How We Use AI to Improve Workflows
(and How You Can Too)
AI is everywhere right now. Every business owner, marketer, and freelancer is trying to figure out how to use it properly. Some people use it for everything. Others are hesitant to use it at all.
At JL Creative Ltd, we sit somewhere in the middle. We don’t believe AI replaces people, but we do believe it can make work easier, faster, and more efficient - if used correctly.
Over the past year, we’ve built and tested various AI-driven workflows in our own business. Some have saved us hours of manual work every week, while others didn’t quite deliver. But through trial and error, we’ve learned what actually works.
Here are five AI-driven workflows we use in our own business and how you can implement them too.
1. Custom GPTs for Automation
Most businesses spend far too much time on repetitive tasks -whether it’s writing emails, responding to customer reviews, or drafting ad copy.
It’s not just the time spent writing, but also the mental energy that could be better used elsewhere.
That’s where custom GPTs come in. Instead of relying on generic AI models, we’ve built bespoke AI assistants that are trained on our specific workflows, industry standards, and tone of voice.
These models don’t just generate text, they automate processes at scale while keeping everything consistent and high quality.
Here are some examples of GPTs that we have:
Meta Description Writer
Meta descriptions are one of those small but essential SEO tasks that, when done right, can increase click-through rates and improve organic performance. Writing them manually for every page is time-consuming, so we built a Meta Description GPT that does the heavy lifting.
Instead of generating one generic response, this AI provides five tailored meta descriptions per request, ensuring each one is:
140-155 characters long (Google’s optimal length)
Precisely matched to the webpage content
Written in the correct tone—informative and direct, not overly salesy
Optimised for click-through rate (CTR)
Free from fluff and advertising phrases (no “Discover” or forced marketing speak)
In British English
Our process is straightforward: we select the best option and refine it if needed. Most of the time, the AI output is spot-on, requiring minimal tweaks before publishing.
Google Review Responder
Trades businesses (HVAC, installers, engineers, etc.) rely on Google reviews to build trust and attract customers. Responding to every review quickly and professionally is essential, but it also takes up a lot of time.
To streamline this, we built a Google Review GPT that generates short, warm, and professional responses that:
Match the review’s tone while keeping responses natural
Acknowledge positive feedback concisely
Address concerns constructively (without sounding defensive)
Encourage direct communication for issue resolution
Include the customer’s first name where available
Unlike generic AI models that churn out robotic replies, this GPT ensures consistency while maintaining a human touch.
Our workflow? The AI generates multiple response options, and we pick the best one. In most cases, it’s ready to copy and paste straight away, making review management faster and more efficient.
PMAX Ad Copy Generator
Writing Google Performance Max (PMAX) ads manually is an incredibly time-intensive task. The sheer number of variations needed—headlines, descriptions, search themes, audience signals—means that doing it manually is both inefficient and limits creativity.
Our PMAX Ad GPT automates this process by generating:
18 short headlines (30-character limit)
8 long headlines (90-character limit)
8 descriptions (90-character limit)
30 search themes & 10 audience signals (aligned with Google Ads best practices)
Ad copy that follows Google’s rules - no symbols or exclamation marks
This isn’t just about automation - it’s about maximising choice. We feed the AI data from landing pages, target keywords, and campaign objectives, and it generates more variations than we need. That way, we can hand-pick the best and refine where necessary.
Website Content Auditor
For website migrations, rebrands and SEO clean-ups, one of the biggest challenges is deciding what content to keep, update, or remove. Doing this manually for hundreds of pages is slow and inefficient - so we built a Website Content Auditor GPT that does the heavy lifting.
Instead of just analysing content quality, this AI works with real performance data, auditing pages based on:
URL, clicks, impressions, CTR, and average position
Content categorisation (Product, Service, Blog, News, etc.)
Clear action recommendations (Keep, Update, Remove) with a summary
Priority on high-traffic or conversion-focused pages
Flags outdated or underperforming content for removal
This automates what would normally take hours of manual work, making SEO-driven content decisions faster and more data-driven.
