Admin isn't the job. It's the tax you pay on the job.
Nobody hired me to write up meeting notes, or to copy a proposal template and swap the names out, or to sit there at 9pm turning a month of content ideas into task cards one at a time. But all of it has to happen, and for years all of it happened in my evenings.
These are the ten I've handed over. Each one below has what it actually is, which connectors it needs, and the exact prompt I run.
Two things have to be true first, though, or none of it works.
First - you need an AI brain
Every prompt on this page assumes Claude already knows your business. Your clients, your offers, your prices, your voice, the way you like things done.
Without that, you'll paste in a prompt and get back something generic, and you'll conclude AI is overhyped. The prompt was never the clever bit. The setup is.
If you haven't built yours yet, start there: The Co-Founder Setup: How My Business Actually Runs on Claude. Come back once it's done.
Second - you need your connectors on
I run all of these with Cowork on, and every tool in my business connected.
This is the part people miss. Claude can write you a beautiful summary of your meeting - but if it can't reach ClickUp, you're still the one copying tasks across by hand, and you haven't actually delegated anything. You've just moved the typing.
To set them up: go to the Customise tab, scroll down to Connectors, and connect the tools you use.
Mine are:
- Chrome - so it can actually go and use the web, and drive things in a browser
- Google Drive - where all my documents live
- Google Calendar - so it can see my week and book things in
- Gmail - reading and drafting
- ClickUp - my task manager, where all the work actually lands
- Wispr Flow - so I can talk instead of type
Yours will be different. You might be on Notion, or Asana, or Outlook, or Monday. Connect all of them - whatever your business actually runs on. That's the only way Claude can do the work instead of describing it to you.
1. Loading my content planner
What it is: A month of content ideas going into ClickUp in one go, each one with the right status, the right pillar and the right post type - and a first draft of the post already written into the description. Not a list I then have to type up afterwards. Actual task cards with actual work already in them.
Connectors: ClickUp, Google Drive
Here are my content ideas for the month: [paste the list, or point me at the doc]
Add every one of these to my [LIST NAME] list in ClickUp as its own task.
For each one set:
- Status: [your status]
- [Custom field]: [value]
- [Custom field]: [value]
In the description, draft the post for me. The list says whether each one is a
B-roll or a talking head - refer to my branding documentation in the vault so
it's in my voice & in the right format for that post type.
Use the idea exactly as I've written it as the task name - don't reword them,
don't tidy them up, don't merge two into one.
When you're done, tell me how many you created & flag anything that looks like a
duplicate of something already in the list.
Why that last line matters: you will have ideas you've already had. Getting them flagged rather than silently duplicated is the difference between a planner and a mess.
2. Making the graphics for my blog posts
What it is: The diagrams, flow charts and process graphics inside my articles - built to my brand colours, as a proper image rather than a screenshot of something ugly.
Connectors: Google Drive (to file it)
I need a diagram for a blog post about [TOPIC].
Here's what it needs to show: [describe the steps, the paths, the flow]
Build it as an SVG. Use the colour guide in my vault so it's on brand. Dark
background, rounded boxes, numbered steps, arrows between them. Clean
sans-serif type, nothing decorative.
Show it to me before you finalise it, & tell me what you'd change if you had
to make it clearer.
The honest bit: you'll go back and forth two or three times on this. That's still ten minutes rather than an afternoon in Canva.
3. Publishing the blog posts
What it is: Claude writes the article and Claude publishes it. I brain dump what I want it to say, read what comes back, mark up my changes, and then it goes live - SEO fields filled in, category set, done. I never touch the admin panel.
Connectors: Chrome, Google Drive
This one is normally a two prompt process.
First, the draft:
Here's a brain dump of what I want to write about: [talk it all out - the point
you're making, the story behind it, the steps, anything you want in there. It
does not need to be tidy]
Write it up as a blog post, following my branding documentation, in my tone &
my voice.
Give it to me as an md document so I can read it properly & mark up changes.
Read it. Send back what you want changed - and be specific, "make it punchier" gets you nothing. Once it's right:
Then, the publish:
Here's the final version: [attach or point me at the file]
Publish it to my website:
- Strip the frontmatter & any internal notes before you paste the body in
- Fill in the SEO title & description from the frontmatter
- Set the category to [CATEGORY] & the publish date to today
- Set it to published
Before you save, check the body for any mangled characters & confirm the
character count matches the file.
Then open the live URL & tell me if anything renders badly.
Why the character check: copy-paste between apps mangles special characters more often than you'd think, and you don't want to find out from a reader.
4. Meeting notes
What it is: The dreaded hour after every client call. Now it's one prompt.
Connectors: ClickUp, Google Calendar, Google Drive
Here are the notes & transcript from my meeting with [CLIENT].
Pull out every decision we made.
Pull out every action agreed - what it is, who owns it & the deadline. Include
the ones mentioned in passing.
Pull out anything that should live in my client file long term: context on their
business, their preferences, their numbers.
Write 1-3 up as md docs I can drop straight into that client's project, so it
stays current.
Add my actions to ClickUp with dates & set a reminder to book a follow-up in
[X] weeks in my calendar.
