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Stop Typing Into ChatGPT

If you are still using your keyboard to type into ChatGPT, I want you to stop. That might sound dramatic, but I mean it. There is a faster and easier way to get the help you want from AI, and it feels more natural too.

Most business owners I talk to feel overwhelmed. They are juggling too many apps. Their tools are spread out. And they feel like they are always behind. When you are already stressed, even small things—like typing a prompt—can feel like extra work.

Speaking changes that. When I speak my prompt, I move faster. I think clearer. And I get better results with less effort. It also helps me build a simple system, because I can capture ideas the moment they show up. That saves time and keeps my workflow moving.

Why Speaking Beats Typing

Let’s talk about speed first.

The average typing speed is around 40 words per minute. If you hit 60 words per minute, that is considered good. If you can type 80 words per minute or more, you are fast.

Now compare that to speaking. Many people speak around 130 to 150 words per minute. That is about three to four times faster than average typing.

So if your goal is to get information from AI quickly, it makes sense to speak. You can ask your questions faster. You can give more context faster. And you can go back and forth faster when you need to.

This matters because most of us do not just use AI once per week. We use it for lots of small tasks.

• Writing emails
• Drafting outlines
• Brainstorming ideas
• Creating checklists
• Planning projects
• Fixing messy notes
• Improving a workflow

If each prompt takes an extra minute because you are typing, that adds up. That is lost time. And business owners do not have extra time to waste.

The Accuracy Surprise

Speed is great, but there is another big reason I like speaking into ChatGPT.

Accuracy.

I did a simple test for myself. When I spoke, my accuracy was 100%. Every time. When I typed, my accuracy dropped. Even on a good day, I might be 92% or 93% accurate.

That may not sound like a big gap, but it creates friction. When I type, I have to think about spelling. I have to think about tense. I have to fix little errors. All those tiny fixes slow me down and break my focus.

When I speak, I do not worry about any of that. I just talk. And the AI can still understand what I mean.

This is one of my favorite things about AI. AI is excellent at organizing thoughts. It does not need perfect grammar. It does not need a perfect sentence. It can take messy input and turn it into clean output.

So when I speak, I get speed and accuracy at the same time. That is a rare combo.

Dictation vs Voice Mode

When people hear “speaking with ChatGPT,” they often think about a back-and-forth conversation where ChatGPT talks back. That is sometimes called voice mode.

Voice mode can be useful on a phone, especially if you are walking or driving. But on my computer, most of the time, I do not want ChatGPT to talk out loud. I just want to speak my prompt and get text back.

For that, I use dictation.

Dictation is simple. You click the microphone icon, speak naturally, and then review the text before sending it.

That review step is a big deal. It means I can catch anything weird before I hit enter. It also means I can add extra instructions at the end.

So for my daily workflow, dictation is usually the best choice.

How I Use Dictation Step by Step

Here is the basic way I use dictation, and you can copy this exactly.

1. Open ChatGPT on your computer
2. Click the microphone icon
3. Speak your prompt naturally
4. Pause when you are done
5. Review the text on screen
6. Add a clear instruction at the end
7. Hit enter

That’s it.

The key is step 6. You can speak your thoughts freely, but you still want to end with a simple instruction so the AI knows what to do.

For example, you might say:

• “Turn this into a short email.”
• “Make this into a checklist.”
• “Group these ideas by topic.”
• “Write this in a friendly tone.”
• “Make a simple plan I can follow.”

When I add that final instruction, the output is much more useful.

Why This Helps Overwhelmed Business Owners

If you feel overwhelmed, it is usually not because you are lazy. It is because your tools and tasks are scattered.

Here is what I see all the time:

• Notes in one app
• Tasks in another app
• Ideas in a third place
• Emails everywhere
• Calendar packed
• Projects half-planned

When everything is spread out, your brain never rests. You are always trying to remember what you forgot.

That is why I focus on building one simple system. A good system helps you capture ideas quickly and organize them later.

Speaking into ChatGPT supports that system in two ways.

First, it helps you capture fast. You do not get stuck staring at a blank cursor. You just talk.

Second, it helps you organize fast. AI can turn messy input into structured output. That means your workflow can go from “chaos” to “clear” in minutes.

The Blank Cursor Problem

One of the hardest parts of writing is starting.

You open a document. You see the flashing cursor. And suddenly your mind feels empty. Or your mind feels too full. Either way, you freeze.

Typing makes that worse for many people. When you type, you tend to think in a straight line. You try to write a “perfect” first sentence. You worry about the order of your ideas.

But your brain does not work that way. Real thinking is messy. It jumps around.

Speaking matches how you actually think. You can start anywhere. You can jump topics. You can ramble. And that is okay.

Then AI can do the organizing part for you.

My Favorite Use Case: The Mind Sweep

One of the most powerful ways to use dictation is for a mind sweep.

A mind sweep is also called a brain dump. It is when you get everything out of your head without judging it.

I love doing this when I feel overloaded. Sometimes I even close my eyes while I speak. I just unload everything that is weighing on me.

Here is what I might say:

• “I need to buy gifts.”
• “I have to plan the trip.”
• “I should check my year-end numbers.”
• “I need to renew that account.”
• “I have to prep for the next project.”

The ideas do not have to match. They do not have to be in order. The goal is to capture, not to organize.

After I finish, I add one instruction:
“Please group these into an actionable task list.”

And then ChatGPT does what it does best. It organizes the mess into something I can use.

This is where AI feels like magic, but it is really just a great system:

• I capture quickly by speaking
• AI organizes quickly into a list
• I move the list into my task manager or project board

That is a clean workflow.

Speaking Helps You Think Better

Another reason I love speaking is that it reduces pressure.

Typing often feels like “writing.” And writing can feel like performance. You feel like you have to be polished.

Speaking feels like thinking out loud. It is more forgiving. You can explore an idea without committing to it.

That makes brainstorming easier.

If you are trying to plan a new offer, write a sales page, create a training, or design a process for your business, speaking can get you unstuck.

You can say things like:

• “Here is what I want, but I’m not sure.”
• “These are the pieces I have.”
• “This is what my customers complain about.”
• “These are the outcomes I want.”

Then you ask AI to shape it.

This is how I use AI to build a system, not just produce random answers.

Better Prompts Without Overthinking

A lot of people stress about prompts. They think prompts need to be perfect.

They do not.

A good prompt needs three things:

1. The goal
2. The context
3. The format you want back

Speaking makes this easier because you can include more context naturally.

You might say:
“I run a small business and I’m overwhelmed by tasks across email and notes. I want a simple weekly workflow. Please give me a step-by-step plan with a weekly review and a daily checklist.”

That is an excellent prompt, and it is much easier to say than to type.

What About Names and Brand Words?

Dictation is usually very accurate. But sometimes it can struggle with unusual words, brand names, or uncommon spellings.

That is why the review step matters. Before I send the prompt, I glance at the text. If a name is wrong, I fix it quickly.

Most of the time, it is already correct. I have seen it correctly handle words like Zoom and Calendly when I mention them.

So do not let this worry stop you. Just review and go.

Turning AI Output Into Real Action

Here is an important point.

AI is not just for ideas. AI should create action.

When I finish a dictation prompt, I often ask for output that I can use right away, like:

• A checklist I can follow today
• A task list grouped by category
• A weekly schedule outline
• A simple project plan with steps
• A short email I can send

Then I copy it into my system.

This is how you go from “AI chat” to “real progress.”

If you do not move the output into a trusted system, it stays as text on a screen. That is not enough.

So I like to end prompts with instructions like:

• “Make it easy to copy into a task app.”
• “Use bullet points and short steps.”
• “Group by personal and business.”
• “Add suggested next actions.”

These instructions turn a response into a workflow.

A Simple Speaking Workflow You Can Use Today

If you want to start right now, here is a simple routine you can repeat.

1. Open ChatGPT
2. Dictate for 60–120 seconds
3. Say every task and worry on your mind
4. Add: “Group this into an actionable task list”
5. Copy the list into your task manager
6. Pick the top 3 tasks for today

This routine saves time because it reduces the mental load of “holding” tasks in your head.

