Why use top performance teams Ki -Workflow -Thotenation and how you can do the same

“If you build it, they will come” worked well in “Field of Dreams”. But like many marketers, I chose a more careful (nevertheless curious) approach to KI integration.

When Chatgpt hit the scene for the first time, it was exciting to see all the sums, but it gave me hungry for more:

• What is AI actually good for?
• How does it work in a business environment?
• And can it save me time or will I be all about everything it produces?

Well, like 75% of the marketers, I think AI becomes a staple food in the workplace In the next few years. And that will have a lot to do with how AI-driven tools help us automate our daily work.

Let us examine the idea of ​​the KI workflow automation and gain your time like marketers and live back from the repetition.

Table of contents

What is the automation of the AI ​​workflow?

AI workflow automation includes the use of tools and resources for artificial intelligence in order to simplify work processes and to do more efficiently through repeated tasks, to influence decisions and to concentrate the teams on tasks with higher influence.

To take into account in the workflow automation, you can work in your pipeline. Most of the online recording has focused on generative AI (tools such as chatt or claude).

We see now Agent Ai appear as a discussion point in the company’s boardrooms. Instead of creating something like generative AI, the Agentic Ai does specific tasks autonomously.

You will see these subtypes while exploring the workflow automation. Each has its use and you usually work together to automate workflows. But you know that you are designed for slightly different application cases, and note this in your planning.

Why use AI workflow automation?

AI is ready to help marketers automate considerable chunks of their work processes. And marketers begin to use it: Our research shows that 64% of the marketers use AI in any form at work. However, only 21% AI have integrated extensively in their work processes. There is space for growth.

Why should you join the top 21% of AI-driven marketers?

Time saved

Our research recently found that marketers who use AI save an average of 12.5 hours a week. That is almost 26 working days a year. What could your team do with an additional month?

The timing advantages vary depending on where you include AI in your processes. For example, the use of AI to automate parts of content production can temporarily save the creation and processing of the most time-consuming parts of the process.

I will later discuss the determination of goals and goals of AI workflow automation, but it is important to identify time-consuming tasks before You integrate AI considerably into your process.

Effective data -controlled decisions

Data drowned marketers. Which data is important for your team in the middle of information of information? And how can you use it to plan your next movements?

I think a key too Lead effective marketing It can be found which data are most relevant for your needs and to understand how they are provided. AI is particularly prepared to include data from the many sources of your company’s workflow, analyze it on patterns and provide implementable knowledge in order to achieve things.

Targeting and customer experience Personalization are mature fields for AI disorders.

Imagine the AI ​​deal with user data recording, process and insight generation. You get a list “Here is what you can do next” and can develop and execute campaigns that match.

Example of real world: Yum Brands (the KFC and Pizza Hut belongs, including fast food stops) The commitment of the consumer is increased in two digits and more purchases with AI-controlled marketing decisions.

Scalability

The demands on the time and energy of the marketers increase – I know that I feel it, and I am sure that they do it too. The latest polls revealed this 60% of the marketers feel overwhelmed through what your work demands from you.

Marketers could always use an additional pair of hands – and that now includes AI hands.

Marketers can use AI to automate repeating or predictable tasks such as data acquisition and analysis or social media post. Or AI can use all the data you analyzed to personally personalize outbound messages and help you to achieve people without manual effort.

Ai does not replace the human marketer (I’ll add more to it later), but it does Help us do more – even if yours Marketing budget stagnated.

What you need to automate the AI ​​workflow automatic automatic

So where do you start? I recommend you to give the following points if you plan your KI workflow automation.

During my exploration of the AI ​​workflow automation, you can hear from fractional CMO Tim Hickle. He has invested significantly in the understanding of the role of AI in marketing for companies in many sizes and structures and gave me many great insights.

Team needs and pain points

What does your team actually push off? What tasks do you frustrate or do you suck your time from the higher, strategic work you need?

The answering of these questions requires quantitative and qualitative data. Sit and ask your team what you eat in time. Your answers will not be exactly the same, but you will probably appear patterns. From these patterns you can define the workflow steps for automation.

For example, when we explored the AI ​​integration for the first time, I was sitting with my content team to hear about their fights. Everyone had their own interest, their own desire and the need for AI, but objects such as reuse of our long -form work for the distribution in social media felt time -consuming and frustrating. We could then form a hypothesis that the AI ​​integration could help us automate this process.

Pro tip: It is also good to give yourself a few numbers to help-especially if you need executive buy-in. Do you have your people Time locking up your calendar Or follow with the help of a certain hour tracking tool (project management tools like Monday have integrated these functions). See whether your feelings correspond to your actual time. You can then quantify the effects of the AI ​​tools in the time and productivity of your team.

