From hours of preparation to seconds with AI
From preparing for customer meetings to finding information across multiple systems, here’s how AI is helping me spend less time on admin and more time supporting our customers.
I’ve been actively exploring how AI can help me in my day-to-day role as a Project Manager at enable, and the difference has been impressive.
Like most people, I was familiar with using AI tools such as ChatGPT, but I wanted to understand how they could help with the actual work I do, particularly when so much of the information I need isn’t available on the internet.
A lot of our important information is held internally, across our CRM, company wiki, customer records, how-to guides, testing documentation and contracts. Having all of this information organised and accessible is key to making AI genuinely useful.
I’ve been using an AI assistant connected to these resources, allowing me to ask questions in plain English and find relevant information within seconds.
Here’s one example of how it’s changed my working week.
Preparing for customer meetings in seconds
I regularly have two customer meetings a day, covering new work, ongoing projects, support cases and conversations that have taken place over email. I’m quite methodical and like to be prepared before every meeting. I want to make sure I understand what’s happening, can answer the customer’s questions and have any outstanding actions ready to discuss.
Previously, preparing for a one-hour meeting would take me around two hours. I’d need to work through emails, check project updates, review cases and look back at previous conversations to make sure I hadn’t missed anything. Now, I can ask our AI assistant to review the customer’s meeting agenda and pull together everything I need.
For one recent meeting, I asked it to create a document covering each point on the agenda, answering the customer’s questions using our internal information and highlighting anything that was still outstanding.
Within 30 seconds, I had a detailed document ready to use during the meeting and share with the customer afterwards.
What impressed me most was that it even picked up relevant points from previous meetings that weren’t included on the latest agenda.
I didn’t have to sit waiting for it to finish, either. I was able to take a customer call straight afterwards while the assistant continued working in the background.
Making better use of our internal information
One of the biggest things I’ve learnt is that AI is only as useful as the information it can access. If important information is scattered across different systems, documents and email conversations, finding what you need can take a lot of time.
By connecting AI to our CRM, internal wiki, ISO documentation and contracts, I can now search across these resources simply by asking a question.
Whether I’m looking for customer information, checking a previous decision or finding guidance on a particular process, I can get a much quicker overview without manually searching through everything.
It means I can spend less time looking for information and more time using it to manage projects and support customers.
What does that mean for my working week?
The difference in meeting preparation alone has been significant. Previously, two customer meetings a day could mean around four hours of preparation. Now, AI can help me complete much of that work in seconds.
That’s potentially two hours saved per meeting, or around 10 hours every week, based on five working days.
And that’s just one example of how AI is helping me in my role.
Having that extra time means I can focus more on managing projects, keeping customers informed and making sure everything is progressing as it should.
