1. Document Analysis & Summarization

Problem:

Huge documents take forever to read, and it’s hard to extract the most important insights quickly.

My Workflow:

• NotebookLM – I upload documents, and it creates a podcast-style explanation + mindmaps. Also, I can ask it anything about the document.

• ChatGPT 4.0 – Gives polished summaries and even suggests critical questions I can ask in meetings.

• Gemini 2.5 Flash Experimental – Super fast and explains things in very simple terms.

• Claude 3 Sonnet – Gives great technical summaries, especially when I'm reviewing APIs or solution architecture docs.

Result: What used to take me 3 hours is now done in 20 minutes. And I actually understand the document better.

2. Research (Market, Product, Competition)

Problem:

Google takes forever and results are scattered. I needed structured answers with context.

My Workflow:

• Perplexity AI – It scans the internet in real-time and gives cited insights. I use it for trend research, case studies, and stats.

• Marketing Research GPT (via ChatGPT Plugin) – Helps in getting industry benchmarks, competitive comparisons, and SWOT-style outputs.

Result: Deep research in 15-30 mins without opening 25 tabs.

3. Meeting Summary + Self-Improvement

Problem:

After meetings, I forget action items and never get time to reflect on my communication.

My Workflow:

• Read.AI– Gives me a report on how engaging I was in meetings and suggests areas of improvement.

• Fathom – Auto-records meetings, creates summaries, and highlights action items. Game-changer for client calls!

Result: Clear meeting notes and real feedback on my performance = continuous improvement.

4. Documentation Creation (PRDs, User Stories, etc.)

Problem:

Writing documents from scratch is time-consuming and formatting takes forever.

My Workflow:

• My Personal AI Agent (via ChatGPT + Docs API) – I feed it user stories, and it formats everything beautifully in Word or Google Docs.

• WriteMyPRD – Great starting point for PRDs, but I always tweak the outputs.

• Aqua Cloud/ChatGPT Agent – Helps create user stories and acceptance criteria collaboratively.

Result: Saves me hours every week and improves consistency.

5. Diagrams + Mindmaps

Problem:

Creating flowcharts, ER diagrams, or process maps used to be manual and time-draining.

My Workflow:

• Gemini – I just explain the flow, and it gives me Mermaid.js code.

• Mermaid GPT (in ChatGPT) – Helps fix errors and make the code cleaner.

• Mermaid Live Editor – Paste the code and boom, a beautiful diagram!

• NotebookLM – For creating and organizing mindmaps.

Result: No more dragging shapes. I just describe and generate.

6. Graphics & Presentations

Problem:

Designing slides or visual graphics for reports was not my thing.

My Workflow:

• Gamma.app – I type my content, it makes the presentation.

• Canva – I use it to add finishing touches or remove Gamma's watermark.

• Napkin.ai – For generating simple graphics and illustrations.

Result: I now present like a pro with 5x less effort.

7. Wireframes

Problem:

Wireframes take hours and aren’t easy to iterate.

My Workflow:

• Octopus.io – Generates wireframes quickly based on content and structure.

• UX Pilot AI Plugin for Figma – Helps me generate low-fidelity wireframes from prompts.

Result: I can visualize early-stage ideas without waiting for the design team.

8. Email Automation

Problem:

Replying to emails was eating up my time.

My Workflow:

• Merlin Chrome Plugin – Suggests quick replies inside Gmail.

• Slider AI Plugin – Contextual auto-responses with one click.

Result: I handle emails in bulk and save 30+ minutes daily.

9. Agentic Automation & Advanced Use-Cases

Problem:

I wanted to automate repetitive workflows (approvals, notifications, reporting).

My Workflow:

• N8N, Zapier, Make – I’ve built no-code AI-powered workflows like:

  • Email summarizer and only urgent email notifier

  • Connecting Notion + Google Calendar + Gmail for task sync

Result: These tools work like my digital assistant 24/7.

Final Thoughts

AI is not here to replace us, but to free us from repetitive tasks and let us focus on high-impact work.

This is not fluff, I’ve spent 2 years trying, tweaking, and trusting these tools. If you’re a Business Analyst (or in any knowledge role), this stack can save you 10+ hours per week and massively upskill you.