It also helps you organize because it gives you structure without effort.

And it builds a system because you repeat it.

Why This Feels So Good

When business owners feel overwhelmed, they often blame themselves. But the real issue is usually friction.

Friction is anything that makes a task feel heavier than it should.

Typing can be friction.
Starting can be friction.
Organizing can be friction.

Speaking reduces friction.

It is faster than typing.
It is often more accurate.
It feels natural.
It helps you get unstuck.
It lets AI do the organizing work.

When you remove friction, you get momentum. And momentum is what makes a system work.

Final Thoughts

If you are still typing every prompt into ChatGPT, try speaking instead. Even if you only use it for one part of your day—like a mind sweep—you will feel the difference.

You will save time.
You will improve your workflow.
You will organize faster.
And you will move closer to one simple system that helps you feel in control.

You deserve to work without feeling overwhelmed. Speaking into AI is one small change that can make your whole day feel lighter.

Why I Love Mirrored Trello Cards

Do you ever wish that one Trello card could live in two places at the same time? I hear this from business owners all the time. They have one important task, but it touches more than one team, more than one project, or even more than one client.

Instead of copying and pasting the same card across many boards, I like to use a simple trick inside Trello: the mirror feature. With mirroring, I can have one “real” card, but see it on two or more boards at once. When I change the card in one place, it updates everywhere.

If you feel like your tools are all over the place and you’re tired of doing the same work twice, mirroring can help. It gives you one clear source of truth. At the same time, it lets different parts of your business stay in sync without extra effort.

When One Card Needs Two Homes

Let me give you a simple example.

Imagine I have two boards in Trello. I’ll call one my purple board and the other my blue board. On the purple board, I keep tasks related to my CRM or my contact list. On the blue board, I keep tasks for a wider project, such as a launch or a client delivery.

Now let’s say I have a task called “Clean up my CRM or my contact list.” That task belongs on the purple board because it’s about contacts. But it also matters to the big project on the blue board. The team on the blue board needs to know the status. They don’t want to guess or ask me every time.

I could copy the card. But if I copy it, now I have two separate cards. If I update the due date on one, I have to remember to update the other. If I add notes or a checklist to one, I have to copy and paste it to the other. That is slow, messy, and easy to forget.

Mirroring solves this. I keep one main card, but I can see and update that same card on both boards. No matter which board I’m on, I’m working with the same information.

How the Trello Mirror Feature Works

The mirror feature in Trello lets you place a card on another board while keeping it fully linked to the original. Think of it like a perfect reflection. When you move your hand in the mirror, the reflection moves too.

The original card lives on one board and in one list. But through mirroring, you can see that same card on another board and in another list. You don’t lose any of the important details. You still see the title, description, labels, due dates, checklists, and so on. And when you change something in one place, it changes everywhere that card is mirrored.

This is ideal when:

• You manage two different teams that both care about the same work.
• You have separate boards for each part of a larger project.
• You want leadership to see key tasks on a high-level board without leaving their overview.

Instead of building a complicated system or buying another tool, you can let Trello do the heavy lifting.

Step-by-Step: Mirroring a Trello Card

Let me walk you through how I set up a mirrored card.

First, I open the card on the board where it “lives” now. In our example, that’s the purple board with my CRM task. Inside the card, I look to the right-hand side where the Actions are listed. Among options like Move, Copy, or Archive, there’s one called Mirror.

Here’s what I do:

1. Open the original card.
2. On the right side, under Actions, click Mirror.
3. Trello asks me which board I want to mirror this card to. I choose my blue board.
4. Then Trello asks which list on that board should hold the mirrored card. Maybe it’s called “Task List” on one board and “To-Do List” on the other. I pick the right list for the blue board.
5. I can even choose the exact position in that list, like the first spot, so it shows up at the top.
6. Finally, I click Mirror to confirm.

Trello tells me that the mirroring is complete. The mirrored card now appears in the list I chose on the other board. From this point on, these locations stay in sync.

What You See on the Original Card

One thing that may surprise you is what happens on the original card. After you mirror it, the original card does not change much on the surface. If I close the card and look at it on the board, I don’t see a big special icon. If I open it again, it doesn’t shout, “Hey, I’m mirrored now!”

This might feel odd at first. But remember, the original card is still just the card. Trello doesn’t add a lot of clutter to it. The real magic shows up on the mirrored copy.

This is why knowing which card is the “home” card is helpful. I like to think of the first card as the source and the others as windows into that source. The data is shared, but the source is still clear in my mind.

If you’re building a simple system for your business, I suggest you keep a short note in your own head: “This board holds the originals, that board shows the mirrors.” It helps when you design your workflow and decide where to create new cards.

What You See on the Mirrored Card

On the mirrored card, you’ll see a lot more information about the link. At the top of the card, Trello tells you exactly where the card is coming from. You can see the original board name and the original list name. It also reminds you that you are viewing this card outside of its original location.

This is very useful, especially if you work with several boards. You always know what you’re looking at and where it belongs. You can also choose to remove the mirrored card from this board if you no longer need to see it here. This does not destroy the original; it only removes the mirror from this board.

On the front of the mirrored card, Trello also gives you a few options. You can collapse all mirror cards to reduce visual clutter. You can choose to archive the mirrored card on that board. Again, archiving the mirror does not archive the original card on the original board. That gives you a lot of control without much risk.

Real-Time Sync: Labels, Dates, and More

The most powerful part of mirroring is the sync. When I say it’s a true mirror, I mean it.

For example, I can open the mirrored card on my blue board and add a label. I can set a due date or adjust an existing one. I can update the description or add a checklist. As soon as I do that, those changes appear on the original card back on the purple board.

The same thing works in reverse. If I open the original card and make changes, those show up on the mirrored card. I never have to wonder which card is correct. I never have to copy details back and forth.

For busy business owners, this is where the real value shows up. You save time, but you also save mental energy. You don’t need to check three different places to find the right information. You know that if you update it once, it’s updated everywhere.

Smart Ways to Use Mirrored Cards in Your Business

So how can you use mirrored cards to build a simple system for your business? Let me share a few ideas.

First, use mirrors when a single task matters to more than one team. Maybe your marketing board and your operations board both care about a certain launch step. Create the card once, mirror it to the second board, and let both teams manage their work from their own view.

Second, use mirrors when you want a high-level board for leadership or for yourself as the owner. You might have many detailed boards for different parts of your workflow. Instead of trying to manage every little task on one big board, mirror only the key tasks to a simple “Owner Overview” board. Now you can see what truly matters without losing the detail on the original boards.

Third, use mirrors to connect stages of a longer workflow. Perhaps you have one board for lead management and another for onboarding. When a lead converts, you mirror the card to the onboarding board. You still see the full history, but your team works from the board that matches their stage in the process.

In each case, you’re not adding more tools. You’re using Trello in a smarter way so you can organize everything into one simple system.

Avoiding Common Mistakes with Mirrored Cards

While mirrored cards are powerful, there are a few things to watch out for.

One mistake is forgetting which board holds the original card. Even though the mirror tells you where it comes from, it’s easy to forget your own design. Before you build a complex setup, decide which boards will hold the original cards for each type of work. Keep that pattern consistent.

Another mistake is mirroring too many cards. Just because you can mirror a card doesn’t mean you should mirror every single one. That can clutter your boards and make your system harder to follow. I suggest you mirror only the tasks that truly need to be seen in more than one place.

A third mistake is using mirrors as a replacement for clear communication. Mirrored cards are a tool, not a full communication plan. Your team still needs to know why a card appears on their board and what they should do with it. Use simple labels, clear card titles, and short descriptions so everyone understands at a glance.

If you avoid these traps, mirrored cards will make your Trello setup feel lighter, not heavier.

Simple Systems Beat Too Many Apps

Most business owners I work with feel overwhelmed because they are using too many apps. Their information is scattered, and nothing feels connected. Trello, used well, can become a central system instead of just another tool on the pile.