Then give me a meeting summary including a table with:
Decision | Action | Owner | Due.
5. Client proposals
What it is: A proposal drafted from my discovery call notes, in my format, in my voice. I edit it. I never start it.
Connectors: Google Drive, Gmail
Always run this inside the Claude project you've made for that client, so every previous meeting note, every email and all their context is already sitting there. A proposal written from one call is a quote. A proposal written from everything you know about them is a strategy.
Here's the discovery call summary: [paste]
And here's a brain dump of what I actually want to do for them: [talk it out -
what you'd build, in what order, what you'd leave out, anything you're unsure
about]
Draft a proposal using my brand guide & my proposal template.
Structure it as: the problem in HER words, the outcome she's actually buying,
two package options, timeline, next step.
Tone: warm, direct, zero corporate jargon.
Price the options using my pricing framework - & tell me your reasoning, so I
can push back on it if I disagree.
Don't send it. Show me first.
"Don't send it. Show me first." Put that line in anything that touches your email. Always.
6. Prospect research
What it is: Claude looks at a business I want to work with, tells me where their customer journey is actually breaking, and drafts the introduction email.
Connectors: Chrome, Gmail
Here's a company I want to connect with: [COMPANY] - [WEBSITE]
Walk their customer journey the way one of their customers would. Website on
mobile, link in bio, lead magnet, booking flow, checkout.
Tell me the gap in ONE sentence, in plain English.
Then draft an email that introduces me & asks whether they're open to a
conversation. Not a pitch - no prices, no packages, no availability. Under 150
words, in my voice.
I've written this one up in full, with both paths and the whole method, here: How I Use Claude to Prospect on LinkedIn.
7. The emails I'm dreading
What it is: The scope creep one. The late payment one. The one where I say no. The ones I'd otherwise put off for three days and then write badly at 10pm.
Connectors: Gmail
I need to send an email I've been putting off.
Situation: [what's actually happened]
What I need to happen: [the outcome you want]
How I feel about it: [honestly - annoyed, awkward, worried about the
relationship]
Draft it. Warm but clear. Firm without being cold. Don't over-explain & don't
apologise for something that isn't my fault.
Give me two versions - one softer, one more direct - so I can pick depending on
how brave I'm feeling.
Don't send it.
The "how I feel about it" line does the work here. Tell Claude you're annoyed and it'll write something that carries the message without carrying the annoyance.
8. Templatising finished client builds
What it is: At the end of every project, the parts that took me the longest get stripped back and filed as reusable templates. Not the client's work - my own working out.
Connectors: Google Drive (or wherever your vault lives)
Look at the project we've just finished, then look at my templates folder at
[PATH].
Tell me what we made in this project that isn't already in there - anything I
could reuse for a completely different client.
Ignore anything that only makes sense for this client - their copy, their
branding, their content.
Give it to me as a table: What it is | Where it lives | How reusable | What it
would take to make it client-agnostic.
Don't build anything yet. I want to choose from the list first.
Full method, all three prompts: The Claude Prompt I Run at the End of Every Client Project.
9. Keeping my client files current
What it is: The slow rot that kills every AI setup. You build a beautiful filing system in January and by April it's describing a version of your clients that no longer exists. This stops that.
Connectors: Google Drive, ClickUp
Go through everything that's happened with [CLIENT] since [DATE] - my notes,
our emails, their tasks in ClickUp.
Compare it to what's currently in their client file.
Tell me what's now out of date, what's missing, & what's changed about their
business that I should know.
Then update the file - but show me the changes before you write them.
Run it monthly. Put it in your calendar, because you will not remember.
10. Writing my SOPs
What it is: I do a process once, properly. Claude writes it up. I never explain it twice - not to a client, not to a contractor, not to myself in six months.
Connectors: Google Drive
I've just finished doing [PROCESS] & I want it written up as an SOP so I never
have to work it out again.
Here's what I did: [talk it through, in whatever order it comes out]
Write it as a step-by-step process someone else could follow without asking me
a single question. Include what tools are needed, what could go wrong at each
step, & what "done" looks like.
Where my explanation is vague or I've skipped a step, ask me about it rather
than guessing.
Save it to [FOLDER].
"Ask me rather than guessing" is the whole trick. You'll skip steps, because you've done it so many times you don't see them anymore. The questions are where the real SOP comes from.
The pattern underneath all ten
Look back at them and the same three things keep appearing.
Show me before you send it. Anything that goes out under your name gets your eyes on it first. Every time.
Ask me rather than guessing. The moment Claude fills a gap with an invention, you've got a nice-looking document that's quietly wrong.
Tell me your reasoning. Not just the answer - why. That's the difference between a tool that does your admin and a tool you can actually trust with it.
Start with one
Don't try to set all ten up this week. Pick the one that's eating the most of your evenings - for most people that's meeting notes - and run it after your next call.
Then add another next week.
If you haven't got your AI brain set up yet, that's the prerequisite for every single one of these: start here.
And if what you actually want is to stop selling hours and start running a business that doesn't need your evenings, that's the thing I teach.
this is the free stuff — imagine what we'd build together
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