Keith Yuen’s AI Automation & Productivity Resources

by Keith Yuen

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AI Automation & Productivity Resources

AI Chatbots

AI Automation & Productivity Tools

Resources

Additional Tools & Resources

Zap Prompts

Write a reply to the feedback received from the Google Form Message.

Address the customer first name extracted from the google form.

Sign off as Keith Yuen, Founder of Travel Inspiration 360

Analyse the sentiments of the message and to return as “Positive” or “Negative”.

Write a reply to the feedback received from the Google Form Message.

Address the customer first name extracted from the google form.

Sign off as Keith Yuen, Founder of Travel Inspiration 360

Hi (Change to your name),

Please see attached invoice in PDF format as per requested. Happy zapping!

Keith Yuen,
Founder of Travel Inspiration 360

Analyse this data and generate a detailed summary report of the performance of Zap Fashion in standard email format to the Management for reporting purposes.

Combine all output fields to One Main output field.

Sign off Keith Yuen

Hi (Change to your name),

Please see attached resume in PDF format as per requested. Happy zapping!

Keith Yuen,

Founder, Travel Inspiration 360

Analyse this candidate from the resume pdf in the email and indicate the following

Name:

Contact Number:

Email:

Professional summary:

List of skills:

Achievements:

Analyse image content with vision and write a short post for instagram. Keep it fun and cool with short CTA and trending hashtags.

Portfolio Presentation

Scenario Selection: Choose one scenario for your portfolio presentation.

Submission will be in PDF format, submitted to BELLS Hypeschool LMS.

Project Requirements (to complete the following tasks)

  1. Identify areas for improvement by assessing the current manual processes and pinpointing inefficiencies that slow down productivity or lead to errors.
  2. Implement productivity tools by creating an automated workflow (using Zapier) to streamline repetitive tasks and reduce manual effort. NOTE: You are required to build a zap using the existing ‘Zap Form’ and ‘Google Form’ worksheet.
  3. Analyse productivity data by comparing the time, effort, and accuracy of manual processes versus automated processes to measure the impact of the improvements.
  4. Report on improvements by presenting the findings, highlighting time savings, error reductions, and enhanced operational efficiency after automation.

Case Study Scenarios – choose only one

Click on the tab to view the scenario

Block Title

Scenario 1: Automating Order Processing for a Small Retail Business

Business Overview:

A small online retail business receives approximately 100 customer orders every month through an order form (Google Forms). The owner manually processes each order, including checking for new orders, sending confirmation emails, and logging data into Google Sheets. This manual approach is time-consuming, prone to errors, and limits the ability to scale efficiently as order volume grows.

Current Process (Manual Order Tracking & Reply):

  • Check for New Orders: The owner manually checks Google Forms for new submissions throughout the day.
  • Send Order Confirmation Emails: For each order, the owner manually writes and sends a confirmation email to the customer.
  • Log Order Data: Customer and order details are manually copied and pasted into a Google Sheet to track sales and inventory.

Time Required:

  • 1 order ~ 10 minutes.
  • 100 orders ~ 16.7 hours.

Challenges:

  • Missed Orders: With no automatic notifications, the owner risks missing new orders, leading to delays in responding and processing.
  • Delays & Inefficiency: Constant monitoring of forms is inefficient, particularly during peak sales periods. This results in delayed responses to customers and slower order fulfilment.
  • Human Errors: Copying and pasting customer details and order information manually into the Google Sheets introduces the risk of errors, such as incorrect product entries or misrecorded customer data.

Block Title

Scenario 2: Automating the Order Processing for a Handmade Crafts Business

Business Overview:

A small business specialising in handmade crafts sells its products online through a custom website. The business receives around 150 customer orders each month, primarily through a custom order form (Google Forms) embedded on its website. Currently, the owner manually handles the order processing workflow, from checking for new orders to communicating with customers and maintaining an inventory record. The process is labour-intensive, and as order volume increases, the owner struggles to keep up with demand.

Current Process (Manual Order Tracking & Reply):

  • Check for New Orders: The owner manually checks for new Google Forms submissions throughout the day, without any automated notifications in place. This leads to delays in identifying new orders.
  • Send Order Confirmation Emails: For each order, the owner writes personalised confirmation emails and sends them manually, which consumes a significant amount of time, especially during sales or promotional periods.
  • Log Order Data: Customer details and order information, such as products purchased, payment status, and delivery addresses, are manually copied from the Google Forms submission and pasted into a Google Sheet, which is used for tracking inventory and monitoring sales.

Time Required:

  • 1 order ~ 12 minutes.
  • 150 orders ~ 30 hours.

Challenges:

  • Missed Orders: With no notifications, the owner risks overlooking new orders, especially during busy periods or when manually checking forms becomes infrequent.
  • Time Delays & Inefficiencies: The constant need to monitor forms, send out emails, and log data leads to inefficient workflows. These inefficiencies slow down the business’s ability to process orders quickly and accurately, potentially leading to dissatisfied customers.
  • Human Errors: Copying and pasting customer details and order information manually into the Google Sheets introduces the risk of errors, such as incorrect product entries, misrecorded customer data, or missing inventory updates.

Key Concepts on Productivity Improvement

Definition:

Productivity in the office environment is the measure of how efficiently and effectively employees utilize their time and resources to achieve desired outcomes. It encompasses both the quantity and quality of work produced within a given time frame.