The mirror feature is a great example of this. Instead of moving to another app or buying a more complex platform, you can use what you already have in a smarter way. You keep one card as your source of truth. Then you mirror it to the boards and lists where your team actually works.

This is how you move from chaos to clarity. You build one simple workflow that supports your day, rather than a mess of tools that fight for your attention. When you save time and make your system easier to understand, you free up energy for real work—serving your clients and growing your business.

Next Steps for Your Trello Boards

If you like the idea of mirrored cards, here’s what I suggest you do next.

1. Pick one card on one board that clearly affects another board.
2. Open that card and use the Mirror action to place it on the second board.
3. Make a small change on the mirrored card, such as adding a label or due date.
4. Go back to the original board and see the change there.
5. Decide where mirrors make the most sense in your business and keep your setup simple.

As you experiment, you’ll start to see where mirroring can remove duplication, save time, and keep your Trello boards in sync. You’ll feel more in control of your system, and your team will spend less time hunting for information.

Remember, being productive does not need to be difficult. In fact, it can be very simple. With features like mirrored cards, you can turn Trello into a clean, organized workflow that supports your business every day.

Are you tired of repeating the same prompts to ChatGPT over and over again? I know I was. I found myself typing long instructions every single time I wanted a familiar format or a specific style of response. So instead of changing my workflow every week, I decided to change how I use ChatGPT. In this article, I’m going to show you exactly how I build custom GPTs that remember my preferences, follow my instructions, and save me a ton of time.

Why I Stopped Repeating Myself to ChatGPT

If you use ChatGPT on a regular basis, you probably have a few tasks that you repeat all the time.

Maybe you:

• Write a weekly email newsletter
• Draft social media posts in a specific voice
• Create similar reports for clients
• Or format information the same way every time

For me, one of my biggest time-wasters was my weekly email newsletter. Every week, I would tell ChatGPT almost the exact same thing:

• “Give me 3 title ideas.”
• “Give me 7 subject lines.”
• “Format the newsletter in this style.”
• “Include a spot for the sponsor at the end.”

It worked, but it was repetitive and annoying. I kept thinking, “Why can’t ChatGPT just remember what I like?”

That’s where custom GPTs come in. They let you build a version of ChatGPT that is trained on your instructions, your examples, and your preferred output. So instead of rewriting all those details, you can type one short prompt and get exactly what you need.

What a Custom GPT Actually Is

A custom GPT is like your own personal assistant built inside ChatGPT.

Instead of giving it instructions every single time, you define those instructions once and save them. Then, any time you open that custom GPT, it already knows:

• Who you are
• What you want
• How you like things formatted
• What style and tone you prefer
• What steps it should follow before answering

In my case, I created a custom GPT for my weekly newsletter. All I have to do is type something like:

“This week’s video is about five Kanban tips every small business user should know.”

That’s it. That’s the entire input. And in seconds, my custom GPT gives me:

• Three title ideas
• Seven subject line ideas
• The full newsletter copy
• A placeholder link to the video
• A section at the end for my weekly sponsor

Why does it work so well? Because I already told it once, in its instructions, exactly how I want that newsletter to look.

Where to Start: Exploring and Creating Your GPT

Inside my ChatGPT account, I start on the left-hand menu. You’ll see a section where your different GPTs live. That’s where your standard ChatGPT chats are, but it’s also where your custom GPTs will appear once you create them.

To get started, I click on Explore.

This is where you can browse publicly available GPTs that other people have created. You might see tools for writing, coding, teaching, and more. But we’re not here just to use someone else’s GPT. We want to create our own.

So in the top-right corner, I select Create.

This opens a split-screen view:

• On the left side, I see the builder – this is where I configure and set up my custom GPT.
• On the right side, I see a preview chat – this is where I can test my GPT while I build it.

I really like this layout because I can change something on the left and immediately see how it behaves on the right. It makes the whole process much more interactive and less confusing.

The Two Ways to Build: Create vs Configure

When you open the GPT builder, you’ll notice there are two main tabs:

1. Create
2. Configure

The Create tab is more conversational. If you are brand new to custom GPTs, this can be a nice way to start. You can simply type something like, “Help me build a GPT that writes my weekly newsletter,” and ChatGPT will ask you questions. It will walk you through what you want, what style you prefer, and what tasks this GPT should handle.

But most of the time, I prefer the Configure tab.

The Configure tab gives you a more direct, structured way to set up your GPT. You can:

• Give it a name
• Write a description
• Add detailed instructions
• Upload files
• Choose capabilities like web search and image generation

For the rest of this article, I’m going to focus on the Configure approach, because I find it more efficient and easier to refine over time.

Naming and Describing Your Custom GPT

The first thing I do is choose a name. I want something short and descriptive.

For example, one of my GPTs is called “Competitor Analysis.” With this GPT, I can paste in a website URL, maybe a blog article or a social media channel, and it will give me a detailed breakdown of that company:

• What they do
• Who their audience is
• What their key products are
• And a full SWOT analysis at the end

I like names that tell me exactly what the GPT is for. Keep in mind that the left-side menu in ChatGPT can cut off long names, so shorter is usually better.

Next, I fill out the Description field. This description is mostly for me and my team. I might write something like, “Analyze competitors based on their website and social links and produce a summary plus SWOT analysis.”

If you share your GPT with others on your team, the description helps them understand what it’s for and when to use it.

Writing Killer Instructions (The Most Important Part)

Now we get to the most important field: Instructions.

This is the heart of your custom GPT. This is where you tell it:

• Who it should act as
• What it should produce
• How the output should be structured
• What style and length you prefer

I like to keep my instructions clear, specific, and often in a bullet-style format. That way, it’s easier to come back later and tweak one part without rewriting the whole thing.

For my competitor analysis GPT, my instructions include things like:

• Take the URLs and social media links I paste in.
• Analyze what the company does and who their audience is.
• Identify one or two key products or services.
• At the end, include a SWOT analysis: strengths, weaknesses, opportunities, and threats.
• Make the SWOT section about 1,000 characters in total.

I don’t worry about making everything perfect the first time. The key is to get a solid first version, then improve it after I test it.

If you need more space to write, there’s even an option to expand the Instructions box, so you can see everything at once without scrolling as much.

Adding Icons, Files, and Examples

A small but helpful feature is the icon. You can upload a custom image to act as the icon for your GPT.

This might sound minor, but once you have several custom GPTs, those icons make it much easier to spot the one you want. In my case, I have icons for:

• My YouTube custom GPT
• My newsletter GPT
• My YouTube post GPT
• My competitor analysis GPT

You don’t have to add an icon, but it’s a nice way to visually organize your tools.

Next, there’s a section for uploading files. This is where custom GPTs become really powerful.

Let’s say you:

• Have a document that explains your brand voice
• Use a specific marketing framework
• Have a folder of your best-performing social media posts

You can upload those files so your GPT can reference them every time it responds.

For example, if I had a set of newsletters I really liked, I could upload them and tell the GPT, “Use these as style and structure references.” Then my GPT doesn’t just follow my instructions; it also learns from real examples of my work.

Choosing Capabilities: Web, Canvas, and Images

Toward the bottom of the Configure area, you’ll see Capabilities. These options usually include things like:

• Web search
• Canvas
• Image generation

Most of the time, I leave web search turned on. That way, when I paste in a website or social media link, my GPT can actually visit that page and pull in more details. For a competitor analysis GPT, web access is essential.

However, there may be times when you want to turn web search off. For example, if you only want the GPT to rely on your internal documents, or if you’re working with sensitive content, disabling web search can keep it focused only on what you provide.

Image generation and canvas might be useful if your GPT is helping you brainstorm visuals or design layouts, but it really depends on your use case. The good news is that you can turn these capabilities on or off with a simple click.

Testing and Refining Your Custom GPT

One of my favorite parts of this builder is that there’s no “Save” button you have to worry about. As you make changes, they’re applied right away in the preview window on the right.

To test my competitor analysis GPT, I pasted in:

• The URL of a company called Keap
• Their X (formerly Twitter) social handle

Then I typed a simple instruction like “Run it” and waited to see what happened.

