Program · Small businesses

AI-Powered Inbox, Docs & Meetings

A focused program for small businesses that want AI to help where the work actually piles up: email, documents, and meetings. Less inbox dread, fewer lost notes, more time with customers.

We plug AI into the tools you already use — Gmail/Outlook, Docs, Sheets, Notes, calendar, meeting tools — and design a handful of simple workflows your team can keep using without extra overhead.

Program overview · Audio

A short overview of the program: who it's for, what we cover, and how to get the most value out of it as a busy professional.

What your business will be able to do after this program

Less time stuck in inboxes and meetings, more time on customers and real work.

  • • Use AI to draft and clean up email replies for common situations without sounding robotic.
  • • Turn long threads and documents into summaries and checklists your team will actually read.
  • • Capture meetings as decisions and action items instead of “we talked about it once.”
  • • Share a small library of prompts and templates so the best patterns spread across your team.
  • • Have a clear line between “AI helps” and “humans decide” so quality and trust stay intact.

Who this is for

  • • Small businesses with shared inboxes and docs
  • • Owners, ops, and team leads tired of rewriting the same replies
  • • Teams that want AI in the background, not a whole new system to manage

What you’ll work on

  • • Real emails, docs, and meetings from your business
  • • Your existing tools (Gmail, Outlook, Docs, etc.)
  • • A shared prompt & template pack for your team

Curriculum at a glance

Four modules that focus on where time and attention leak away.

Module 1

Inbox triage & customer replies

  • • Use AI to summarize threads and highlight what matters
  • • Draft replies for common customer situations
  • • Keep a human review step so tone and promises stay on-brand

Module 2

Docs, knowledge & internal communication

  • • Summarize long docs into something your team will actually read
  • • Turn messy notes into clear updates and instructions
  • • Create simple internal templates everyone can reuse

Module 3

Meetings, agendas & follow-ups

  • • Prep agendas with AI so meetings stay focused
  • • Turn recordings or notes into decisions and action lists
  • • Share summaries in formats people actually check

Module 4

Team rollout & habits that stick

  • • Decide which workflows are “standard” across the team
  • • Build a small shared prompt/template library
  • • Set light-weight check-ins to keep the new habits alive

1. Inbox triage & customer replies

Use AI to help with the inbox, without giving it the keys to your tone or promises.

We start with the inbox because that's where most small businesses feel the pain first: customer questions, follow-ups, and internal messages that never stop.

  • • Summarizing long threads into “what matters now”
  • • Drafting replies for common situations and letting humans approve/send
  • • Adjusting tone for different customers and contexts
  • • Knowing which messages should never be handled by AI

Shared reply & triage patterns

You'll design a small set of reusable patterns your team can pull up quickly:

  • • “Summarize this thread and list open questions”
  • • “Draft a reply that confirms X and asks Y”
  • • “Turn this into a polite but firm response”

2. Docs, knowledge & internal communication

Keep your team aligned without everyone having to read every word of every document.

Next, we move to documents and internal updates: policies, SOPs, reports, vendor docs, and everything else that piles up in Drive or SharePoint.

  • • Summarizing long documents into clear overviews
  • • Extracting key decisions, risks, and next steps
  • • Turning messy notes into short updates your team can skim
  • • Designing a simple “doc summary” format for your org

Internal summary templates

We'll co-create a couple of templates your team can use across docs:

  • • “Explain this doc to a new hire in 5 bullets”
  • • “Pull out decisions, owners, and dates”
  • • “Turn this into a short update for the team channel”

3. Meetings, agendas & follow-ups

Make meetings more useful by making prep and follow-through easier.

Now we focus on meetings: planning them, running them, and making sure something happens afterward. AI helps with the boring parts; humans keep the relationships and decisions.

  • • Using AI to draft agendas from goals and context
  • • Turning rough notes or transcripts into clean recaps
  • • Extracting owners, deadlines, and risks
  • • Sharing follow-ups in a format people will read

Meeting recap workflow

You'll design a lightweight workflow that fits your calendar and tools:

  • • A standard recap format for important meetings
  • • Prompts that turn notes into that format quickly
  • • A simple way to store or share recaps for later

4. Team rollout & habits that stick

Turn a good experiment into a normal, boring part of how your team works.

Finally, we help you roll this out across the team in a controlled way: no “everyone do everything” chaos, just a handful of shared workflows and a place to improve them over time.

  • • Decide which workflows are now “standard”
  • • Document where to find prompts and examples
  • • Set light-weight check-ins to hear what's working
  • • Identify 1–2 people as “AI champions” for this area of the business

Your inbox/docs/meetings playbook

You'll leave this module with a short, practical playbook:

  • • The 3–6 workflows your team will standardize on
  • • Links to prompts, templates, and examples
  • • A simple plan for review and improvement

Format & logistics

Built for teams who already have a full plate of customer work.

Schedule

  • • 2–3 weeks total
  • • Weekly live sessions (60–75 minutes)
  • • Apply-as-you-go between sessions

Team size

  • • 3–12 participants
  • • Mix of owner/ops + frontline team members
  • • Private cohorts for a single business

What you leave with

  • • Inbox, docs, and meeting workflows your team understands
  • • A shared prompt & template pack
  • • A rollout plan and owners for keeping it alive

FAQ: AI-Powered Inbox, Docs & Meetings

Questions small-business owners and teams usually ask before changing how they communicate.

Will this change all of our tools?

No. We work with the tools you already use — email, docs, calendar, chat, and your meeting platform. The goal is to layer AI into your existing setup, not to rip everything out and start over.

Will our communication start sounding generic?

It doesn't have to. We'll tune prompts and examples to your tone and values, and keep humans in the loop for anything customer-facing. AI helps with drafts and structure; you keep the voice and decisions.

Is this safe with customer and employee data?

We'll talk concretely about what should and shouldn't go into AI tools, and design patterns that respect your privacy and compliance needs. You stay in charge of what's acceptable for your industry and contracts.

How is this different from just “telling people to use AI”?

Instead of vague encouragement, you'll leave with a few specific workflows, prompts, and templates your team can use every day — plus a lightweight way to keep improving them over time. It's a system, not just a suggestion.

Ready to make inboxes, docs, and meetings less draining?

This program gives your team a handful of concrete ways to use AI where time actually disappears — without sacrificing quality, tone, or trust with customers and each other.

Talk to us about this programView all small business programs

If you'd like to combine this with the AI Starter Kit for Small Teams, mention that in your note and we can bundle the work.