Your technical infrastructure

Before signing dollars for new AI tools, you understand which systems you now run. You need to know how your current selection of digital systems and tools (also known as your tech stack) can support the AI ​​integration.

For example, I deal with how many marketers in my working day with many unstructured data. E -mails, telephone calls, meetings, social media comments that sent me random PowerPoint a month ago – it is all information that I have to do my job, but it is scattered on several platforms. So that I can benefit from automated workflows, I have to understand which of these tools most influence my challenges.

Examine your current tool like:

• CRM platforms (Customer Relationship Management) (e.g. Salesforce or Drift Kings Media)
• Content management systems (CMS) such as WordPress or term
• Ads and analysis platforms such as GA4 or Tableau

Pro tip: I will later communicate more about our AI tools, but depending on the level to which you have integrated Drift Kings Media into your systems, you may already have access to a number of internal AI tools and resources. In any case, examine your tech stack for functions and integration points.

budget

Many AI tools are correct to meet the needs of small or medium-sized companies. Smaller marketing teams could get away with a few cheaper AI tools without carrying out the budget.

A successful AI workflow automation should finally scale -inside and outside of your team. You may not need a significant budget now, but successful integration will probably cost you a lot more. This is not a bad thing – it means that you have found something useful.

Pro tip: I will talk about pilot tests later, but start small and inexpensive, while I focus more on measuring the capital return and improving the pain points of your team. Successful pilots and data will help you to work for larger budget requirements.

Internal knowledge architecture

While I chose the right tools for her team, he certainly counted when I spoke to Hickle, he put an interesting point about preparing her information for AI integration and how this can make or break your workflow automation.

“Most marketing managers ask the wrong question. You are obsessed with which LLM can decide-Claude, Chatgpt or Jasper- if you should have an impact on building your internal knowledge architecture, ”says Hickle.

“The selection between AI models may save you 10% of your time, but a well-structured knowledge management system can 10 times your outputs. The actual competitive advantage is not in the AI ​​that you use, but how you organize and use the unique intellectual capital of your company. “

Pro tip: Check whether you save information to solve your team’s needs and save information. Where do your useful data live and can your AI tools access and use to help your team?

Data management strategy

Together with the way you architect your information, Hickle also notes that you need a strong plan for the management of the specific data units you want to use in AI integration.

“The basis for effective AI automation is not the LLMS – it is your data management strategy,” he says. “Marketing teams have to introduce themselves to their internal data such as Lego blocks: discrete, well-organized databases of high-quality information that can train closely excited AI models. Without this basis, they build on sand. “

You may have already met the idea of ​​data hygiene. Essentially, garbage data is tidy from your information system and ensure that AI receives the good things that are necessary to make intelligent decisions.

Pro tips:

• Run a data check to clean old, outdated data before taking AI into your process.
• Develop SIPs and processes so that people know what AI is used for – and for which data not there are. Like more than more than Three quarters of the employeesMarketers are still a bit confused about using AI at work.
• Create a structure, explanation and approval process to give your employees more support in their decision -making.

The human touch

Central to a healthy AI use is the person to help. We still learn a lot about AI and how it fits in Marketing workflows. Teams cannot leave the human aspect behind.

While AI offers a lot of potential, they don’t rely too much on it. Drift Kings Media’s latest AI report showed that 62% of the marketers agree that they should use AI – but do not use too much.

How much is too much? I would say that this answer depends on which workflows you automate.

For example, if you automate the creation of content, it is the case that the bot has the flashing cursor filled out in the midst of a writer’s attack. However, the writing process helps refine your brand voice, identify ideas in order to further examine and to share your unique attitude with the world. That, and you don’t want to leave AI hallucinations Push your content check invisibly.

Hickle saw this first hand with his marketing customers.

“The real power of AI in marketing is not in replacing human creativity – it strengthens it with structured feedback loops,” he said. “By training AI models for carefully curated customer interactions and marketing results, we have transformed all content into an opportunity for automated focus groups. This is not about quantity about quality. It is about using AI as a quality multiplier and at the same time maintaining human supervision for strategic orientation. “

Pro tip: Inventory how your team uses his time and recognize the greatest displeasure between effort and reward. Perhaps it has a high value in writing long-form contents itself, but it is converted into snippets for five social media platforms. AI should help her people not replace them.

1. Set your KI workflow automation goals and goals.

Use your team’s needs and pain points to find out what you want to automate and how to do it. Free your goals like any other business goal (I like that Smart format) and more precisely to answer questions such as:

• Which tasks are too repeating and consuming too many resources?
• Where are we in the execution?
• What decisions could use a thrust of the AI?

Also set specific criteria for success, including measuring standards. Are you trying to save hours for these tasks? The frequency with which you manually touch this task? What major business goals or priorities can this process support? Place Benchmark data based on where you are now – this will make miracles for your future.