In just a few moments, my GPT returned:

• A company overview
• A clear target audience description
• Key products and services
• A full SWOT analysis at the end

From there, I went back and refined the instructions. For example:

• I changed the SWOT analysis from bullet points to short paragraphs.
• I adjusted the length of the target audience section.
• I told it to format certain parts in a more concise style.

This back-and-forth is normal. In fact, I expect to refine a custom GPT several times before I’m happy with it. The more specific I get, the better and more predictable the results become.

Saving, Sharing, and Managing Access

Once I’m satisfied with how my GPT behaves, I move to the top-right corner and click Create (or Save, depending on the interface at the time).

Now I have an important choice to make: Who gets access?

I usually see three main options:

1. Only me – This keeps the GPT private. It’s just for my own use.
2. Anyone with the link – Great for sharing with your team or clients without publishing it publicly.
3. GPT Store – This makes your GPT available to the broader world.

For my competitor analysis GPT, I chose Only me, because it’s tailored to the way I like to work.

Once I save it, I go back to my main ChatGPT menu. On the left-hand side, I now see my new GPT listed with the name and icon I chose. Whenever I click it, I’m dropped into that GPT and can start pasting links or giving it a short prompt.

If I ever need to tweak something, I just open that GPT, click the dropdown at the top, and select Edit GPT. That brings me right back into the builder, where I can adjust the instructions, upload new files, or change capabilities.

What You Can Build Next

Once you understand how easy it is to create one custom GPT, it’s hard not to think of more ideas.

Here are a few you might consider:

• A newsletter GPT that takes a video topic and gives you titles, subject lines, and full email copy.
• A social media GPT that writes posts in your brand voice, based on a single topic sentence.
• A client report GPT that takes notes or URLs and turns them into a summary plus recommendations.
• A content repurposing GPT that turns one piece of content into multiple formats.

Remember, you don’t have to get it perfect the first time. Start with a simple version, test it on a small task, and then keep refining. Every tweak you make will save you time in the long run.

Now that you know how I create my own custom GPTs, what will you build next? And if you have questions, you can always reach out or leave a comment on my videos.

Being productive does not need to be difficult. In fact, it can be very simple—especially when you have a custom GPT working for you in the background.

Email is still one of the most common ways we plan meetings. But many people fall into the same trap. They send a message asking, “What time works for you?” It may seem polite and simple, but it often creates a long chain of replies that wastes time for everyone involved. Luckily, Gmail has created a built-in tool that makes scheduling easy, fast, and clear. In this article, you will learn how this feature works, why it saves so much time, and how you can start using it today.

The goal of this guide is to help you stop the back-and-forth guessing game of email scheduling. Instead of asking people for suggestions and then trying to see if those times match your calendar, Gmail lets you send your real availability directly from the email window. Your recipient can choose a time that works for them with just one click, and Gmail automatically turns it into a proper event. This feature removes the stress and confusion that often comes with planning a meeting.

Most people do not realize how much time they waste on scheduling. When you ask someone for times that work for them, you force them to think through their own schedules and then wait for you to do the same. If their first set of suggestions does not match your availability, the process repeats. Before you know it, three or four emails have been exchanged just to find a 30-minute slot. Gmail’s meeting tool solves this problem by showing your availability inside the email itself and letting you choose exactly what to offer. That means no more guessing and no more messy messages filled with times and dates.

In the sections below, you will learn how to use each step of this Gmail feature and how to make your scheduling faster and easier. By the end, you will understand everything you need to confidently send your availability while keeping your emails clean and professional.

Why Asking for Availability Creates Problems

Before diving into the tool itself, it is important to understand why asking “What time works for you?” is such a slow and inefficient approach. When you ask someone this question, you are handing off the burden of planning. They now have to check their schedule, think about your time zone, consider meeting length, and then send several options. After that, you have to go through the same steps on your end.

This creates several problems. First, it increases the time it takes to book a meeting. A simple conversation can turn into a long thread of replies, each message taking hours or even days to arrive. Second, it increases the chances of mistakes. Someone might misunderstand the time zone, forget to include the meeting length, or suggest times that overlap with your events. Third, it causes frustration. People feel annoyed when they have to adjust their schedules multiple times just to find one working slot.

Gmail’s meeting tool flips the process. Instead of asking others what works for them, you show them exactly when you are free. They do not need to compare calendars or write long replies. They simply click one of the available slots, and Gmail handles the rest. This removes stress from both sides and helps you look organized and thoughtful.

How to Access Gmail’s Built-In Meeting Tool

To get started, open a new email in Gmail. Write your message as you normally would. You do not need to mention your availability yet, because the meeting tool will add that section for you later. Once your email body is complete, look at the bottom of the message window. To the right of the Send button, you will see an icon labeled “More options.” This is where Gmail hides several advanced features.

Click the More options button. At the very bottom of the menu, you will find a tool called “Set up a time to meet.” Selecting it will open a small menu with three choices. The first option allows people to pick a time directly on your calendar. The last option helps you propose a specific time. But the most helpful option for fast scheduling is the middle one: “Times you are free.” This is the feature that lets you send a list of your available meeting slots in one step.

Once you choose the middle option, Gmail opens a preview of your Google Calendar on the right side of the screen. This view gives you everything you need to choose your free times without leaving the email window. It is simple, clear, and designed to save you clicks.

How to Select Your Available Time Slots

Inside the calendar panel, Gmail shows two helpful tools. At the top is a small monthly calendar that lets you jump forward or backward through dates. Below that is a detailed view of your day, broken into time blocks. This layout helps you quickly see where your meetings and tasks already exist, so you can choose free spaces with confidence.

To select an available period, simply click and drag across the hours you want to offer. For example, if you want to meet anytime between 1 PM and 4 PM tomorrow, click on the start of the 1 PM slot and drag down to the 4 PM mark. Gmail will highlight the full range you selected. This is your availability window.

By default, Gmail breaks your time into your default Google Calendar event length. For many people, this is 30 minutes, but you can adjust it using a dropdown menu under the calendar panel. If your meeting needs to be one hour instead of thirty minutes, change the duration to one hour. Gmail will automatically slice your availability window into the right number of one-hour options. This ensures your recipient sees only valid meeting choices.

If you want to offer times on multiple days, just switch to another date using the small calendar. For example, you may offer three one-hour slots on Tuesday and two more on Wednesday morning. Gmail will combine them into one organized list for your recipient.

How Gmail Summarizes and Organizes Your Time Blocks

Once you select a time range, Gmail adds it to a summary list at the bottom of the panel. This summary shows each day and the specific windows you have chosen. It also gives you easy tools to remove, adjust, or add more availability. If you change your mind about a day, you can click the remove button to delete it. If you want to add another window on the same day, just go back to the calendar and drag a new period.

This summary is extremely helpful because it keeps everything organized. You never have to guess what you already selected. This prevents mistakes and ensures your email looks clean when you insert the availability later.

After confirming the time windows and meeting length, click the “Next” button. Gmail then takes you to a screen where you can name the meeting and add optional details such as Google Meet links or instructions. You can type a clear title like “Budget Review” or “Project Planning Call.” Adding a title helps your recipient understand what the meeting is about before booking it.

You can also add a description if needed. This is optional, but it can be useful if your meeting requires documents, preparation, or a reminder of the discussion topic.

Adding Conferencing and Location Details

Under the meeting title, Gmail gives you several ways to specify how the meeting will take place. If you want the meeting to be held online, you can choose Google Meet. Gmail will automatically generate a meeting link that your recipient does not need to create themselves. If the meeting will happen in person, you can enter a physical address. If it will be a phone call, you can choose the phone option, which prompts the other person to enter their phone number when they book the meeting.

These options help you avoid extra emails later. Instead of scheduling the meeting and then deciding on the format, everything is set from the beginning. That means fewer interruptions and fewer surprises.

Once you finish entering the details, click “Add to email.” Gmail will insert your availability into the message. The calendar panel closes, and your email now shows a clean list of meeting slots that your recipient can choose from.