Each of these custom GPTs is tailored to our business so they aren’t just generic AI models spitting out robotic text. They’ve been trained on our way of working, our tone of voice and our industry knowledge.
If your business deals with a lot of repetitive writing or customer interaction, a custom AI model could dramatically reduce your workload.
If you’d like access to these custom-built GPTs, let us know (by emailing [email protected]) and we’ll them over to your email.
2. AI-Powered Note-Taking for Meetings
Meetings used to be a hassle. Either you’d spend the whole time scribbling down notes and miss half the conversation, or you’d rely on memory and risk forgetting key details.
Now, we’ve automated the process. We use Fireflies.ai, an AI-powered tool that not only transcribes our meetings but also links directly to our project management tool, Asana. This means:
Meeting notes are automatically turned into tasks
Action items are assigned to the right team members
Follow-ups don’t get lost in long transcripts
By integrating Fireflies with Asana, we’ve removed the manual effort of organising post-meeting action points. Instead of someone having to go through a transcript and manually input tasks, AI does it for us, ensuring projects move forward without delay.
We also use Gemini for Google Meet, which generates detailed meeting summaries, making it easier to extract insights, track discussions, and share key takeaways with the team.
With this setup, we don’t waste time writing up notes or chasing action items. Everything is documented, structured, and ready to go automatically.
If your team runs frequent meetings, AI-driven note-taking will save time, improve accountability, and keep projects on track.
3. AI-Generated Image Workflows
We work with a lot of visual content - blog graphics, social media posts, ad creatives and more. But rather than designing every image manually from scratch, or re-using the same stock image over and over again, we use AI to create super realistic highly relevant images.
The workflow looks like this:
We get ChatGPT to generate detailed text-to-image prompts based on our needs
We refine them to get exactly what we need
We run them through Gemini for final image generation
This approach gives us high-quality, custom visuals without spending hours in Photoshop. It’s not perfect - some AI-generated images still need tweaking, but it’s a huge time-saver.
If you create a lot of visual content, AI can help scale production without increasing costs.
4. Automated Email Sequences
If you’re still manually writing every email in your business, you’re missing a trick.
We’ve built automated AI-driven email sequences that:
Onboard new customers with personalised welcome emails
Follow up on leads based on their engagement level
Send reminders and check-ins automatically
But the real value isn’t just in automation - it’s in optimisation. AI analyses open rates, engagement, and conversion data to fine-tune email sequences in real-time.
If you’re running a business that relies on lead nurturing, AI-driven emails can increase response rates while saving time.
5. AI in Project Management
Project management is one of those things that can either keep everything running smoothly or turn into a time-consuming mess. The biggest challenge? Taking ideas from planning documents and turning them into actionable tasks—without spending hours manually inputting everything.
The way we handle this is simple: instead of building projects in Asana from scratch, we create structured slides and documents that outline our plans, strategies, and roadmaps. Then, rather than manually transferring everything over, we import these files directly into Asana, where AI automatically transforms them into a fully structured project.
AI takes our rough outline and converts it into:
✅ Tasks and subtasks with clear deliverables
✅ Due dates and dependencies based on project timelines
✅ Assigned team members with relevant responsibilities
This means we can go from an initial plan to a fully operational project in minutes, rather than spending hours creating and organising tasks manually. It’s not just about saving time—it’s about reducing friction, keeping projects moving, and ensuring that nothing falls through the cracks.
The Takeaway: AI Is a Tool, Not a Replacement
AI isn’t here to replace your job, but it can make it easier.
The key is finding the right balance, using AI to automate repetitive tasks while still keeping the human touch where it matters.
At JL Creative Ltd, we use AI daily to:
✅ Save time on admin and content creation
✅ Automate manual processes
✅ Improve workflow efficiency
If you’re interested in integrating AI into your marketing or operations, we can help. Whether it’s custom AI solutions, workflow automation, or AI-driven content creation, we’ve already tested what works, so you don’t have to.
Fill out the form below to see how AI can streamline your business.