In this phase you may not have every detail, but better details lead to better results. From there you can identify the repeatable processes that are ready for AI integration.

2. Research Ki tools.

I later added options, but your goals should drive your search ahead. You also checked your Tech Stack and know what integrations work with you. So it’s about finding the right tools to meet your needs and business reality.

When I look at AI tools, I check points that go beyond integration into my tech stack, including:

• Data management guidelines. How does the seller and the data of my company protect me? Do you correspond to regulations such as GDPR or SOC 2?
• Using friendliness. How quickly can I get up to date with the product? Does the user experience make sense for me? And can I quickly train another person to use them?
• Support. Do you have a solid knowledge base for quick questions? Does the support system basically relate to chatbots or can I come to a person? Does that cost me extra?
• stability. Many AI providers have recently entered the market. I will choose the tool that best supports my needs, but it is good to know whether the seller has legs among them. I check crunchbase for financing profiles and search for case studies and comments to places like G2 or Reddit.

Pro tip: Perform a few free attempts or check product demos to visualize how you use every tool. Complete workflow automation may require 3-5 separate AI tools, depending on your requirements, tech stack and knowledge architecture. Check how much it costs to carry out all of these tools – and see if this New tools play well together.

3. Train your team.

A tool is just as good as the person it swings. And about two thirds of the marketers say that a Lack of education and training is the greatest barrier for the introduction of AI. Ideally, your AI tools include training materials, product extensions and demo videos. Share those with your team and go through the most important parts together.

It is also good to record smaller training opponents in their regular team meetings. Part of the AI ​​integration is to do it feel Right how this tool was needed all the time. A confusing or misguided AI resource will get this feeling out of balance.

Pro tip: Ask regular feedback from team members and listen to your answers. While people are normally willing to try it out, the continued frustration with AI tools prevents them from getting acceptance they need to scale their automation.

4. Create a targeted pilot project.

Start your AI trip with a densely controlled pilot. At this point, draw a card that shows every step in a part of a workflow that you want to automate. Prepare yourself for success, but get ready to learn from failure.

For example, when Chatgpt published its public models at the end of 2022, my content team saw great potential in the inclusion of the tool into our workflow. In particular, we wanted to use GPT 3.5 to convert our long-formal content in shorter pieces that we could share with customers to use them on their social media platforms.

We have shown the steps in this process:

We executed this process for 2-3 months. It failed spectacular.

Why?

1. At that time, the production of GPT was not remarkable and our customers demanded remarkable. We had not rated the necessity correctly.
2. We spent far too much time and effort to tinker with the output. It would have been much faster to reuse the content itself. We haven’t seen a time advantage.

So our pilot failed.

But GPT act Help us brainstorming better ideas when jumping and preparing for customer interviews. We learned and adapted to use the tools in which we really needed them. Bring The Thinking in pilotting tests.

5. Integrate AI into the daily workflows.

It can require some small pilot tests before finding the right combination of workflow steps, tools, resources and training so that it works. As soon as you have got it, document it.

Pro tip: Draw a diagram or a map of the steps in your workflow so that you can see how automation flows and how every step is related to your goals. From there, encourage your team to continuously engage your selected AI tools. Practice breeds habits and helps them iron agonizing challenges or swallowing.

Be a source of consistency with your team while learning to use AI every day. That is why they took the time to create SIPs, guidelines and knowledge architectures.

6. Measure success criteria.

The continued success in automation of the KI workflow is associated with the measurement. Do you remember when you set your goals? Compare your benchmarks with the place where you land. Follow numerical data regularly over time, such as: B. saved hours or parts of the content per week.

You would also like to further refine your processes. Data can tell you where a tool does not work well or where swirls swirl around in the Workflow River.

Pro tip: Pay close attention to your data and feedback in your team in this handicraft phase (usually 3-6 months after the daily implementation). You will see that trends appear and know how to tackle them when they work towards complete scalability.

5 best AI tools for automation of workflows

Which tools should you use in the AI ​​workflow automation? The number of options grows daily. And there are many great tools on this list. Each of these tools also adheres to the earlier criteria that I have set for myself and my teams.

And while you can automate many workflows, most marketers focus on using AI Create, optimize and distribute content. These tools can help you do this (and other things) on a scale.

1. Drift Kings Media Breeze Ai

breeze is designed in such a way that they are operated via the VollDrift Kings Media suite. If you run your entire customer experience via HubSpot tools, you can fully exploit the breeze and strengthen its effectiveness.

Breeze offers the usual AI assistant in the chat bot style with their lifting spot data to generate knowledge. You will also receive Agentic AI (in Beta) to automatically master prospect, generation of content, social media and customer service.

What I like: The integration into the systems that I already use. To have AI directly on my fingertips without leaving the Drift Kings Media platform much Easier to convince team members to use AI every day.