What Your Recipient Sees and How Booking Works

When your recipient opens your email, they will see the times you are available. Each time slot appears as a clickable button. All they need to do is choose the time that works best for them. Gmail then creates a calendar event for both of you automatically. If you added a meeting title, description, or Google Meet link, all of that information will appear in the event.

This is an enormous improvement over traditional email scheduling. Your recipient does not need to write back, suggest alternatives, or open a separate scheduling app. They simply pick a time and let Gmail take care of the rest. This saves them time and reduces friction, making them more likely to book quickly.

Why Gmail’s Meeting Tool Improves Productivity

Using this feature does more than reduce email clutter. It also improves your productivity in several ways. First, it gives you more control over your schedule. Instead of receiving random time suggestions, you decide exactly which times you want to offer. This prevents double-booking and protects your focus hours.

Second, it shortens the time needed to set up meetings. Instead of waiting hours or days for someone to respond, you often get a meeting booked in minutes. People appreciate clear choices and appreciate your effort to make things easy for them.

Third, it helps you look professional and organized. Sending a clean set of meeting options shows that you value their time and are comfortable using modern tools. This can leave a strong impression, especially when communicating with clients or team members who appreciate efficiency.

Finally, it helps you reduce mental load. You don’t need to remember which meeting requests you sent, what times people suggested, or which messages you still need to reply to. Gmail handles all of the details, letting you focus on the actual purpose of your work.

Tips for Using Gmail’s Meeting Tool Effectively

To get the most out of this feature, consider following these simple tips:

Offer at least three time slots when possible. People appreciate having choices, especially if they work in different time zones or have full schedules.

Choose meeting lengths carefully. If you think a discussion might take longer than usual, set a one-hour or ninety-minute duration to avoid feeling rushed.

Use descriptive titles. Clear titles reduce confusion, help people stay prepared, and keep your calendar organized.

Add a brief description when needed. Even one sentence can help someone understand what the meeting is about.

Keep your availability realistic. Do not offer times that you may need later for other tasks. Only choose windows you are confident you can attend.

Review the summary before sending. Double-check the days and times to avoid mistakes.

These small habits can make your scheduling even smoother and more reliable.

Why This Tool Is Better Than Third-Party Scheduling Apps

There are many scheduling tools available today, including well-known services like Calendly and others. While these can be useful, Gmail’s built-in meeting tool has several advantages. First, it is already integrated into Gmail, so you do not need to create a separate account or learn a new interface. Second, it works perfectly with Google Calendar, which many people already use. Third, it is simple and fast, designed for everyday scheduling rather than complex workflows.

Another benefit is that it keeps everything inside one email. Your recipient does not need to visit another website or sign into another service. This makes the process feel simple and natural, especially for people who are not very tech-savvy.

If you only need to schedule regular meetings, this tool is more than enough. It removes unnecessary steps and helps you maintain a smooth, professional workflow.

Putting It All Together

Gmail’s meeting tool can transform the way you schedule. Instead of asking people what time works for them and hoping their answer matches your calendar, you can now offer clear, organized options within your email. This saves time, reduces confusion, and makes you look more professional.

With just a few clicks, you can select your availability, set the meeting length, add details, and send it directly inside your message. Your recipient can then book the meeting instantly. No more long email threads. No more mistakes. No more scheduling headaches.

If you want to simplify your digital life and communicate more effectively, start using Gmail’s meeting tool today. It is fast, smart, and designed to help you stay productive.

If your AI answers feel a little hit or miss, it is not you, it is your prompts. Many people think that ChatGPT is magic and that it should always know what they mean. They type a quick request, press enter, then feel confused or disappointed by the reply. Sometimes the answer looks close. Other times it feels way off.

The problem is not that you are bad at using AI. The problem is that most of us never learned how to talk to tools like ChatGPT. We expect it to read our minds. When it does not, we blame the tool or we blame ourselves. The real solution is to learn how to guide ChatGPT with better instructions.

In this article, you will learn how to reverse engineer your prompts so ChatGPT instantly understands what you mean and delivers what you actually want. You will see how to turn a messy back and forth chat into a single, powerful prompt that you can reuse whenever you like. This will save you time, reduce frustration, and help you get far better results from AI.

What Reverse Engineering a Prompt Really Means

Reverse engineering sounds like a fancy technical term, but in this case it is actually quite simple. Instead of trying to write the perfect prompt from scratch, you start with the result that you already like. You work backward from that final answer and ask ChatGPT to create a new prompt that would have produced that result on the first try.

Think of it like baking. The first time you make a cake, you might guess at the ingredients. You add a bit of this, a bit of that, and hope it turns out well. If the cake tastes great, it would be silly to guess again next time. Instead, you write down what you did so you can repeat it. Reverse engineering your prompt is like writing down that recipe, but for your AI conversations.

This approach is powerful because it does not force you to be perfect at the start. You can explore, tweak, and refine your questions. Once you are happy with the output, you capture the exact instructions that got you there. That new prompt becomes your recipe for getting the same style of answer again and again.

A Real ChatGPT Example Using Home Sales Data

Let us look at a simple example that matches how many people use ChatGPT in their work. Imagine that you ask ChatGPT for home sales data in the greater Seattle area. At first, you might keep the question broad, such as asking for data for the entire region. ChatGPT gives you a helpful answer, but it is still a little too general.

So you refine your request. You tell ChatGPT to focus on only a couple of specific counties within the Seattle area. Now the information is more useful, since it matches your real world needs. You look at the numbers and feel like you are getting closer.

Then you ask ChatGPT to break down the information further. You may ask it to calculate year over year changes or to highlight which county has stronger growth. You might ask follow up questions about trends or comparisons. Step by step, you shape the conversation so ChatGPT understands your goals.

Finally, you ask ChatGPT to format the data into a simple table. Maybe you also ask for a short takeaway or summary that you can share on social media or in your email newsletter. At this point, the answer looks great. The table is clear, the summary is short, and the whole thing is ready to share.

The Problem With One Off Chats

So what usually happens next? For many users, the chat ends. They close the tab or move on to another task. A month later, they realize they need similar data again. Maybe they want new numbers for a different date or new counties. Now they have to rebuild the whole conversation from scratch.

They ask for data again. They refine the region again. They ask for a table again. They request a summary again. Every time, they repeat the same steps. This wastes time and increases the chance of mistakes. It can also feel annoying, since you know you have done this work before.

If you scroll back through your old chats, you might find the earlier conversation and copy parts of it. But that can still be clumsy. It is easy to lose track of which follow up questions matter and which ones were just experiments. What you really want is a clean, single prompt that gets you to the good result right away.

That is what reverse engineering your prompt can give you. Instead of treating each chat as a one time event, you turn your best chats into reusable tools.

Turning a Finished Chat Into One Powerful Prompt

Once you have a conversation that produced exactly the kind of result you want, it is time to reverse engineer it. To do this, scroll down to the final answer that you like. This might be the table, the summary, or some other structured output. This final response is your target.

Now, ask ChatGPT a special request. Tell it something like this, in your own words. Take this entire chat, and reverse engineer a single prompt that would have produced this final response right away. In other words, you are asking ChatGPT to study the full conversation, understand your goal, and then write a brand new prompt that bundles everything together.

ChatGPT will then generate a detailed prompt for you. It will usually include the context you provided, the format you prefer, and any constraints you used, such as which counties to include or what kind of summary you want. Instead of many small messages, it becomes one clear set of instructions.

You do not need to read every line out loud or memorize it. The point is that you now have a reusable prompt that gets you the same style of answer without going through all the steps again. This is the key benefit of reverse engineering your chats.

Saving and Organizing Your Best Prompts

Once ChatGPT has created that reverse engineered prompt, the next step is to save it somewhere safe. You could paste it into a notes app, a document, or a folder labeled AI prompts. Some people like to keep a master document that stores only their best, most useful prompts. Others prefer to use a text expander so a short shortcut can paste the full prompt in one move.

For example, if you often ask for real estate data, you might create a shortcut like semarket that expands to your full reusable prompt. Then, any time you need a fresh version of that table and summary, you open a new ChatGPT chat, type your shortcut, let the text expander fill in the full instructions, and press enter. ChatGPT will know exactly what to do.

