⚙️ The Automation That Quietly Runs Your Business

Most businesses don’t feel messy because they’re badly run.

They feel messy because too many small things live in too many places.

An email you meant to reply to. Notes from a meeting that never turned into action. Ideas written down at the wrong time, in the wrong app. Follow-ups that made sense in the moment, then slipped.

This week’s automation is about pulling that background work into one place.

It’s a simple system you use alongside your work, so things don’t pile up or get forgotten. You drop things in, it helps sort them, and you move on.

Lets dive in 👇

Rather than setting up a bunch of small automations, this uses ChatGPT as a background helper for your work.

It sits alongside what you’re already doing and keeps things organised as they come in. You don’t need to open it for one specific task. You use it as a place to drop things so they don’t hang around in your head.

Once it’s running, this single setup helps handle:

Instead of deciding what to do with each thing as it comes up, you hand it off and move on.

Paste this in at the top and pin it:

“You are my background business operator.

When I paste emails, messages, notes, meeting summaries, or ideas, you will:

Keep everything short, and practical

Focus on helping work move forward, not on creating plans.”

This system only works if you give it messy inputs.

That means pasting things exactly as they are:

Just paste and move on.

Once or twice a day, ask one simple question:

You’ll get a clear snapshot without rebuilding your task system from scratch.

At the end of the week, paste this:

“Give me a weekly ops snapshot:

This replaces:

This automation is especially useful if you:

It’s about losing less momentum.

If meetings tend to blur together once they end, this helps.

You can pair the workflow with Fireflies.ai to:

Ask simple follow-ups like:

Instead of relying on memory or scattered notes, meetings turn into written actions you can review, share, and move forward on, without rehashing what was said.

This prompt is useful when you’re working solo or in a small team and want a clear path forward without unnecessary steps. It asks AI to look at the official way something is done, then deliberately reduce it to the smallest workflow that still produces a correct, usable result.

Use it when a task feels heavier than it should: building, writing, planning, or testing ideas, and you want something you can move on quickly, refine later, and actually finish.

“You are an expert in this task.

First, outline the standard industry process step by step.

For each step, briefly state its purpose or risk.

Now assume:

Reduce this to the smallest workflow that still produces a correct, usable result.

Present:

Highlight:

End with one reusable rule of thumb.”

OpenAI has struck a major multiyear agreement with chip maker Cerebras Systems to secure up to 750 megawatts of computing power over the next few years — a deal valued at more than US $10 billion. The partnership will bring wafers-scale AI processors into OpenAI’s infrastructure, helping power large models like ChatGPT and supporting long-term scaling plans. This is part of a trend where AI companies are locking in huge hardware commitments so they can train and run more advanced models without hitting capacity limits.

Why it matters:

AI models get more capable as they run on bigger and faster hardware. Deals like this hint at where generative systems are headed — more complex reasoning, larger memory, and longer workflows that feel more cohesive over time. For small teams and solo operators, that ultimately means tools that handle bigger chunks of work without breaking context.

Apple and Google announced a multi-year deal for Google’s Gemini AI models to power a redesigned Siri across Apple devices later this year. Under the agreement, Google’s technology will become the backbone of Siri’s intelligence, making the assistant more capable and conversational. Apple emphasised that it will honour its privacy standards even as the model integrates with more device-level features.

Why it matters:

This signals a shift in how AI assistance appears in everyday life. If Gemini becomes part of Siri on billions of devices, it means AI will be able to support users without an extra app or tab. For small businesses and independent operators, that points toward an era where AI helpers are built into the tech people already use, so tasks like planning, reminders, and quick research feel more seamless.

What makes this work is how simple it is.

It’s that you don’t have to keep deciding what to do with every little thing.

When an email, note, message, or idea comes up, it goes to the same place.
You deal with it once. Then you move on.

Over time, that means:

You’re not trying to do more.

You’re just making the day easier to manage.

If you try the workflow or prompt in this issue, hit reply and tell me how it went. I always read my replies!

Thanks again for reading and sticking with PromptWire. I’ll be back soon with the next issue.