Best for: Companies that use HubSpot to operate and automate some or all customer trips.

Pricing: Drift Kings Media contains a basic Breeze -Ki, including Breeze Copilot, free of charge within the Drift Kings Media platform. Various advanced AI functions, such as our beta agents, are activated with various paid plans.

2. Description

Video is an incredibly powerful marketing tool. But boy, it takes so much time and effort to prepare. Small marketing teams may feel particularly put under pressure to “make video” with which we are supposed to say “limited time and budget”.

With DescriptionYou can use AI to:

• Automatically transcribe audio and video recordings.
• Remove the background noise and improve the recording.
• Remove filling words like “Um”.
• Add AI votes that are trained on a number of language data.
• Correctly wrongly spoken words with an ai-generated overdub.
• Write episodes and show notes.
• Select and prepare social clips.

Essentially, it is an AI video editor in a box.

What I like: The text-to-video editing tool. Especially as someone who does not want to listen to his own voice all day, I like to edit the transcript. You can cut, move and insert video like a Word document.

Best for: Small to medium-sized marketing teams who have to handle podcast and YouTube video processing for their teams and their leadership.

Pricing: Simply jump to the creator plan for 24 US dollars per month (invoiced annually). It is full of useful resources at a reasonable price.

3. Lately ai

I teach social media marketing and can tell you – it’s a jungle out there. Popular platforms change their algorithms without warning. Others have difficulty staying in operation these days (look at each other, tiktok). It is therefore difficult for marketers to keep up with the requirements of social media.

Lately, AI has been reducing this demand by automating the generation and distribution processes of the social media content. It will record your company data and content (e.g. blogs, videos, podcasts) and create good social contributions. Automatic calendar functions identify the right time and plan content for you. You will receive comprehensive campaign and post analyzes to determine the most effective strategies.

source

What I like: The component of content calendar automation saves a lot of time. The AI ​​indicates impressive phrases from long -term content to create better social contributions and set them directly into the calendar. I also like what it looks like. Do not take aesthetics and good user interface/UX for granted.

Best for: Companies and agencies that manage strong quantities of production and sales of social media content.

Pricing: A starter package for individuals recently, but I have only recently used it lately if they are in a growing company or an agency. Buy the growth package at 199 US dollars per month (billed annually). Here you unlock AI automatic calendar, voice model processing and performance analysis.

4. Performance

I use the term to treat content strategies, plans, calendars and content myself. It is also incredibly useful as a repository for corporate knowledge and data, as Hickle emphasizes.

“Personally, the most valuable tool that I found in the automation for the inclusion of AI,” he said. “The open API simply makes it easier to pull data and I can use chatt to transform every concept database into a useful chat bot that was built for what I need, especially for this.”

The term is also excellent for the automation of documents and the cooperation of teams. The file structure can take some exercise to be perfect. However, the term contains a lot of internal functions and external connectors that fit in a technical stack.

What I like: The term integrated AI bot of term is particularly useful if you feed internal databases and content. I would not call it the strongest AI writer, but it can summarize documents well and develop knowledge with several terms of terms, which gives you insights into your company.

Best for: Content marketers and marketing ops specialists who plan strategies, carry out tactics and analyze data.

Pricing: You can do a free free, but meaningful functions are really only $ 10 to $ 15 per seat/month (annually). Term AI is an additional 8 US dollars per seat/month (annual invoiced).

5. User -defined GPTs with Chatt

Although Chatgpt was in the belt for a few years, most people still have to learn how to build effective requests And use the full potential of chatt.

As Hickle noticed, Chatgpt can take user data and create useful tools such as chatbots. I use the custom GPT function to create advice tools such as an RPQ computer (Request-Price-Quote) based on the functions and price data of my company.

With the user -defined GPT area you can tinker with instructions, upload data sources and activate functions to transform data. You can also add actions with which you can work outside of Chatgpt (like the chatbot concept from Hickle). Plus with the Newly published “tasks” Functionality, GPT changes to the agents -KI with task planning functions.

What I like: The control over how my GPT works. There is so much that I can add, change and adapt so that it works as I want it.

Best for: Marketing teams of various sizes that scale the production and management of content, process documentation and data analysis or use AI knowledge to improve their campaigns.

Pricing: Discover the team option with which you access custom GPTs and additional functions. That is $ 25-30/seat/month (billed annually). Or if you are a team of one, you will receive plus for 20 US dollars per month.

Better marketing through AI workflow -automation

The only way to make profits with AI is to try it out. Start small with the most painful problems that plague your team’s workflow and create a pilot test with the right AI tools to work on a real solution.

It doesn’t always work as you expect (as the early chatt test test of my team showed). However, enter the process openly and you can find ways to simplify and automate your marketing. Let your people do great human work and leave the rest to the machines.