In this solo instructional video, Robyn Anderson (aka Jam) walks small‑business owners through how she turned 74% of her own business tasks over to AI without a tech team. She first explains the importance of mapping every task, turning vague to‑dos (e.g., “biz dev”) into concrete actions, and then shows how she identified 23 distinct tasks, automating 17 of them with Claude, ChatGPT, ManyChat, and Instinct. Anderson introduces a four‑part AI system framework—Biz Dev, Social Media, Website/Connectors, and Skills/Routines—and demonstrates each component with concrete tools and workflows: competitor trend scanning, video editing, posting via Claude in Meta Business Profile, email automation with ActiveCampaign, Zoom call recaps with Fathom, and Meta Ads management. She details daily, weekly, monthly, and quarterly rhythms that keep AI‑generated drafts, reports, and content flowing while she retains final human oversight for high‑touch activities. The core of the tutorial is a set of four prompts that guide viewers to (1) break vague tasks into real ones, (2) map their content machine, (3) discover connector tools, and (4) generate a calendar and AI‑vs‑human workload pie chart. Finally, she shares her knowledge‑management stack—Claude Code integrated with Obsidian—as a “second brain” for SOPs, brand assets, and website code, while encouraging viewers to experiment with projects, folders, or other note‑taking tools. The video ends with a call to action to run the prompts, share results, and join her weekly live building sessions in Club Jam.
Chapters
One of the most complicated parts about using AI is the lack of system. I have people out there who have amazing skills, they have amazing prompts, they're doing quite a few things, but they don't necessarily have a system, so they're not actually saving time or money. I'm really proud of this number, so I gotta tell you, 74% of the tasks in my business are done with AI, and it's not because I have any sort of tech team. You know I don't. It's because I actually sat down one day and mapped out every task I actually do. And once I could see it, I could figure out what I needed to hand off. And today I'm going to show you my whole AI system piece by piece, and then I'm going to give you 4 prompts so that you can build your own and figure out what percentage you can hand off to your AI. And if we haven't met yet, I'm Jam. I've been helping thousands of small business owners learn how to use AI for the past 3 years, and my goal is to help you save time and money. So let's get into it, friend. So this was my light bulb moment. My to-do list used to say things like biz dev, social media, and then I would kind of get, you know, paralyzed with fear because that really meant nothing to me. Like, what does that actually mean when you have to do biz dev? So I realized that's not really a task. It's a vague to-do, and you can't hand a vague to-do off to AI. So I broke it down and it turns out biz dev is really 6 different things. 3 warm emails a day, 10 custom cold emails per day, Instagram DMs, TikTok comment replies, 5 LinkedIn messages a day. And then don't forget those in-person pop-ins like a coffee meeting or a conversation at school pickup. Once I could see those 6, AI could take 5 of them. The only one it can't do is walk in and order that latte for me. So I did that for my whole business. 23 tasks, and 17 of them are now done by AI. That's 74%. Claude does 13 of them. ChatGPT does 2. ManyChat does 1. Instinct does 1, and I do 6. And those are the human ones. Pop-ins, getting ready for a shoot, filming a video like this, a light edit, and, you know, coming up with the ideas that steers my business. Here's the framework. Every AI system has 4 parts. Biz dev, which is starting conversations that turn into clients. Social media, that's where people actually learn who you are and they get to see that you are a subject matter expert in whatever it is that you do, and they'll wanna start those conversations with you. Your website, pages that turn clicks into leads and connectors and skills. That's the important one, and it is the layer that powers the other 3. And if you don't have a website yet, don't worry about it. Just start with the other 3. Let me show you what this looks like for social media. AI plans the edits, I shoot, and it posts with me. Step 1, AI finds what's hot. I used Claude to make this tool that actually will scan all of my competitors and what's going viral in my space. So I can see exactly what's going viral. And you know what? The algorithm likes what it likes. And so if I can take something from one of my competitors, and just look at what they're doing, then I can actually take their entire transcript and repurpose it just for me. So I shoot the video and I record, and then I hand the edit over to Claude. Claude uses my editing skill and will actually edit my entire video. There's also multiple posting tools out there like Posties and Blotato, and currently I'm actually just using Claude through the Meta Business Profile to help me schedule and post my content because I was getting, uh, some sort of feedback from Instagram and Facebook that it didn't like me using those tools. Another rule of mine is I never plan more than a week out, especially in my industry of AI, because things change way too fast. I used to have like a 30-day plan and I had to throw it in the trash because by day 30, everything was outta date. All right, so now the layer that powers everything. Connectors like Claude work inside your apps so you can stop copying and pasting and you can actually set things up to work while you sleep. I have an executive assistant skill that handles my calendar, hot emails, and follow-ups. I have ActiveCampaign as my third-party email tool, and it will send emails to any tagged group. I use Fathom for my Zoom calls, and it'll give me a recap and write a proposal after every single sales call. And Meta Ads gives me reports and makes campaign changes on its own. I can't believe how nice it is to not have to log into the Meta Business Manager by myself. Claude does it for me now, and that alone saves me like 2 years from my life because if you know, you know, Meta is very stressful. So Claude works inside my apps and that's the whole point. And I wanna tell you, I think 1 year from now I won't be logging into anything except for Claude. So let's check that in one year. Here's how it actually runs. AI runs daily and I check on a rhythm. So daily I'll approve email drafts. Every morning I go to my email drafts with my coffee and I will rewrite things and just kind of make sure it sounds exactly like me. And then I'll send all of my cold emails and my warm emails. I'll check revenue and do my pop-ins. AI does my briefing. 