Explanation:

“Input vs. Output” refers to how productivity is measured by comparing the number of resources used (inputs) to the amount of goods or services produced (outputs).

  • Inputs: Resources like time, labor, and materials.
  • Outputs: The final products or services delivered.
  • Cost Efficiency: Reducing waste and optimizing resources can lower operating costs, improving profitability.
  • Competitiveness: Efficient operations allow businesses to offer better pricing, faster service, or higher quality products, providing a competitive edge.
  • Employee Engagement: Streamlined workflows reduce employee frustration, enhancing job satisfaction and retention.
  • Customer Satisfaction: Improving productivity ensures faster and more reliable service, enhancing the customer experience.

AI Capabilities:

  • Bottlenecks: Pinpoints areas where processes slow down.
  • Inefficiencies: Uncovers where resources are not optimized.
  • Repetitive Tasks: Identifies tasks suitable for automation.

Prioritization Criteria:

  • Impact: Focus on areas with high potential for improvement.
  • Urgency: Address critical bottlenecks that hinder operations.
  • Task Automation: Automating repetitive tasks frees up employees for strategic work.
  • Data-Driven Insights: AI-powered analytics identify bottlenecks and improvement opportunities.
  • Intelligent Assistants: Virtual assistants streamline communication, scheduling, and tasks, reducing administrative burdens.
  • Personalized Workflows: AI can tailor workflows to individual preferences, optimizing productivity for each employee.
  • Technical Integration: Ensuring smooth integration with existing systems.
  • Human Factor: Addressing employee training needs and resistance to change.
  • Cost: Managing initial investment and ongoing costs.
  • Data Quality: Ensuring data accuracy and privacy.
  • Technological Limitations: Recognizing AI’s limitations and potential failures.
  • Strategic Alignment: Aligning AI initiatives with business goals.
  • Surveys: Gather information through structured questions.
  • Focus Groups: Discussions among a group of participants to gain insights.
  • Interviews: One-on-one conversations for detailed information.
  • Observations: Collect data by observing behaviors and events.
  • Automated Data Collection: Utilize software or AI to gather data.
  • Set Goals: Define clear productivity goals.
  • Identify Tasks: Find repetitive or time-consuming tasks.
  • Choose Tools: Select the right automation tool.
  • Design Workflows: Map out the automation steps.
  • Test and Refine: Test workflows and ensure error handling.
  • Monitor and Report: Track performance and gather feedback.
  • Improve Continuously: Optimize workflows and expand automation.
  • Document and Train: Maintain documentation and train users.
  • Google Sheets: Track KPIs and visualize productivity trends.
  • Google Forms: Collect employee feedback to identify bottlenecks.
  • Zapier/ Make: Automate data collection to create a centralized productivity dashboard.
  • Google Calendar: Analyze meeting patterns to optimize scheduling.
  • ChatGPT: Analyze written productivity reports to identify improvement areas.
  • Time-Based: Measure time saved per task and workflow cycle time.
  • Output and Quality: Track increased output volume and reduced error rates.
  • Cost and ROI: Calculate cost savings and ROI from automation.
  • The PDCA (Plan-Do-Check-Act) Model:

    • Plan: Identify an opportunity and plan for change.
    • Do: Implement the change on a small scale.
    • Check: Use data to analyze results.
    • Act: If successful, implement on a wider scale and continuously assess.
    • Keep it Simple: Avoid overcomplicating metrics.
    • Balance Data: Combine quantitative and qualitative data.
    • Prioritize Ethics: Obtain consent and ensure transparency.
    • Protect Privacy: Anonymize data and use responsibly.
    • Stay Adaptable: Regularly review and update metrics.

Top 5 Protips for Effective Prompting

Use this ACPR template to create a comprehensive and detailed prompt that delivers a tailored response:

  • Act as: Define the chatbot’s role for a specific context (e.g., “Act as a project manager” or “Act as a customer service representative”).
  • Create: Specify the task or content you want (e.g., “Create a project plan” or “Write a feedback email”).
  • Present in: Specify the tone and style (e.g., “Formal and informative” or “Friendly and approachable”).
  • Refer to: Include context, examples, or specific information the chatbot should use (e.g., “Refer to the product specs provided” or “Use the example outline below”).

Provide as much context and detail as possible for a better response. Instead of a general prompt, try to be specific about the task and audience.

Example: Rather than saying “Act as a Primary School Teacher,” add more details like “Act as a Primary School Teacher teaching Mathematics to 10-year-olds in an engaging and easy-to-understand way.”

Add relevant hashtags to quickly communicate the tone, format, or purpose of the response. This saves typing while giving clear direction on style and depth.

Example: Add #tutorial #stepbystep #guide for detailed instructions, or #summary #concise for a short answer.

Ask ChatGPT to structure responses into clear sections, making them easier to read and navigate. Use hashtags to label these sections.

Example: “Explain what AI is; structure your answer into #sections: #introduction, #advantages, #challenges, and #futuretrends.”

Use examples to guide the format of the response, especially for structured content like emails or reports. Specify headers, body, and sign-off sections for a polished result.

Example: “Write an email reply to a customer in the following format:

<example>
Subject: RE: Customer Feedback

Body: Dear Customer,
Thank you for reaching out. At AGAPI, we aim to improve productivity by harnessing the power of AI...

Sign-off: Keith Yuen, Founder Travel Inspiration 360
</example>

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