You can do the same thing for many other tasks. Maybe you create a prompt for summarizing client calls, writing weekly newsletters, or outlining YouTube scripts. Any time you find yourself repeating a pattern, consider turning that pattern into a saved prompt. The more you do this, the more you treat ChatGPT like a real part of your system instead of a random tool.

Testing Your New Prompt in a Fresh Chat

Now it is time for the real test. Copy your reverse engineered prompt, open a brand new chat in ChatGPT, and paste it in. Press enter and see what happens. Remember, in our example, the original chat needed several back and forth steps before it produced that clean table and summary.

When you run the new prompt in a fresh chat, ChatGPT will follow those detailed instructions from the start. It may need to search the web or look up data, but the format and structure of the answer should be very close to what you saw before. In many cases, it will be almost identical, just updated with current information.

If the result looks good, you know your reverse engineered prompt is working. If something seems off, you can always tweak the prompt a little and test it again. You do not lose any progress. You are still far ahead of starting from a blank chat every time.

This simple test gives you confidence. You can trust that your saved prompt will keep giving you the kind of outcome you need, whether that is a table, a summary, a script, or something else.

Why This Beats Building a Custom GPT for Many Tasks

Custom GPTs can be very powerful, but they also take time to design, test, and maintain. You need to upload instructions, pick settings, and sometimes update files as your needs change. For large, complex workflows, a custom GPT might be worth the effort. For smaller tasks, it can feel like overkill.

Reverse engineered prompts give you a lighter, faster option. If all you need is a reliable way to generate a certain type of output, a single strong prompt can be enough. You do not have to manage another custom tool. You only need that one block of text and a place to store it.

This approach also works well for teams. You can share prompts with your staff so everyone gets the same style of response from ChatGPT. Instead of each person making up their own way of asking, you hand them a tested prompt that already works. That leads to more consistent results and less confusion.

So, before you jump into building a full custom GPT, ask yourself if a reverse engineered prompt would do the job. In many cases, it will save you time and still give you exactly what you need.

Ideas for Prompts You Can Reverse Engineer Today

You might be wondering where to start. The easiest way is to look at the ChatGPT conversations you already have. Ask yourself a few simple questions. Which chats produced results that you really liked. Which answers did you copy into other tools, documents, or emails. Which conversations felt worth saving.

Here are some common examples. Maybe you walked ChatGPT through how you like your weekly summary of sales numbers. Maybe you built a format for client update emails. Maybe you refined a script outline for a YouTube video until it matched your style and tone.

Each of these is a great candidate for reverse engineering. Go back to that chat, scroll to the final answer, and ask ChatGPT to reverse engineer a single prompt that would produce that kind of output. Then test it in a new chat and save it in your prompt library.

You do not need to do this for every chat. Focus on the ones you know you want to repeat. Over time, you will build a set of go to prompts that cover your most common tasks. This is how you start to build a simple prompt system around your work.

Building a Simple Prompt Library for Your Business

As you collect more reverse engineered prompts, it helps to keep them organized. You might create sections by function, such as marketing, operations, and reporting. Under each section, list the prompts that help that part of your business. Give each prompt a short title and add a line or two that explains when to use it.

For example, under marketing, you might have prompts for social media captions, newsletter drafts, and video descriptions. Under operations, you might have prompts for meeting summaries or standard operating procedures. Under reporting, you might store prompts for tables, charts, and analysis summaries.

You can keep this library in a simple document or note. You do not need complex software. What matters is that you and your team can find the right prompt quickly when you need it. If you want to go further, you can pair your library with a text expander tool, so your best prompts are always a few keystrokes away.

The goal is not to collect hundreds of prompts for the sake of it. The goal is to build a small, focused library of prompts that actually support your real work. That is what fits the Simpletivity approach of using fewer, smarter tools.

Making ChatGPT a Reliable Part of Your Workflow

When you reverse engineer your prompts, you stop treating ChatGPT like a toy and start treating it like part of your workflow. Instead of hoping you get a good answer, you design your prompts so good answers become the default. You give ChatGPT the structure, context, and instructions it needs to support you.

This helps you get more value from AI without needing to be a technical expert. You do not have to learn complex code or build full apps. You only need to learn how to capture what already works in your chats and turn that into reusable prompts.

The next time you find yourself thinking, this is exactly what I wanted from ChatGPT, do not end the chat and walk away. Take one more step. Ask ChatGPT to reverse engineer the conversation into a single prompt. Save that prompt, test it, and add it to your library.

Over time, you will build a set of prompts that make your work faster, clearer, and less stressful. Your AI answers will feel less hit or miss, and much more like a reliable part of your business systems.

Are you tired of endlessly searching for the perfect software for your business? You’re not alone. Many business owners waste hours comparing tools that never quite fit their needs. But you don’t need to search anymore—you can build your own software with AI. It’s simpler than you might think, and in this guide, you’ll see exactly how.

With Knack AI App Builder, you can create powerful, custom business apps by chatting with AI. Whether you want a CRM, a project manager, or a client portal, Knack makes it possible. Let’s dive in and see how you can create the perfect business solution in minutes.

Why Building Your Own Software Makes Sense

Most businesses use tools that do about 60% of what they need. The other 40%? They live with it, or they pay for another tool to fill the gap. That means more subscriptions, more logins, and more wasted time.

But what if your software could be exactly what you need? Knack AI allows you to build your own app—no coding required. You don’t need to be a developer, and you don’t need a team of engineers. You just need to describe what you want, and the AI will start building it for you.

Other AI builders like Lovable and Replit are great for websites or creative apps, but Knack is built specifically for business users. It focuses on real workflows, client management, and team collaboration—things that matter in your daily work.

Meet Knack AI App Builder

Knack isn’t new—it’s been around helping people build online databases and business tools for years. But what’s new is its AI App Builder, which turns the app-building process into a real conversation.

Here’s how it works:
You start by typing a prompt into a chat box. That prompt can be as simple or detailed as you want. For example, you might write:

“Create a flexible CRM system that tracks clients, projects, and invoices.”

In less than two minutes, Knack will build a working version of your custom app. This isn’t a static website—it’s a real, functioning application. You can add clients, manage projects, track invoices, and even create dashboards.

The best part? Everything is editable. You can keep refining the app with simple instructions in plain English.

Creating Your First App with AI

Let’s look at a real example. Say you wanted to create a custom consulting CRM using Knack’s AI App Builder. Just paste in your prompt, describing the kind of data and automation you need. Then click “Create.”

Within two minutes, Knack produced a complete CRM interface. It wasn’t just one page—it was a full application with six main sections:

• A dashboard for quick overviews
• A client database
• A projects section
• An interactions log
• A documents library
• An invoicing area

Each section was automatically linked together. For instance, projects were tied to specific clients, and invoices were connected to those same projects. Everything was relational and functional right from the start.

Exploring Your Custom App

When you open your Knack app, you’ll immediately notice how clean and organized it looks. You can search for clients, open project details, and see related invoices—all from one place.

In our example, one client named David Brown had an entire profile complete with payment milestones, project details, and connected invoices. This is where Knack stands out: you’re not dealing with simple lists or text boxes. You’re managing real, connected business data.

Every screen is interactive. You can edit records, update invoices, and add notes. It feels like using a polished commercial app—but it’s one you built yourself.

The Power of Real-Time Editing

Here’s where the magic happens. Once your first version is ready, you don’t have to settle for it. On the left-hand side, Knack shows an overview of your app’s structure—its tables, fields, and relationships. You can see how data connects between clients, projects, and invoices.

But instead of manually editing all that, you can simply chat with the AI builder.

For example, let’s say you want to make your projects page more productive. You can type:

“On the projects page, add an area that highlights the top three key tasks for this week.”

Knack will analyze your request, show you a plan, and ask if that’s what you meant. You can choose from options or confirm the idea. Then it builds the new feature right before your eyes. Within seconds, you have a new section displaying your top three tasks—complete with data relationships and logic already in place.

