How To Use Claude As Your Executive Assistant (10-min to setup)

Foreign. Okay, we're going to give everyone their own personal assistant using Claude and something you can actually set up in less than 10 minutes and really showcases the power of Claude's Projects feature. So who doesn't want their own personal assistant? That would be awesome. So let's share this, but I'm going to go through the entire workflow again. And so I'm going to show you how to do this via a cloud enterprise seat. But you can do the exact same thing on a personal plan. The only reason I'm calling that out is there's a couple of additional features that I have that you'll see and I'll tell you how you can do it if you don't have an enterprise seat. Plus this is brand new, so it's set up with dummy data. I'm only starting to set up the enterprise seat now, so the first thing I'll do is go to Projects. Projects is one of the best features launched last year. Not enough people are using it, so we're going to change that. You can see think of Projects as an AI assistant tasked with a singular thing. In this case to be my executive assistant. And so the reason I say that is you can basically set up a project and then you can give it some actual instructions. And those instructions last across all of the different chats you have. Right. So in this case we want our personal assistant to be able to do a bunch of our meet analysis. We're going to give it all of the meeting transcripts after every single meeting. It's going to do all of our follow up management. So it's going to coordinate all of our different projects and follow ups and make sure we stay on top of all of that. It's going to have a communication style and we give it the output format. So we tell it like what we want in terms of the output format and when it's doing meeting summaries, when it's doing follow ups, when it's actually drafting replies for me, and then for follow up tracking, we talk about the extended standing items. I want what's due this week, what's overdue, what are suggested messages. So this one here, I'm actually going to tweak. I can show you why this one here, it's fine, it can definitely be improved upon. So I give it some, you want to give it some instructions then. The cool thing is about projects is I can basically add content really easily. So my case, the reason I call that the enterprise seat, I'm very lucky because I can just search in my G drive, it connects into a bunch of apps. So I've given it this project file, which is this. So this is just a flat file, right? Basically it's going to capture all of the follow ups. And this is dummy content here. But what I'm giving it is the actual structure that I want to maintain. And you'll see Claude actually starts to keep that list itself. So it's going to keep the follow ups and update it itself and then you want to provide the mean and summary. So if you're on a personal plan, you would upload these documents. I can just connect into my doc and basically, basically I can just go and say, look, where are the meaning summaries? And I can find them all. And so I've added like one with dummy data because obviously there's a bunch of like personal things in here or business things in here. So now I've set up my assistant, I will show you the chat I had, but I can go through all of the things I did. Right? So give you some ideas. So now we can basically ask it to analyze the latest meeting transcript and update our action list, right? So when you upload a meeting now I probably would do this at the end of each day versus after every single meeting, but I do use it for after meetings as well because it was just giving me the meeting summary. And I can basically ask it to draft that meeting summary into a bullet point list to actually provide people with the follow ups gives you the key decisions and then it talks about the action items. So this is the really cool bit, right? It actually extracts the action items and starts to talk about what they are and then combines them with the existing tracked items. And I'll show you what that means. It does flag things. It generally will flag things based upon timelines, which I think is really good. Now this is what I said. It will go into the things I asked, right? It will start to flag. This was in the last bit of the instructions I give it, which is tell us about the existing what else is like in that follow up list and then actually suggest some follow ups. Now I actually don't want it to do follow ups until I ask, so I would stop at doing that, which is just an adjustment in the prompt. So basically analyze the meeting and then I say, well, what are our standard action items and what needs to follow up today? So I go in, I go in, I start my morning with Claude. It can pull from that list and basically tell me like, what are the urgent things I need to do today? What is the context? What is the history? How dope is that? Right? I get my own like, what is my to do list today? Look, people keep saying AI is killing search, but that's not the full story. If you know how to use it to your advantage, AI can actually help you win. Search has been a huge part of HubSpot's success story and we are actually excited to figure out how we can integrate AI into our organic strategy. To make things even better, HubSpot has just dropped a guide that will help you navigate search in the AI era with AI powered SEO tools, techniques for content optimization and future proof, and techniques to stay ahead of the evolving algorithm. Get it right now at the link in the description. Now back to the show. Now imagine you actually have this across all of your projects, right? I've just got dummy data in here, but I'm going to actually use it for I have three large pods that I manage within HubSpot and I'm going to have an EA assistant for each one and each one will be able to tell me what are the core things I need to do that day with context and across those three different pods. So it will basically give me one of the urgent tasks and then it will say what are the recommended immediate follow ups? And call out the people. Then I ask it for the complete list of action. This is with the cool pit, right? So what are all the follow ups I actually have on the list on the docket right now? So