Personal AI Assistant Setup for Daily Routines
Builds an AI assistant system using ChatGPT, Zapier, and integrations to automate daily cognitive routines.
Create prompts, workflows, and integrations that transform ChatGPT into a contextual personal assistant handling emails, summaries, decisions, and meeting preparation.
At a glance
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Prompt objective
Create prompts, workflows, and integrations that transform ChatGPT into a contextual personal assistant handling emails, summaries, decisions, and meeting preparation.
Real use case
Thiago Barbosa, CEO of a logistics startup in Ribeirão Preto with 20 employees, spends 1 hour daily preparing meetings, 30 minutes summarizing articles, 45 minutes responding to complex emails, and 30 minutes organizing priorities — wants AI to handle 70% of this workload.
Customize these fields first
Replace the placeholders with your own context before you run the prompt. That usually improves the first output more than adding more instructions later.
Prompt
Set up a Personal AI Assistant integrated into my work routine using ChatGPT + automation tools.\\\\\\\\n\\\\\\\\n**My Profile:**\\\\\\\\n- Role: [YOUR ROLE]\\\\\\\\n- Daily routines that consume the most cognitive energy: [LIST THEM]\\\\\\\\n- Daily tools: [Google Workspace/Microsoft 365/Slack/Notion/etc.]\\\\\\\\n- AI experience level: [BEGINNER/INTERMEDIATE/ADVANCED]\\\\\\\\n- ChatGPT model: [GPT-4/GPT-4o/Teams/Plus]\\\\\\\\n\\\\\\\\n**Structure the assistant for 6 functions:**\\\\\\\\n\\\\\\\\n1) **Meeting Preparer**:\\\\\\\\n- Pre-meeting briefing prompt (based on context I provide)\\\\\\\\n- Template: suggested agenda, key questions, relevant data\\\\\\\\n- Post-meeting: action items summary from my raw notes\\\\\\\\n\\\\\\\\n2) **Email Composer**:\\\\\\\\n- Prompt for drafting professional emails from bullet points\\\\\\\\n- Tone variations: formal (leadership), professional (clients), casual (team)\\\\\\\\n- Prompt for responding to long emails with summary + suggested reply\\\\\\\\n\\\\\\\\n3) **Content Summarizer**:\\\\\\\\n- Prompt for summarizing long articles into 3 bullet points + 1 actionable insight\\\\\\\\n- Prompt for summarizing lengthy reports/documents\\\\\\\\n- Standardized output format for my Second Brain\\\\\\\\n\\\\\\\\n4) **Daily Prioritizer**:\\\\\\\\n- Morning prompt: given my task list + calendar, suggest priorities\\\\\\\\n- Consider energy levels, deadlines, dependencies\\\\\\\\n- Output: top 3 for today + 1 task to delegate + 1 to eliminate\\\\\\\\n\\\\\\\\n5) **Simple Data Analyst**:\\\\\\\\n- Prompt for analyzing data pasted from spreadsheets\\\\\\\\n- Identify trends, anomalies, action suggestions\\\\\\\\n- Generate narrative insights to share with the team\\\\\\\\n\\\\\\\\n6) **Automated Integrations (Zapier/Make)**:\\\\\\\\n- Workflow: new important email → summarize via ChatGPT → send summary to Slack\\\\\\\\n- Workflow: end of day → ChatGPT generates summary of completed work (from Todoist/Asana)\\\\\\\\n- Workflow: new article saved (Pocket/Instapaper) → summarize and save to Notion\\\\\\\\n\\\\\\\\nFor each function, deliver the exact ready-to-use prompt and automation configuration when applicable.
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How to use this prompt
- 1Replace the key placeholders first: YOUR ROLE, LIST THEM, Google Workspace/Microsoft 365/Slack/Notion/etc., BEGINNER/INTERMEDIATE/ADVANCED.
- 2Replace any bracketed placeholders like [this] with your own context.
- 3Add extra background information when you want more tailored results.
- 4Combine multiple prompts in one conversation when you need a richer output.
- 5Save your best-performing prompts so they are easy to reuse later.
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Open the guide first, then branch only if you still need more.
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