Smarter AI Conversations

One of the smartest parts of Knack’s AI builder is how it asks questions back. If your request is vague, it won’t guess—it’ll clarify. This saves time and prevents frustration.

For example, if you simply say “add a section for tasks,” Knack might respond:

“Would you like these tasks to be tied to each project or appear globally across all projects?”

This back-and-forth ensures the AI builds exactly what you want. It feels like working with a smart assistant who understands databases and workflows.

If your change is simple—like changing button colors or rearranging columns—Knack just does it instantly. But if it’s a bigger change, it walks you through the options.

Refining and Expanding Your App

Once your app is functional, you can keep refining it forever. Maybe you want a new chart on the dashboard, a form for collecting client feedback, or a section for uploading files. Just tell the AI in natural language.

In our example, we wanted to make our dashboard more visual. So we asked Knack to:

“Add a pie chart showing each customer name and total invoice amount.”

The AI immediately analyzed the request and displayed a preview of its plan. Once confirmed, it built the chart in seconds. The result was an interactive pie chart—not just a static image, but one you could filter by customer or invoice amount.

This kind of interactive visualization helps teams instantly understand data without diving into spreadsheets.

Going Live with Your App

When your app looks the way you want, you can view it in “Live App” mode. This is what your clients, team members, or partners will see. It’s a clean, professional interface with your branding, colors, and logo.

You can invite users, manage permissions, and control who can see what. If you’re building a client portal, for instance, each client can log in to view their own data—projects, invoices, and updates—all in one place.

The power of Knack is that you’re building something real. You’re not customizing a template; you’re creating an application that belongs entirely to your business.

AI App Building vs. Traditional Tools

You might wonder why not just use something like Notion, Airtable, or a CRM template. The answer is flexibility and focus.

Those tools are great for organizing data, but they often make everything editable—sometimes too editable. In Notion, for example, every field can be changed by mistake. Knack gives you control over what users can edit, what they can view, and how data is connected.

Plus, Knack is designed for business processes, not just note-taking or task tracking. You can automate workflows, link data, and integrate your app with tools like Zapier or Make.

From Prompt to Productivity

Let’s recap the power of Knack AI App Builder:

1. Start with a simple prompt – Describe what you need, like “a CRM for consulting projects.”
2. Get a working app instantly – Knack creates the full structure, including data tables and pages.
3. Refine in real time – Chat with the AI to make changes, big or small.
4. Add automations and charts – Create dashboards, reports, and workflows with natural language.
5. Go live and share – Publish your app and invite your team or clients.

It’s that simple. No coding, no hiring developers, and no waiting weeks for results.

If you're still using Gmail or Yahoo for your business email, you're not putting your best foot forward. Those free accounts are great for personal use, but they don’t look professional. If you want customers and clients to take you seriously, you need an email address that uses your own domain name.

In this guide, we’ll walk you through how to create a business email with a free domain using Neo. You’ll learn how easy it is to get started, what features Neo offers, and why this could be the perfect solution for your business.

What Is Neo Mail?

Neo is an email service designed for businesses. It lets you create a professional-looking email address using your own domain name. Even better? Neo offers a free domain for the first year and includes tools like an AI-powered website builder, calendar, and contact manager.

Step 1: Start with a Domain

The first step to setting up your professional email is choosing your domain. With Neo, you can get a domain like "yourbusiness.co.site" completely free for the first year.

Just enter the name of your business, and Neo will show you which domain options are available. If you already have a domain, you can connect it to Neo instead.

Step 2: Create Your Admin Email Address

Once you have your domain, you’ll create your admin email address. This is your main email—something like admin@yourdomain.co.site or yourname@yourdomain.co.site.

You’ll set a password, and Neo will automatically configure the mailbox. Later, you can add more emails like info@, sales@, or support@.

Step 3: Add More Mailboxes (Optional)

Don’t worry if you’re a solo entrepreneur. Having multiple email addresses (even if they all forward to one place) makes your business look more professional.

Neo offers quick suggestions like support@, contact@, and sales@. You can choose the ones that make sense for you or skip this step and add them later.

Step 4: Explore the AI Website Builder

One cool bonus with Neo is the built-in website builder. It's powered by AI, so you can create a simple, professional-looking site without hiring a developer.

You don’t have to use it, but it’s included with your email plan. If you're starting a new business, this tool can help you get online fast.

Step 5: Choose a Plan

Neo offers three affordable plans: Starter, Standard, and Max.

Each plan includes:

• A free domain for the first year
• Mailbox storage
• The AI website builder

Step 6: Welcome to Your Neo Inbox

Once you're set up, you’ll land in your Neo inbox. It’s clean, easy to use, and looks similar to Gmail.

Neo includes features like:

• Message archiving
• Spam filtering
• Email scheduling
• Email tracking (know when your messages are opened)
• Professional email design tools
• Writing assistance with AI
• Templates and invoice builder

These tools help you communicate better and look more professional in every email you send.

Step 7: Add Your Other Email Accounts

Already using Gmail? No problem. Neo lets you add those accounts so you can manage everything in one place.

This makes the transition super easy. You can start using your new business email without losing any of your old messages.

Bonus Features: Calendar, Contacts, and More

Neo isn’t just an email tool. It also includes a calendar, contact management, and that AI website builder. Everything works together to help you run your business more efficiently.

Is Neo Right for You?

If you’re looking for a simple, affordable way to set up a professional business email with a free domain, Neo is a fantastic choice. It’s perfect for freelancers, solo entrepreneurs, startups, and small teams.

With easy setup, strong features, and an unbeatable price, there’s no reason to keep using Gmail for your business communications.

Get Started Today

It only takes a few minutes to set up your business email with Neo. Visit their site, choose your domain, and you’ll be up and running in no time. Remember, your email is often your first impression—make sure it’s a good one!

ChatGPT and other large language models can pull answers from almost anywhere. But what if your AI knew you? Your notes, your documents, your podcasts, and your research. That’s exactly what Recall AI promises—a personal research companion that actually remembers your trusted sources.

In this post, we’ll show you how Recall AI can be your personal assistant for organizing, summarizing, and chatting with all your content. From podcasts and PDFs to web pages and personal notes, Recall becomes your knowledge base. And yes—you can even talk to it just like ChatGPT.

Meet Recall AI: More Than a Web Clipper

At first glance, Recall may seem like just another browser extension. But don’t be fooled. It’s much more than a typical web clipper.

With Recall, you can save podcasts, videos, and web pages with one click. But instead of just bookmarking them, Recall gives you full transcripts, time-stamped summaries, and lets you tag and categorize everything automatically.

Imagine listening to a two-hour podcast. You may not have time to hear it all. With Recall, you can summarize the podcast in seconds and jump to the best parts using clickable timestamps. And yes, the transcript and summary get saved directly to your account.

Everything Lives in Your Notes

When you save something to Recall, it doesn’t just sit in a list of bookmarks. It becomes part of your digital brain.

You can edit tags, add your own notes, and even upload your own PDFs and documents. Have a favorite article or research paper? Just upload it. Want to save your bookmarks from Pocket or another tool? Recall supports that too.

Even better, you can create notes from scratch and use Recall as your primary note-taking app. Everything is searchable, taggable, and ready to be used in your personal chat assistant.

Chat With Your Own Memory

The real power of Recall comes from the chat feature. Unlike ChatGPT, which pulls answers from the web, Recall only uses your information.

For example, if you uploaded your StrengthsFinder results last month, you could ask Recall, "What are my top five strengths?" and it would tell you instantly—no guessing.

But it gets smarter. Let’s say you want to know how your strengths apply to personal finance. Recall will look at your StrengthsFinder doc and any finance-related articles, podcasts, or notes you’ve saved. Then it gives you personalized advice based only on your trusted content.

Use Tags to Focus Your AI

Want even more control? Use tags to limit the sources Recall uses in its responses.

For instance, you could ask, "How can I apply my strengths to my tech and app spending?" and then tag the conversation with your "Productivity" tag. Recall will only use the sources in that category to answer.

This ensures you’re getting hyper-relevant responses from your curated information—not generic advice from the internet.

