06 February 2025

I Built 2 AI Assistants That Made Me 10x More Productive

1Frameworks

6Insights

Frameworks in this episode

Productivity5 steps

Two-Assistant Project Knowledge System

Split project knowledge by source, then give each source a focused AI assistant.

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Insights & moments

The myth-busts, hot takes, explainers, and tools worth keeping.

Myth Buster· 1

Myth Buster16:30

Strong Writing Does Not Make Claude the Best Project Assistant

Claude can generate strong recommendations, but the demonstrated project workflow is constrained by document ingestion and context limitations. The host reports difficulty adding Google Drive files, handling presentation content, and fitting the necessary source material into the context window.

Claude's recommendations can rival Gemini's.
Its context capacity is less suitable for this document-heavy workflow.
Google Drive and presentation ingestion create practical friction.
Tool quality depends on the source formats a project uses.

“And then also the context window is just too small”
Host · 17:00

“This is difficult for me to do, because a lot of the content I have strategic Doc is actually in PowerPoints”
Host · 18:30

#claude#context window#documents#project assistant

Hot Take· 1

Hot Take15:00

ChatGPT Produces the Strongest Strategic Project Analysis

Across the demonstrated tools, the host finds ChatGPT's project-assistant output slightly stronger, particularly for gap analysis and strategic recommendations. Gemini can produce more detail when prompted, but ChatGPT more readily delivers the desired strategic depth.

ChatGPT performs well on project gap analysis.
Its strategic recommendations are slightly stronger in the host's tests.
Gemini may need additional prompting for comparable detail.

“I would say chat GBT is much it's not much better, but is better in terms of the project assistant if you build that versus…”
Host · 16:00

#chatgpt#project management#strategic analysis#comparison

Explainer· 1

Explainer03:00

Gemini Gems Are Google's Version of Custom GPTs

Gemini's Gem Manager allows users to create specialized assistants with custom instructions and Google Drive source files. The host demonstrates a project assistant and a scaled-selling assistant alongside Google's premade Gems.

Gems provide persistent custom instructions.
Gem Manager contains custom and premade assistants.
Google Drive files can be selected as assistant knowledge.

“In Gemini, there's these things called gems, and gems are basically Google's equivalent to custom gpts.”
Host · 03:00

#gemini#gems#custom gpts#google drive

Tool· 1

Tool02:00

Automate Meeting Transcript Capture With Zaps

The host uses automation to move each completed meeting transcript into the appropriate project folder. This removes a repetitive capture step, although the transcript still has to be added to the assistant's context manually under the demonstrated setup.

Trigger the automation when a meeting transcript becomes available.
Route the transcript into the correct project folder.
Expect a separate context-upload step until the platform supports automatic synchronization.

“I have set up zaps so every time the meaning ends and the transcript is available, it just zaps it into the right folder.”
Host · 02:30

#automation#zapier#transcripts#google drive

Takeaway· 2

Takeaway14:30

Recorded Meetings Become a Searchable Unstructured Database

Recording one-to-ones and team meetings creates a durable body of organizational knowledge. An AI assistant can query that corpus for summaries, decisions, action items, owners, and historical context whenever those details are needed.

Record relevant meetings consistently.
Retain transcripts as reusable organizational data.
Query the corpus instead of reconstructing events from memory.

“So I have this like database of unstructured, unstructured data that I can go and get insights from anytime I want.”
Host · 15:00

#meetings#unstructured data#organizational memory

Takeaway19:00

Use Different AI Models for Analysis and Rewriting

The host combines tools instead of expecting one model to handle every stage. Gemini supplies convenient Google-integrated document access, ChatGPT offers stronger strategic analysis, and Claude rewrites generated material for a specific executive audience.

Choose tools according to task and source compatibility.
Use Gemini when Google Workspace integration matters.
Use ChatGPT for deeper strategic project analysis.
Use Claude to improve writing for a defined audience.

“I use all three in some sort of combination.”
Host · 19:30

“I ask Claude to rewrite them because it's a better writer.”
Host · 19:00

#model routing#gemini#chatgpt#claude