By now, you’re probably using AI to lighten your workload in some way. But are you truly maximizing its potential as a collaborative partner?
By Aytekin Tank
Key Takeaways
- When treated as a collaborative co-pilot rather than just a tool, AI can greatly amplify our cognitive capabilities.
- Effective AI usage depends on clear, purposeful prompts and a mindset shift to unlock powerful, targeted results.
- Systematic integration of AI into daily workflows can streamline tasks and function as highly responsive personal assistants.
A few months ago, I was stuck on an email. We were preparing to announce a delay in launching a new Jotform product, and I needed to craft a message that felt honest, optimistic, and clear — not too corporate, but not too casual either. I rewrote the opening five times, but nothing seemed to land.
Frustrated, I decided to lean on my AI assistant. I typed, “Can you help me write a company-wide email about a product delay that’s transparent, reassuring, and motivating for the team?”
The response was surprisingly solid — not polished for publication, but good enough to get me moving. Then I asked, “Rewrite this as if you’re a product manager talking to power users,” followed by, “Condense it into an email.” Suddenly, I wasn’t stuck anymore — I had options, tone variations, and fresh ideas. I wasn’t working alone; I had a co-pilot.
AI has fundamentally changed how we work, but most of us aren’t leveraging it to its full potential. Here’s how to start doing just that.
Change Your Perspective
Large language models (LLMs) like ChatGPT have been mainstream for a few years. And even the most resistant among us have tinkered with them.
According to Harvard Business Review, the top use of GPTs is now “personal and professional support,” a shift from last year’s dominant category of “technical assistance and troubleshooting.” In 2024, people relied on AI for idea generation and answering specific questions. Now, their relationship with AI has evolved into that of a collaborative partner rather than just a tool.
This shift is critical. When we anthropomorphize AI — not in sci-fi terms, but practically — we can harness its power more effectively. Today, I assign AI specific roles based on what I need: if I want research summaries, I ask it to act as a research assistant. For reviewing wireframes, I instruct it as a UX designer. When refining pitches or strategies, I prompt it to behave like an investor or a board member, helping me stress-test my ideas before presenting.
The more intentional you are about how you “cast” your AI co-worker, the more value it can provide — transforming it from helper into a true extension of your thinking.
Get Your Prompts Right
AI isn’t magic; it’s responsive. Vague prompts yield vague answers. But with clear instructions — including tone, structure, and style — you’ll unlock far more impactful results.
For example, instead of saying, “Write me a blog post,” try:
“You’re the CEO of a tech company launching [product]. Write a 300-500 word blog post highlighting its features, benefits, and how it improves users’ workflows. Use a confident, enthusiastic tone that aligns with our brand voice.”
Think of prompt engineering like managing a junior team member. Don’t settle for the first draft. Provide feedback: “Make it less technical,” “Add a real-world example,” or “Make the intro more engaging.” The more specific your prompts and revisions, the better your final output.
Make AI Part of Your Workflow
One major missed opportunity is using AI sporadically rather than systematically. With a bit of upfront effort, AI can streamline nearly every aspect of your daily routine.
Even without coding skills, you can build customized AI assistants that handle repetitive tasks. Platforms like Claude's “Project” or Gemini's “Gem” enable you to save data, instructions, and tone guidelines to avoid rewriting prompts repeatedly.
For example, I built a scheduling and email assistant that helps triage my inbox and craft meeting follow-ups. It’s loaded with my email templates, understands my tone, and drafts context-aware replies or meeting summaries. Because it’s trained on how I communicate, it feels less like a chatbot and more like a highly responsive personal assistant.
My advice? Start small. Pick a recurring, low-effort but time-consuming task, set up your AI assistant, and refine it over time. Before you know it, these automated helpers will become unseen team members, keeping you focused on what truly matters.
Aytekin Tank
Aytekin Tank is the founder and CEO of Jotform and the author of Automate Your Busywork. Tank is a renowned industry leader on topics such as entrepreneurship, technology, bootstrapping and productivity. He has nearly two decades of experience leading a global workforce.
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