I love AI. The more tools I try, the more new features I learn, the more little agents I build to do the boring jobs for me, the more I realise just how amazing this stuff is, and how genuinely useful it's going to become for all of us when it comes to getting our time back.

I know a lot of people are scared. Will it take our jobs? Will it replace us? I get the worry, I really do. Honestly though, I'm not scared. We're going through a big transition, yes, and the ground feels like it's moving under us a bit, which is uncomfortable for anyone. I just think we'll come out the other side of it more efficient than we were before, with more free time on our hands, and finally able to use that time to create the things we never had room for, because so much of our day used to disappear into admin.

I'm running three businesses at the same time. I'm a mum. I'm juggling everything else like most of you reading this. And honestly, I couldn't do any of it the way I currently do without AI quietly running in the background of my day.

That's why this week I'm sharing two workflows I actually use myself, not in theory but in real life, the kind that have genuinely cut both my costs and my time. I've written them with business owners in mind, but if you're a working professional in any role where you deal with clients, these are for you too.

Let me walk you through both.

What it is: A setup that saves all your business information in one place, so every time you ask Claude or ChatGPT to write something for you, it already knows your services, your prices, your voice, and your ideal customer. No more re-explaining your business at the start of every chat. No more copy-pasting the same context over and over.

In both Claude and ChatGPT, this is called a Project. They work the same way, take about the same time to set up, and use the same documents. I'll walk you through it using Claude because that's what I use most days, but every step below works exactly the same way in ChatGPT.

When to use it: Every time you'd normally spend 15 to 20 minutes writing a client email, a proposal, a follow-up, or an enquiry reply. So basically every day.

How to set it up (about 30 minutes):

1. Create the Project.

In Claude: go to claude.ai, click "Projects" in the left sidebar, then "Create new project." Call it "My Business."

In ChatGPT: it's the same idea. Click "Projects" in the sidebar (or the "+" next to it), give it the name "My Business," and you'll get a workspace where you can upload files and add instructions.

2. Upload these documents:

3. Add the instructions.

Find the box in Project settings called: "Instructions" field in the settings panel.

Paste this:

"You are my business assistant. You know everything in the documents I've uploaded. When I ask you to draft anything, write it in my voice using my actual offers and pricing. If something is missing, ask me before assuming. Be direct, don't pad your answers."

4. Test it. Take the last enquiry email someone sent you, paste it in, and write:

"Draft a reply in my voice, reference what we actually offer, suggest a next step, keep it under 150 words."

You'll get back a reply that sounds like you, uses your real services, and takes you about 90 seconds to edit and send. Down from the 20 minutes you usually lose to it.

How to create the voice document: open a new chat in Claude or ChatGPT, paste in 5 of your best LinkedIn posts or pieces of writing, and ask: "Extract my voice rules, including paragraph length, sentence rhythm, words I use, and words I never use." Save the answer as a doc, then add it to your Project.

What this replaces: a junior VA at £500 to £1,500 a month, the 4 to 7 hours a week most professionals lose to enquiries and follow-ups, and the mental load of carrying your whole business in your head every time you open your laptop.

One honest thing. The 30 minutes of setup is the actual work. Most people skip it, get generic output, and decide AI doesn't work for them. Do it properly tonight, just once, then it is easy to use every day after.

What it is: A 30-minute exercise that maps out exactly what your competitors are saying, where they all sound the same, and where the gap is that only you could fill. A proper positioning consultant would charge £500 to £2,000 for this. AI does it in about half an hour, and it works in either Claude or ChatGPT.

When to use it: Once a quarter, or any time you feel like you're sounding like everyone else in your market and not standing out.

How to do it:

1. Pick 5 competitors. The ones whose customers you'd most want to win. If you're not sure who they are, ask yourself: when a potential client says no thanks and goes elsewhere, who do they actually go to? 

2. Pull their content into one document. For each competitor, copy and paste these four things in:

Messy is fine. The AI will sort it.

3. Run the prompt. Open Claude or ChatGPT (or even better, the Project you just built in Workflow 1). Paste everything in, then paste this:

"You're a strategic positioning expert. Below are 5 competitors in my market. For each one, identify their core promise, who they appear to be targeting, their tone (confident, friendly, expert, premium, scrappy), and the 3 most repeated phrases or claims they use. Then across all 5 together, tell me what everyone is saying that's identical, what gap is no one filling, and what I would need to say or do to stand out from this group. Be specific, don't be polite, and if they're all saying the same generic thing, tell me."

4. Read the answer twice. Two things almost always happen the first time someone does this. First, you realise you may have been sounding like everyone else in your market without knowing it. Second, you spot a gap, something none of them is saying, something you actually have a right to claim.

5. Pick one thing to change this week. Could be your homepage headline, your LinkedIn bio, or the opening of your sales page, whichever one feels easiest. Use the gap you've just spotted to rewrite it. Most people make this exercise harder than it needs to be by trying to redo their whole website on a Sunday and then giving up halfway through. One line is genuinely enough to start with. 

What this replaces: This is the kind of work consultants charge between £500 and £2,000 for. It also saves you the weekend you'd otherwise spend staring at your About page wondering why none of it quite feels right.

If you only have time for one this week, make it the Project. The competitor audit is more of a one-off you can do on a Saturday morning with a coffee, but the Project is the thing you'll keep coming back to every day.

Honestly, the easiest thing is to just open Claude or ChatGPT tonight and start setting it up. It doesn't have to be polished. Your services doc can be half-written, your voice file can be three LinkedIn posts and an old newsletter, your customer note can be three messy sentences. You can always tidy it up later. The hardest part isn't getting it right; it's just starting.

If you do, hit reply and let me know how you got on. Or where you got stuck. I read everything that comes in; no AI handles that job for me. 😀

More workflows in this same format, walked through properly so you can actually use them. Plus a round-up of the latest feature updates worth paying attention to across the main AI tools, what's genuinely new, what's actually useful, and what's just noise.

I'm also putting the finishing touches on something I've been quietly building for a while now. It's been in the works for some time, and I really believe it's going to be something every professional and business owner will find really useful.

If you'd like to be the first to know about it before it goes public, just reply to this email with the word EARLY, and I'll make sure you do.

See you next week with more ways to use AI without losing your mind (or your credibility).

Orgesa Meli

P.S. If this saved you from a future hallucination disaster, forward it to someone who's using ChatGPT/Claude for proposals, reports, or client work. They'll thank you later. Subscribe to my community here.