The Manager OS: 7 Things Every Manager Should Do To 2x Output With AI
Managers don't get paid to live in email and status decks. Yet most do. A recent study shows managers spend the bulk of their week on admin and coordination instead of performance, people, and strategy.
Here's the typical time split many teams report:
- Admin: ~50%
- Problem-solving and collaboration: ~30%
- Strategy and innovation: ~10%
- People development and stakeholder engagement: ~7%
High-performing managers flip that ratio. They spend two-thirds of their time on four activities: making key decisions, managing and motivating people, setting direction and strategy, and managing external stakeholders.
AI is the most direct way to buy back that time. Used well, it can remove 30-50% of administrative load and return your week to coaching, performance improvement, and strategic work.
Your 7-Move Playbook
1) Treat AI like a team member, not a search box
Most people prompt AI like they're asking a quick question. Leaders brief it like a teammate. Give it context, goals, constraints, examples, and a quality bar.
- Create role prompts: "You are my reporting analyst/meeting scribe/project planner."
- Feed source docs before asking for work. Ask it to show process and assumptions.
- Iterate: review, correct, refine, and save the improved prompt for reuse.
2) Recruit a cross-functional champion
Change spreads through connectors. Pick a respected collaborator who works across teams and make them your AI champion. Give them clear scope, training, and a visible win to showcase.
- Define one workflow to fix this month (e.g., reporting, intake, stakeholder updates).
- Share outcomes in a short show-and-tell to spark pull from other teams.
3) Make AI a team habit, not a solo hack
Individual hacks help. Team norms scale. Build shared prompts, templates, and review rituals so quality compounds.
- 10-minute weekly "AI wins" to demo time saved and lessons learned.
- Central prompt library with owner, use case, inputs, and sample outputs.
- Guardrails: data privacy, approval thresholds, and accuracy checks.
4) Cut the connectivity tax
Connectivity tax is time wasted finding the doc, the decision, or the source of truth. Use AI to index, retrieve, and summarize across tools, so your team stops hunting.
- Adopt an AI search that crawls Drive/SharePoint, email, chat, and wikis.
- Enforce simple naming and "one link to rule them all" for live assets.
- Ask AI to draft summaries of threads and link back to original decisions.
For context on these productivity drains, see Asana's research: State of AI at Work.
5) Cut the resilience tax
Resilience tax shows up when teams can't adapt quickly. Build a living knowledge base that AI can query: postmortems, playbooks, FAQs, escalation paths.
- Turn project retros into checklists and "if/then" playbooks.
- Use AI to draft change briefs, risk scans, and stakeholder comms in minutes.
6) Cut the velocity tax
Velocity tax appears as approvals and handoffs that stall work. Use AI to pre-build what you need to say yes faster.
- Auto-generate decision memos with options, tradeoffs, and a recommendation.
- Set "fast lanes" with AI-prepared briefs for low-risk approvals.
- Create standard templates for PRDs, project plans, and status updates.
7) Cut the capacity tax
Capacity tax is the mental load that makes you say, "I don't have bandwidth." Reduce meetings and inbox churn with AI summaries and asynchronous updates.
- Turn recurring status meetings into async updates with AI-generated recaps.
- Use AI to triage, draft, and file emails; batch approvals twice a day.
- Auto-create agendas and pre-reads so live meetings focus on decisions.
Where to Start This Week
- Pick one workflow bleeding time (reports, meetings, or updates).
- Write a role prompt and build a first pass with AI. Iterate twice.
- Measure time saved and quality. Share the before/after with your team.
- Standardize it and add to your shared prompt library.
Keep Your Edge
Managers who model AI fluency and systemize these seven moves see lower burnout, higher engagement, and more room for strategy and talent development. That's the job.
If you want structured, role-based training for your team, explore these resources:
For broader research on how managers allocate time and its impact on effectiveness, see industry studies from sources like Quantum Workplace.
Your membership also unlocks:
