Welcome to Digital Zen. I'm Kristy. I've spent years inside small businesses building the systems that let them actually run — CRMs, workflows, automations, the works. Now I do the same thing for administrative professionals.
The Dispatch is where I share what actually works. No hype. No jargon. Just the specific tools and steps that make your workday run smoother.
Today: the simplest possible way to start using AI at work.
If AI hasn't felt simple, it's not because you aren't smart enough. (You are.) It's because no one showed you the right door. This was always meant to be simple.
Here's the whole thing, level by level.
Go to claude.ai. Create a free account.
In the message box, type this — copy it exactly:
Help me draft an email declining a meeting request on behalf of my executive. Ask me what you need to know first.
Claude will ask you 3–5 questions: who is the executive, who is the requestor, what's the reason for declining, should we offer an alternative.
Answer them. Click send. Read what comes back.
That's it. That's Level 1. You just used AI better than most people in your organization.
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You speak 4x faster than you type. Maybe more.
Download Wispr Flow (free to start). It transcribes your speech directly into any text box — email, Google Docs, Slack, whatever.
Instead of typing a prompt, talk it:
"Draft a travel itinerary for my executive's trip to Chicago on the 14th. She has a morning board meeting, an evening dinner, and flies back the next day. She prefers window seats and quiet hotels."
30 seconds of talking. 3 minutes of drafting saved.
If you've drafted a particular kind of email 10 times, you shouldn't have to draft it an 11th.
Save your best AI-generated templates somewhere you can find them. A Google Doc, a Notion page, even a folder of text files. Call it your prompt library.
The next time you need a difficult meeting decline, a gracious follow-up after a no-show, or a firm-but-kind deadline reminder — you open the library, not a blank page.
AI gives better answers when it knows who it's working with.
In Claude, you can create a "Project" and add a document about your executive — their communication style, preferences, common requests, things they never want in their inbox.
It sounds like this:
My executive is direct and dislikes lengthy emails. She prefers bullet points over paragraphs. She never wants to be cc'd on internal status updates. Her name is Dr. Sarah Chen.
Save that once. Now every draft Claude helps you write is already calibrated to her.
Every document that used to start blank — agenda, briefing memo, meeting recap, travel summary — can start with a draft now.
Not a final draft. A first draft.
Your job shifts from creating to editing. That is not a small thing.
You were hired for judgment, relationships, and discretion. Not to stare at a blinking cursor.
Let AI handle the cursor.
Go to claude.ai. Ask it to help you draft one email you'd have to write this week anyway. Tell it to ask you questions first.
If it's useful, come back for Level 2.
If it's not, reply to any Dispatch email and tell me what happened. I'll fix the prompt.
Next issue: The 5 AI prompts every admin professional should have saved. Issue 02 lands Tuesday, July 28 — subscribers get it in their inbox first.
Master your tools. Own your work.
— Kristy Murray
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