AI at the service of my projects: how I optimize time and creativity (even with a full-time job and a family!)

Have you ever felt like you have “too many irons in the fire” and too little time to manage them all? Well, many of us experience this, especially if—like me—you have a full-time job (in my case as an HR Director), a child, and the desire to launch video courses, write books, and teach at university.

The question I recently asked myself is: how can I coordinate all these commitments without going crazy? My answer: AI (and a good deal of organization).

In this article, I want to tell you how I integrate ChatGPT Pro, Descript, NotebookLM, Kajabi, Deal.ai, Mailchimp (AI included), Interact, QR codes, Typeform, and other AI solutions into my daily life. I hope it inspires you to find the right tools to develop your ideas in a faster, smarter, and more sustainable way!

1. ChatGPT Pro: a 24/7 “marketing consultant”

Let’s start with my ace in the hole: ChatGPT Pro.

• Why the Pro version? Because I need an advanced engine with rapid response times and the ability to handle long, complex conversations and brainstorming sessions. It is like having a highly qualified consultant always available to provide insights, ideas, and strategic advice.
• Marketing strategy for my video course: essentially, I ask ChatGPT Pro to help me structure launch campaigns across various channels (social media, newsletters, blogs, webinars). I provide data on the target audience, positioning, and tone of voice, and it helps me draft a coherent plan with content proposals and timelines.
• Testing and validation: once I have a draft, I review the proposals (with my critical eye), adapt them to my reality, and then put everything back into the chatbot for a “second opinion.” ChatGPT Pro does not replace my judgment, but it enormously accelerates the processes of analysis and creativity.

Practical tip: if you have many projects and little time, create a “base prompt” where you describe your business, your goals, and your brand values to ChatGPT Pro. Reuse it as a “foundation” for every new request: you will save a lot of time by not having to re-explain everything every time!

2. Descript: audio-video editing in a heartbeat (or a backspace)

After defining the marketing strategy for my video course, it is time to record and edit it. This is where Descript, my “technical” ally, comes into play.

• How does it work? I upload my videos (or audio files) to Descript; the platform automatically transcribes them and shows me a text editor. When I edit the text, Descript cuts or replaces the corresponding parts in the video or audio.
• Concrete advantages: no more hours spent doing “cut, paste, move” in the timeline of traditional editing software. If I find an error or a repetition, I simply delete it in the text, and the software removes it from the video!
• Result: I gain precious time to dedicate to content, final review, or my main job (and family, of course!).
• By the way…. My videographer is named Alejandra, and she is irreplaceable! Her eye behind the camera made the real difference in recording my video pills.

3. A super-presentation in a few clicks: an alternative to Copilot

If you have followed Microsoft lately, you will know they are developing Copilot, an AI feature integrated into Office designed to create and edit documents, emails, and presentations for us. But there is a tool that, in my opinion, is proving even more effective for creating high-impact presentations with AI support: Beautiful.ai.

• Beautiful.ai uses an AI engine to automatically suggest layouts, graphics, and styles based on the content you want to present.
• You can insert text, images, and data… and the AI takes care of the layout, while still allowing you to add your own personal touches.
• The result? Professional and engaging slides in half the time compared to traditional PowerPoint.

Another alternative (still in beta) is Gamma.app, which allows you to create highly interactive “narrative” presentations. In short, AI is also changing the way we communicate visually.

4. NotebookLM: organizing material like a personal tutor

Before recording the video course, I had to gather a mountain of notes, research, insights, and university papers. It is easy to get lost among folders and subfolders. NotebookLM (formerly Google’s Project Tailwind) helped me immensely.

• What does it do? It reads your files and allows you to ask questions in natural language: “Summarize chapter 2 of this PDF,” “What are the 3 key points of this article?”.
• Why is it useful? I avoid wasting time flipping through endless notes or documents. I ask a question and get targeted answers, as if I had an “intelligent tutor” who knows my materials well.

5. Kajabi and AI: the “all-in-one” platform for my courses

Kajabi is the platform I use to publish and sell my video courses. Inside, there is an AI engine that helps me to:

• Write landing pages: simply indicate the topic and target audience, and the AI proposes a base text to promote the course. Then, of course, I edit and personalize it.
• Create email sequences: I describe the marketing campaign goals, and Kajabi’s AI proposes an email automation with pre-set copy and a sending timeline.
• Analyze data: the platform “learns” from my conversion rates and provides suggestions on how to improve my funnels.