Add Any Type of Content

You’re not limited to just podcasts or articles. With Recall, you can:

• Paste URLs from YouTube, blogs, or news sites
• Upload PDFs and Word docs
• Import bookmarks from other services
• Write and save your own notes

No matter where the information comes from, Recall treats it like part of your brain. And because everything is time-stamped, transcribed, and categorized, you never lose track.

Make Better Decisions With Personalized Insights

Let’s go back to our earlier example. You asked Recall how your strengths apply to your tech habits. It answered with real references—from podcasts, articles, and videos you saved. That’s not just smart. That’s powerful.

You can apply this approach to any topic:

• Want to improve your productivity? Save your favorite tools and strategies, then ask Recall how to improve your daily workflow.
• Trying to learn a new skill? Save tutorials and guides, then chat with Recall about what to study next.
• Planning a big purchase? Upload comparison articles and reviews, then ask Recall which option fits your needs best.

Everything is rooted in what you trust.

Use It Like ChatGPT—But With Facts

One of the biggest problems with tools like ChatGPT and Gemini is that they sometimes hallucinate—meaning they make things up. Recall fixes that by pulling only from your saved sources.

When you ask it a question, it won’t make up fake information. It will reference the exact document, podcast, or video where it found the answer.

That makes Recall perfect for anyone who wants clarity, accuracy, and trust in their answers.

Get Started With Recall AI

If you want to start chatting with your own memory, head over to GetRecall.ai and set up a free account. Use the browser extension to start saving content right away.

Whether you're a student, researcher, content creator, or just someone who wants to keep their thoughts organized, Recall AI is a tool that will transform the way you think, learn, and remember.

Running a small business can feel like juggling a dozen jobs at once. For solopreneurs especially, time and energy are stretched thin. What if you could instantly get a full support team without interviews, training, or payroll hassles? That’s where Marblism comes in.

Marblism offers 7 AI-powered employees to help you run and grow your business. Each one is ready to work right away and can handle specific tasks like admin, social media, writing, and customer support. It’s not just about chatbots—these AI agents work like true team members.

Let’s explore how each AI employee can transform your daily workflow.

Eva: The Executive Assistant

Eva connects directly to your email and calendar. She can check your schedule, highlight urgent messages, and even book meetings for you. For example, if you tell her to block off time at 10 AM, she does it and confirms right away.

Eva also organizes your inbox using colored labels. She marks emails that need a reply and drafts responses for you. All you have to do is review and hit send. It saves you from digging through cluttered inboxes.

This AI assistant brings real help by letting you focus on important decisions instead of busywork.

Sonny: The Social Media Manager

Sonny helps plan and create your social media content. Just ask for a few post ideas, and Sonny responds with ready-to-use suggestions. You can choose your favorites, and he will turn them into posts.

Want posts for X (formerly Twitter)? Sonny can generate them with or without your brand logo. Once finalized, you can drag and drop posts into your calendar and publish them directly. No need for third-party scheduling tools.

You can also refine Sonny’s output—change hashtags, adjust images, or rewrite parts. It’s flexible and powerful.

Penny: The Blog Writer

Penny takes your topics and turns them into full blog posts. Each one appears in a built-in editor where you can tweak the title, replace images, or edit the content.

There’s no copying and pasting between tools. Once you’re happy, you can publish directly from Marblism. Penny saves you hours of content writing and makes sure your site stays fresh.

Kara, Linda & Stan: Customer, Legal & Sales

While this video doesn’t show them in full action, Marblism also gives you:

• Kara: A customer service AI that handles support tickets.
• Linda: A legal associate AI to help with documents or questions.
• Stan: A sales AI who can follow up on leads.

Each one can be tailored to your brand voice and business needs.

Rachel: The AI Receptionist

Rachel is one of Marblism’s newest features. When someone calls your Marblism number, Rachel answers every time with a friendly voice.

She can:

• Ask questions to qualify leads
• Transfer calls if needed
• Book appointments

Rachel also summarizes calls. If a prospect asks about your services, you get a note with their name, needs, and phone number. You can follow up directly.

This kind of automation makes your business look professional and responsive, even when you're away.

How Marblism Learns About Your Business

To make your AI team smart, Marblism lets you add details about your company, services, and target customers. You can also upload media like logos or videos. AI agents use this info to create on-brand responses and content.

You can even control how each agent writes and behaves. For example, tell Eva to ignore certain email types or always use a formal tone. This gives you custom control while keeping things efficient.

One Platform, All-in-One Results

Unlike many AI tools, Marblism keeps everything in one place. You don’t need extra software or tabs. Whether you’re posting content, replying to emails, or managing calls, you stay focused inside Marblism.

All of this is available for just $39/month. Want a discount? Use the promo code SIMPLE20 to save 20% for life.

Do you want to master Google Forms in just a few minutes? This beginner-friendly guide will walk you through how to create, customize, and share Google Forms. Whether you're building a survey, quiz, or registration form, this guide has you covered.

Getting Started with Google Forms

To start, log into your Google Drive. Click on the "New" button, then scroll down and select "Google Forms." A fresh, blank form will appear, ready for you to customize.

Naming and Describing Your Form

At the top of the form, you'll find a spot to enter a title. This is where you name your form, like "Customer Survey" or "Event Registration." Below that, you can add an optional description to guide users.

Important: The form name seen by responders is different from the file name in your Google Drive. Clicking the top title field will auto-fill it based on the form's visible title, but you can change it to something more useful like "Version 1."

Adding Questions to Your Form

Every new form starts with one question already included. To edit it, just click inside the question box. Start by typing your question, such as "First Name."

Google Forms will try to detect the question type. For example, if you type "First Name," it will switch from multiple choice to short answer. You can manually change the type if needed.

At the bottom of each question, you’ll see several icons:

• Duplicate: Copy the question
• Trash Can: Delete the question
• Required Toggle: Make the question mandatory

Use the "+" button on the sidebar to add more questions. You can create:

• Multiple choice
• Paragraph
• Checkboxes
• Dropdowns
• File upload
• Date/time fields

Using File Uploads

Want users to send files? Select "File Upload" as your question type. Google will store uploaded files in your Drive. You can limit the file types (e.g., PDF, images), number of files (1–10), and max file size (e.g., 10MB).

Adding Media and Sections

You can also insert images or videos into your form. These aren't questions—they help guide or inform users. You can even search YouTube directly within the form to embed videos.

If your form is long, use the "Add Section" button. This splits your form into parts, helping users focus on one set of questions at a time.

Customizing Your Form's Appearance

Click the "Customize Theme" icon at the top to change how your form looks. You can:

• Change text style and size for titles and questions
• Add a header image (upload your own or choose one from Google)
• Pick your color scheme, including custom colors

For example, you might use your company’s branding to keep everything consistent.

Previewing and Testing Your Form

Always preview your form before sharing. Click the eye icon in the top menu. This opens a test view in a new tab. Try answering questions and make sure everything works as expected.

Remember: In preview mode, the "Submit" button won’t work unless you publish the form.

Form Settings and Options

Click the settings gear icon for more features:

• Turn your form into a quiz
• Collect email addresses
• Limit one response per user
• Allow response edits

Under "Presentation," edit the confirmation message users see after submitting. A personalized message is a nice touch.

You can also change default settings for all future forms, like making all questions required by default.

Sharing Your Form

Ready to publish? Click the "Publish" button. Choose whether anyone with the link can access the form or limit it to specific email addresses.

Use the "Copy Responder Link" button to get the shareable link. You can shorten the URL if needed. Don’t copy the browser's address bar—it’s not the link you want.

To stop collecting responses, return to the publish settings and turn off "Accepting responses."

Reviewing Form Responses

Click the "Responses" tab to view the answers. You’ll see:

• Summary: Overview of all responses
• Question: Results per question
• Individual: View responses one by one

You can also link the form to a Google Sheet to track data more easily.

Final Thoughts

Google Forms is a powerful tool, and it’s easier than ever to create professional, shareable forms. From surveys to file uploads, you now know how to set up and customize everything. Try building your first form today and see just how simple it can be.