the first time it basically goes through it tells me what they all are. Again, this is all dummy data, tells me what is due this week. They don't actually have due dates. I actually need to put due dates. So the thing is you really need to stick to that format and I think that's a good thing because it really forces you to make sure that there's an owner description, due date and when you actually have that thing delivered. So it suggests next steps and then I ask for the table format. So you can see it didn't give me the table format. I actually prefer a table format and here it gives me the table format. So it will continue to update that for you. And when you say there's a one of those is complete, it will actually take it off. So it will keep a running order of that list for you at all times, which is amazing. The and then it will start to draft. So like I have different prompts. This one here is if I want to get confirmation on a status, right? This is progress check. So I'll basically say hey, like draft a follow up from me on the thing that we talked about the ultimate CAC and basically ask, you know, gives it some guidance and what to do here. And so it would actually draft me that like just cut and paste and then send. I can actually in the instructions I give to my ea I'm going to actually ask it to either give me an email or slack depend on what I ask because a slack one should be much, much shorter. So I actually have that done on my personal. I actually do incorporate it into the enterprise seat. So you can basically say you could set from email, you can set one for slacks, you can set whatever you want to do. Now you're probably looking and saying well I, I want to get all of the instructions that Kieran showing us. I can't provide the docs along with this video on LinkedIn where I'm going to post it or even on YouTube if we post it there. I, I will give them to you in my newsletter. So I'm going to send this video next week to my newsletter subscribers. You can find it on my LinkedIn profile and I'll send you all of the docs that I used here. Basically the instructions that I give, the exact instructions that I give my EA so basically gives the follow up here. There's another one here which is basically this is assigning a task. So basically I want to clearly, clearly state that this person owns this task and when the deadline is and ask for confirmation that they understand that. So you can see here again this one here is for checking in. This one here is for making sure we've assigned all tasks. And then basically I've assigned this task out. So I actually give this as a new task with a new due date and then it will update that list. So it updates the list here first. Let's try. Yeah, this here so required follow ups and it's added here Jan10 right. So it's actually added that list. So basically what is it doing? Right? It's basically capturing what are we doing. We're setting some instructions for this AI assistant on how it should act across all of this chat and it keeps that context. Then we're just adding all of our meeting transcripts. So after every single meeting we just add the transcript and it can provide a summary them beaten and it can extract all follow up actions and then we provided guidelines on what we want those follow up actions to like what format to keep those follow up actions in. And it keeps a running list of that. So you can go back to your assistant and say, okay, like what is the list? What's due this week, what's due today? Actually we did this one, so can you put this off the list? Actually, can you draft a follow up to Kieran and basically the, you know, the prompts I showed you, this is a check in, check in this, give me a status like or I want to assign this one out. Can you draft that? And we'll draft it in the right format and then we'll add it to the list for you. Now you can go way, way deeper on this. I'm giving you the like the quick thing you can set up over the weekend and have it ready for next week. And really just showing you how you should really think about projects and play around with projects. Claude will, I guarantee Claude in their enterprise version will plug into Google Docs and allow you to write back into that file. So for the moment it's keeping a running list for you in the Cloud Assistant. But if you go back into the doc, it's not updating the doc. You'd have to copy and paste the table I showed you back into the dock if you want to share that with other folks. So that is a bit of a challenge because you probably want to share that doc with your team or have a running doc that's been uploaded, all of your team can see it. That will come, I'm pretty sure that will come from Claude that they'll be able to write back into docs. At the moment you cannot do that. You could just read from those docs. The other thing that we'll be able to do I think in the future is draft these emails for you in your email client and then actually draft them for you in Slack. I think that will come as well and actually be able to like plug it into your Slack to actually keep track of your comms there as well. So there's a bunch of things that I think will probably come from Cloud, like basically a knowledge assistant, right? So you'll be able to like start creating these projects and plug into a bunch of different tools. But for me this is a pretty great step. One that if you can get that set up over the weekend and you have those per project, you can create one for all of your projects. If you don't have a lot of things going on. But if you have like hundreds of hundreds and hundreds of people that you're kind of managing across different projects. And I think an EA assistant per project works really, really well. So that is the Claude EA assistant and a little bit of like why I think Projects is such an underutilized tool, but such an incredible tool. Let me know in the comments if you found it useful, and also tell me if there's other use cases that you're interested in solving with Claude this data is wrong every freaking time. Have you heard of HubSpot? HubSpot is a CRM platform where everything is fully integrated. Whoa. I can see the client's history, calls, support tickets, emails, and here's a task from three days ago I totally missed HubSpot Grow better.