Here's the truth most AI consultants won't tell you: 80% of AI's value comes from 5 boring workflows. Not chatbots. Not "AI strategy." Just the repetitive tasks eating 20+ hours of your week that a well-configured AI system handles in minutes.
We've worked with businesses across Miami — from Brickell law firms to Wynwood agencies to Doral logistics companies — and the pattern is always the same. The biggest wins come from automating the work nobody wants to do but everyone needs done.
Here are the five workflows that consistently deliver the fastest ROI, ranked by impact.
Email Triage & Response Drafting
The average professional spends 28% of their workweek on email. For a Miami business owner juggling clients, vendors, and a team, that's easily 10+ hours a week reading, sorting, and drafting responses.
The fix isn't inbox zero hacks. It's AI that reads your email, understands context, and drafts responses in your voice. You review and click send — or it sends automatically for routine replies.
How to set it up: Start with Claude or ChatGPT. Write 5 template prompts for your most common email types (client questions, scheduling, proposals, follow-ups, internal updates). Paste the email thread in, get a draft back in seconds. Graduate to tools like Superhuman or SaneBox for automated sorting.
Proposal & Report Generation
Every Miami business we've worked with has the same bottleneck: someone senior spending hours creating proposals, reports, or presentations. A real estate firm writing listing presentations. A law firm drafting case summaries. An agency creating campaign recaps.
AI doesn't replace the thinking — it replaces the formatting, the first draft, and the grunt work. Feed it your data and a template, and you get a polished first draft in minutes instead of hours.
How to set it up: Create a "master prompt" for each document type. Include your company's format, tone, and required sections. Feed it raw data (meeting notes, spreadsheet exports, client briefs) and let AI generate the first 80%. You handle the strategic 20%.
Meeting Notes & Follow-ups
Miami runs on meetings. Cafecitos, lunch meetings, client calls, team syncs. But after each meeting, someone has to write up notes, extract action items, and send follow-ups. Most of the time? Nobody does it, and things fall through the cracks.
AI transcription + summarization means every meeting automatically produces structured notes, clear action items with owners, and a draft follow-up email — before you've even left the room.
How to set it up: Use Otter.ai or Fireflies.ai (both have free tiers) to record and transcribe. Then paste the transcript into Claude with a prompt: "Extract action items, summarize decisions, draft a follow-up email." Done in 30 seconds.
Customer Support & FAQ Handling
If your team answers the same 20 questions over and over — pricing, hours, how-it-works, refund policies — you're burning hours that AI can handle instantly. And your customers get faster responses.
This isn't about replacing your team. It's about letting AI handle the 70% of inquiries that have standard answers, so your people focus on the 30% that actually need a human touch.
How to set it up: Document your 20 most common questions and their ideal answers. Use this as a knowledge base for an AI chatbot (Intercom, Drift, or even a custom Claude integration). Start with email auto-drafts before going full chatbot — less risk, faster to implement.
Content Creation & Social Media
Every business in Miami knows they "should be posting more." But content takes time — research, writing, editing, formatting, scheduling. AI turns one piece of content into ten, and cuts creation time by 80%.
The key: AI handles the production, you provide the expertise. Write one LinkedIn post with your genuine insight, and AI repurposes it into a blog post, Instagram caption, email newsletter blurb, and Twitter thread.
How to set it up: Create a content repurposing prompt. Feed it your best-performing content and ask AI to adapt it for each platform with appropriate tone, length, and format. Use scheduling tools to automate posting. Batch one hour of content creation into a month of posts.
The math that matters
Add up the conservative estimates across all five workflows:
- Time saved: 41-62 hours per week
- Annual value: $74,620-$112,840 (at $35/hr)
- Implementation time: Most businesses see results within 2 weeks
"We went from spending entire Mondays on admin work to having AI handle 80% of it before our first cafecito of the day."
The businesses that win in Miami's market aren't the ones with the biggest teams — they're the ones that move fastest. AI is the equalizer. A 5-person company with smart AI workflows can outpace a 20-person competitor still doing everything manually.
Where to start (this week)
Don't try to automate everything at once. Pick the one workflow that eats the most of your time and set it up this week. Here's the playbook:
- Monday: Pick your #1 time-waster from the list above
- Tuesday: Write your first AI prompt template for that workflow
- Wednesday-Thursday: Use it for every instance of that task
- Friday: Measure how much time you saved and refine the prompt
By next Monday, you'll have a working AI workflow saving you hours every week. Then pick the next one.
Want to know your exact savings?
Our free calculator shows hours and dollars saved based on your specific workflows.
Try the AI Savings Calculator →Or if you want us to build these workflows for you — configured for your business, your tools, and your team — that's literally what we do.