What This Article Covers:
This article explores how workplace leaders and regional managers can move beyond reactive, “just-in-time” AI usage and leverage scheduled tasks in tools like ChatGPT, Claude, and MS365 Copilot to automate routine workloads. You’ll learn four simple ways to put AI to work on a schedule, including setting effortless priority reminders, building consistent weekly work rhythms, receiving daily executive briefings, and monitoring critical updates automatically. The post also highlights practical ways organizations across New York City, New Jersey, Washington DC, and Pennsylvania can help teams bridge the gap from basic AI experimentation to building structured, high-value workplace skills.
AI training just keeps getting better and better.
Did you know you can create and schedule AI tasks? I’m going to cover ChatGPT here, but Claude just as easily does the job too.
Today I’me going to show you how to use the Scheduled Tasks feature and why they are so valuable. Note – I don’t cover everything under the sun these tools can do. I cover things that come up in our trainings and that I know you will find useful in your shoes. 🏃♀️➡️
Instead of using AI only when you need it, you can also ask it to do something later — once, on a recurring schedule, or when something meaningful changes.
So much of our workload comes from recurring follow-ups, routine check-ins, monitoring updates, and remembering what needs attention next.
Scheduled Tasks can help take some of that off your plate.
For example:
- Every Friday at 2 PM, remind me to review XYZ documents that still need a response.
- Every weekday at 8 AM, give me a concise summary of emails from my team and what it could mean for HR and L&D.
- Every Tuesday morning, remind me to review my priorities before my leadership meeting.
- Notify me only when something meaningful changes in this spreadsheet.
It’s time to use AI proactively instead of just in time.
Before I forget, reach out, for our Quick Start Guide on how to tell ChatGPT what to do, when to do it, how you want the result, and whether it should notify you only under certain conditions. Just hit send to: school@inrshoes.com
This guide we put together has examples you can copy and use right away. 📘
And as always, use judgment with anything AI generates — especially when facts, dates, sources, or recommendations matter.
Four simple ways to start using AI Scheduled Tasks
You do not need to build an elaborate AI workflow. Start with something you already do repeatedly.
1. REMIND ME 📅
This is probably the easiest place to begin. Instead of making yet another mental note to remember.
“Remind me tomorrow at 9 AM to send the proposal.”
Or:
“Every Tuesday morning, remind me to review my priorities before my leadership meeting.”
AI adoption does not have to begin with a complicated use case to create value. Sometimes just removing one recurring item from your to-do list is all you need.
2. REPEAT IT 🔁
This is where AI starts becoming part of the rhythm of your work. For example:
“Every Friday at 2 PM, remind me to review proposals that still need a response.”
Or:
“Every weekday at 4:30 PM, ask me to identify my top three priorities for tomorrow.”
I particularly like the second example above because AI isn’t necessarily doing the thinking for you. It is creating the discipline you need to set aside the time to prioritize.
One of the most common theme of questions we are asked in our AI trainings is how to create the structure around human judgment when using it in your tasks.
3. BRIEF ME 📰
Here is where this becomes particularly useful for leaders who simply want a pulse on what’s happening in the industry or with a specific technology for example.
“Every weekday at 8 AM, give me a concise summary of major AI workplace news and explain what it could mean for HR and L&D.”
Now you are not starting from scratch every morning. You have a briefing waiting for you.
You can do the same for industry developments, leadership trends, regulatory issues, competitive intelligence, or other areas you regularly follow. The important part is telling AI what you want back.
“Keep me updated” is vague. Something like:
“Every Friday at 3 PM, give me a five-bullet summary. Include what changed, why it matters, and anything I should pay attention to next week.”
That is much more useful. Specificity still matters — even when the prompt is scheduled.
4. WATCH FOR CHANGE 👀
This may be one of the more interesting use cases. Instead of repeatedly checking to see whether something has changed, you can create a monitoring task and ask AI to notify you only when there is a meaningful update.
For example:
“Check for updates to this topic and notify me only when something meaningful changes.”
The key phrase there is: Only when something meaningful changes. Because none of us needs another notification simply telling us that nothing happened.
For leaders already dealing with email, Teams, Slack, project updates, meetings, and dashboards, the goal should be to reduce noise.
If your organization is thinking about how to move employees from experimenting with AI to building practical workplace skills, this is the kind of skills we are incorporating into our AI training programs.
Reach out for an AI training curriculum. We have a rockstar bench of facilitators with learning and development experience (not just gurus). 🤩
P.S. If ChatGPT or Claude could reliably remind you, brief you, or watch for a meaningful change, what would you hand off first? 🤔 Reach out for our free Quick Start Guide to get started. school@inrshoes.com
Frequently Asked Questions
What are AI scheduled tasks?
AI scheduled tasks allow you to set prompts in tools like ChatGPT, Claude, or MS365 Copilot that run automatically at specific times, on recurring schedules, or when meaningful changes occur in monitored data.
How can scheduled AI tasks help corporate managers?
They handle routine administrative work like daily email summaries, weekly priority reminders, and automated change tracking, freeing up leadership teams for high-value strategic decision-making.
About Us
In Our Shoes® provides custom, cohort-based AI Workplace Transformation and Leadership Training for mid-to-large organizations. Our high-engagement programs focus on building AI fluency, change management, and human-centered leadership—ensuring your workforce learns how to work smarter with generative tools without losing the human element.