13 email drafts, DMs, LinkedIn, and call recaps. Weekly, I plan content, shoot, and post. And Friday afternoon is my CEO time. AI does my trend scan, what's working, reviews, and looks at my video edits and asks me what I need to edit for the weekend. Monthly, I count upgrades, I flag VIP prospects, and I pick events to attend. AI pulls my ad reports and saves testimonials. Quarterly, I set goals and update my offers. AI pulls the quarter numbers for me to review. And this is my absolute favorite part. These are real scheduled tasks and they run whether I remember to do them or not. Every day at 6:30, Jennifer, one of my AI agents, she reads every post in my community and gives me a list of who I missed or who I need to get back to. I don't actually automate any of my communication in there, but I do have it Let me know if I've missed somebody, 'cause there's a lot coming in all at once. I also get my morning executive brief, and a new blog goes out live on my website every day at 7. At 7:30, I get 10 follow-up emails for people who have signed up for my webinar. At 7:45, I get 3 check-in emails to people in my warm circle. In the evening, my Today with Claude journal. And at 8:30, Vicki, my other AI agent, she logs everything that I worked on that day. so that nothing gets lost or forgotten. Every week, my ClubJam newsletter gets built on Monday, my trend scans run, and on Fridays I get my AI news column and my Coffee with Jam recap and my What's Working review for my CEO time. But remember, this is really important. I set all my emails to land as drafts. I read every one before it goes out. The blog and news column publish on their own, but that's only because I watch them for weeks first and I really trust what's going out. Which brings me to my rule: hand off everything except for the human stuff. I'd never hand off any sort of Zoom meeting, coffee meeting, or in-person pop-ins, obviously. Even if there were robots that could dress as me, I'm still not going to do that. And I won't hand off being on camera or posting my own content from some level. My ClubJam posts and comments, those are all me. And then obviously my planning time on Fridays. AI gives you time back so you can spend it on the stuff only you can do. Build relationships, close deals, and remember why you started this business in the first place, so you can do the things that you love. So once you've mapped it, how do you make it run without you? Well, there's 3 ways. One, you can schedule it. Set your daily and weekly tasks to run on their own. 2, you can make skills. Turn every process you repeat into a skill. And number three, track it. One scorecard number for each part of your system. A lot of people ask me, where do all of your systems live? Well, you can do them in multiple different places. I currently use Claude Code with Obsidian, and it has been literally a game changer. But if you're just starting out, projects work great as you try to understand how Claude works. So Claude Chat projects are where you could go, one project per topic with its own files and instructions. It's great for thinking and brainstorming. I like to use Claude Code with connectors, skills, routines, and scheduled tasks. All of my emails, my briefing, my ActiveCampaign and Fathom, they all live right there and I can never lose anything because it's all getting backed up to Obsidian every single night. Also inside Claude Code, that's where I build my website. I can create landing pages and I do my weekly trend scan from there as well. And again, underneath is Obsidian. It's my second brain. It has my SOPs, my brand, my offers, my ideal customer, and my lists. So every tool actually reads right from Obsidian. You don't have to pick just one. Most of you will start in projects and that's perfect. No Obsidian, that's fine. Use folders or you can use Google Drive or Notion. But just make sure that you have your standard operating procedures and you have all of your content going back to one place that won't tie you to one large language model. Okay, so now it's your turn. Open up Claude. Use one chat for all 4 prompts because they kind of build on top of each other. The prompts are linked in the description as well. All right, so prompt 1, break your vague tasks into real ones. It interviews you one question at a time about how you find clients and run your business. And then it'll break everything into different buckets with real tasks. And it says who does it, what tool, and how often. Answer like you're talking to a friend and give it about 8 minutes. Prompt 2, map your content machine. Describe how you make content right now, and it turns it into steps from idea to posting. Mark it for you or for AI, and it picks 3 steps AI could do to kind of help you take over this concept. Be honest about the steps you skipped or dread, and those are usually the first ones you can hand off. This one's so important. Prompt 3, you're going to find the tools that power it all. List all of the apps you use every day, and it'll tell you if there's a connector to do the job for you. Start with your email, your calendar, or your CRM. And prompt 4 is the big reveal. It sorts everything into a daily, weekly, monthly, and quarterly calendar where AI can run stuff on its own, and it makes you a pie chart of what you do versus what AI does. And that, my friend, is your number. So go run these 4 prompts and then come tell me your number in the comments. I really do want to see it. And if you want to build with me, that's what we do every week in Club Jam. We build together live, and you could post your comments every day in the community. The link is in the description. I hope to see you in the club.
