗶𝗻 Once they nail email, they use these same skills for proposals, reports, brainstorms, and customer responses. Prompt engineering becomes a career skill, not a party trick. Start this week. Pick one person on your team, walk them through the framework with their actual inbox, and let them build the prompt together with you. Watch them light up when the AI nails it on the first try because they asked the right way. Please follow me for more tips! T. Scott Clendaniel

AI is cloning me to the tune of 80+ hours a week. Here are 5 ways I use AI to multiple time so I can live all out at home with real balance in my work: Script Refinement I draft recruiting messages by giving AI the “framework” and then giving it the research on the candidate.  AI helps me sharpen the words so they land with clarity and confidence. Command: "Write a recruiting script that follows these three steps: 1) Start with affirming the recruit’s social surveys and reputation. 2) Create urgency by highlighting major industry shifts and the accelerating pace of change. 3) Remove recruiting pressure by inviting them into a no-agenda, relationship-building conversation." Meeting Summaries After meetings and coaching sessions, I drop in transcripts and get clean, actionable summaries in minutes.  Every leader should be recording their team meetings, one on ones, and more.  Capturing these and pairing them with AI makes for an amazing set of action items which you can use to create accountability for yourself and your team.  Command: “List all clear next steps, responsibilities, and follow-ups from this transcript.” Content Creation AI helps me generate post ideas, headlines, and even witty recruiting analogies.  My favorite command, “now create this using dry humor.”  Playbook Building From raw ideas to structured frameworks, I use AI to turn concepts into repeatable systems.  I use voice dictation (I hate typing) and simply speak my ideas and ask AI to create a concise repeatable framework.  Then I pair it with Gamma.app to immediately put it into a visual.  DO THIS!!!  You are going to be blown away.  Inbox Efficiency Need a reply to a tough email? AI drafts it fast, saving brainpower for what matters.  I do this dozens of times in a day especially later in the day when decision fatigue has set in.  Here is the command I use for this….“Will you write a high EQ response to this email that shows empathy, understanding, and maintains professionalism?” You can also add details like: Tone you want (calm, warm, direct, firm but kind, etc. Desired outcome (defuse conflict, rebuild trust, set boundaries, clarify a misunderstanding, etc.) Any specific points you want to make The goal? Spend more time building relationships. Let tech help you do more of what you’re best at.

The new ChatGPT connectors are really useful! Chat can now access Gmail, Google Cal, and Drive, so it can: -Skim unread emails & give a summary -Summarize threads + draft replies -Pull key info from old convos -Do meeting prep + agendas Before I get into some prompts you can copy, quick reminder that enabling connectors gives ChatGPT view access to your private data. I'm an AI power user and it's part of my job to test everything, so personally, I make the sacrifice for the extra features. But please be careful if your job is data-sensitive! 1. Email Intelligence Get ChatGPT to skim your recent unread emails, give you a summary, and rank them in importance: "Summarize all my unread emails in Gmail that I received over the past 48 hours. Rank it in order of importance." 2. Search & Data Extraction Get ChatGPT to find threads and draft in your tone "Find all my emails with [Jennifer], then compare it to my most recent email from [Jennifer]. Give me the takeaways in bullet points. Then, draft a short reply in my tone based on that context." 3. Inbox Memory Get ChatGPT to pull key info from old convos and compare to recent emails: "When is OpenAI DevDay this year and when was it during the previous years (2023, 2024)? What makes this year different. Use a mix of internet information and my email inbox context" 4. Meeting Briefs / Agendas Get ChatGPT to look at your Google Cal and your email to prep for upcoming meetings "Look at my next Google Calendar event. Give me a rundown of the person and the event with context from my Gmail so I come prepared. Also suggest a meeting agenda." I'm just the surface here on how you can use these connectors, but they've been very useful so far as someone who spends hours in my inbox every day If you enable them, I would love to hear your use cases! Will be featuring the top responses in The Rundown (1M+ readers!)

ChatGPT and AI just gave me something no CRM has managed in 2 years: A clear, contextualized list of people I should be following up with, and why. Here’s what I did: I connected GPT Deep Research to my Gmail and ran a custom prompt that looked at all threads from the last 30 days. But this wasn’t just about scraping names. I gave it a real role: “Search my Gmail for any past threads with VPs, Directors, or CMOs of Marketing, Growth, or Demand Gen—especially from mid-market or enterprise SaaS, AI, or DTC brands. Prioritize companies likely spending $100K+/month on digital ads or discussing platforms like Google, Meta, and TikTokAppsFlyer. Look for threads that showed positive interest (audit, proposal, call, scaling convo) but went cold—especially if they mentioned “revisit,” “Q3,” “circle back,” or similar. Return 10 to start: name, company, role, date of last email, summary, and a quick reason to follow up now.” Basically, I turned my inbox into a memory machine. And it reminded me of: ▪️ Deals that quietly fizzled out ▪️ Warm leads that ghosted ▪️ Prospects I meant to circle back with but never did But the best part? It gave me context - not just contact names. I could immediately remember: → Who was worth re-engaging → What angle to take → What tension or timing I might’ve missed the first time Some people I followed up with instantly. Some I skipped. But all of it helped me move from reactive to intentional - in under 30 minutes. I’ve spent 10x that just trying to remember who slipped through the cracks. So no, AI’s not replacing my pipeline. But it is making me a sharper operator. Not everything in your inbox is worth revisiting. But some threads are just one smart nudge away from momentum.

You're ruining your AI outputs. And you don't even know it. It's called "context clashing." Here's what happens: You ask AI to write an email. AI asks what kind of email. You say "professional email." AI asks to whom. You say "to Bob." AI asks about the topic. Back and forth. Back and forth. Each exchange degrades the output quality. Your AI gets dumber with every question. Instead, front-load everything: "Write a professional email to Bob Johnson, our project manager, about the Q4 budget review meeting scheduled for next Tuesday. Use a formal but friendly tone. Include the agenda items we discussed and request his input on the marketing spend allocation." One prompt. All context. Better results. Stop the ping-pong. Start with precision. --- P.S. If you want my free 30-day AI insights series, comment "Purple Unicorn" below. 🦄