6. Deal.ai: a marketing ecosystem (from idea to launch)

Often, the most challenging part of launching a product is not just “creating it,” but promoting it effectively. Deal.ai provides a complete hub where you find AI tools dedicated to:

• Defining your targets: the AI helps you identify the audience most aligned with your message and the main “hooks” (emotional or rational levers) to attract their attention.
• Content management: generation of text, images, and even short videos or photo editing, all based on artificial intelligence.
• Funnels and marketing automation: ready-made workflows for sales funnels, email sequences, and social campaigns, integrated with analytics and performance data.
• Courses and training: if you need to enhance your marketing and communication skills, the platform also includes targeted training paths.

In short, it is a true “ecosystem” for those who want to launch or promote a product (like a video course!) without having to jump from software to software. Deal.ai is your smart marketing “headquarters.”

7. Mailchimp “AI”: automated (and optimized) email marketing

Mailchimp is a classic in the world of email marketing, but perhaps not everyone knows that it is increasingly strengthening its AI component:

• Subject lines and titles: Mailchimp’s AI suggests email subjects optimized to improve open rates.
• Sending times: it analyzes your subscribers’ behavior and proposes the time slots when they are most likely to open your emails.
• Advanced segmentation: AI can help you create clusters of users with similar characteristics (clicks, purchases, interests) to send targeted campaigns and increase conversions.

If you love automation but want to maintain a personal touch, Mailchimp is an excellent solution for staying in touch with your community and nurturing relationships over time.

8. Interact, QR codes, and Typeform: quizzes, feedback, and interaction

Interact: psychological quizzes and integrated tests on your site

I really like Interact because it allows you to create interactive tests and quizzes (including psychological ones) to integrate directly onto your site or blog.

• You can use ready-made templates or customize them with multiple-choice or scored questions and answers.
• Great for increasing engagement and collecting leads: users are happy to leave their email in exchange for the quiz results!
• Perfect if, like me, you want to offer food for thought or delve into psychological and educational themes (personality tests, skills tests, etc.).

QR codes: the gateway between offline and online

A simple but very useful “trick”? Use QR codes in brochures, slides, or printed materials to direct people to specific pages of your course, your tests, or the resources you have created with other tools.

• It is a direct way to connect the physical world to the digital one.
• If you teach or give live presentations, you can display a QR code so participants can immediately connect to online content without having to type complicated URLs.

Typeform: surveys, exams, and learning assessments

Typeform is a platform for creating forms and quizzes with a fluid and attractive interface. I use it regularly with my students for exams and learning assessments.

• User-friendly interface: completion is step-by-step and engages the user thanks to transitions and a minimal layout.
• Customizations: you can set question-skip logic, scores, and even transform the form into a mini-quiz with final results.
• Integrations: it integrates with various tools (including Zapier, Google Sheets, Slack) to automate data collection and subsequent processing of results.

AI as a “boost” and not as “autopilot”

For me, these tools are like “amplifiers” of creativity and efficiency. Without AI, I probably wouldn’t be able to balance my corporate job, family, academic path, and the desire to create content (video courses, books, articles) that has a real impact.

• AI does not replace the human element: critical thinking, supervision, and the personal touch remain fundamental.
• AI does not take time away from human relationships: on the contrary, it frees it up. By automating certain processes (video editing, marketing strategies, quizzes, and surveys), I have more time to engage with people, attend to details, and improve the quality of my content.

So, if you also feel that 24 hours a day are not enough, try incorporating one (or more) of these tools into your workflow and see how your productivity changes. And remember to experiment: innovation is made of trials, errors, and small great successes!

Useful resources

• ChatGPT Pro: OpenAI
• Descript: descript.com
• Beautiful.ai (alternative to Copilot): beautiful.ai
• Gamma.app (interactive presentations): gamma.app
• NotebookLM (formerly Project Tailwind): experimental Google project (search for “NotebookLM Google” to sign up for the beta)
• Kajabi: kajabi.com
• Deal.ai: deal.ai (AI-driven marketing ecosystem)
• Mailchimp (AI for email marketing): mailchimp.com
• Interact (integrable quizzes and tests): tryinteract.com
• Typeform (interactive forms): typeform.com
• Ocoya (social media AI): ocoya.com

If you want to share your experience or suggest other AI tools to optimize time and creativity, leave a comment or write to me: let’s learn together how to work better, live better, and create better.