5 AI Workflows That Transformed How I Operate as CEO - With Measurable Results

As 2025 comes to a close, our CEO Brian Hills reflects on how we’ve used AI to build and grow our own business.

A key application of AI for Vaul Labs, in 2025 has been creating internal workflows that enable us to run the business as efficiently as possible. I estimate I’ve saved at least 25% of my working week using automations whilst also improving accuracy in those tasks. Here are the five workflows that made the biggest difference to my role:

1. Proposal Workflow

I use a workflow that transcribes an online meeting and, within a minute of the call ending, generates a draft proposal in our standard format. This saves roughly 70% of the time I would normally spend. I’m still the human in the loop: reviewing, editing and refining whilst the AI has done the fundamental work for me.

2. Meeting-to-Actions Workflow

Using meeting transcriptions, I run an automated workflow that extracts actions, owners, and deadlines and creates tasks in Asana. Another automation sends a weekly “start-of-week” actions report and emails the team with items due. This cuts down the time I spend recording and chasing actions (or others chasing me!) and ensures we are all accountable for our own action list.

3. Presentation Workflow

I used to spend a huge amount of time in PowerPoint: that changed when I moved to Gamma. Being able to generate visually strong narratives from transcripts, proposals, and other sources in seconds has been a game changer for me.  Again, I’m still the human in the loop: reviewing, editing and refining.

4. Marketing Interview Agent

As a small team, it’s a challenge to consistently turn ideas into marketing content. Instead of relying on generic “AI content slop generation,” we built a Marketing Interview Agent that interviews me for depth and clarity, then pairs those insights with a writing assistant. From a short conversation, it produces draft content I can quickly refine and publish.

5. CEO Task and Performance Assistant

I wanted deeper insight into how I work day-to-day and where I could improve. I built a set of tasks inside ChatGPT that analyse my mailbox and calendar, set macro performance goals, and send me a Friday performance update on how I did against them. Every morning, I also get a summary of sales activity and any emails I may have missed.

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We’ve experimented with many tools this year; the key ones behind these workflows are Fathom (meeting transcription), Zapier (workflow orchestration), Asana (Project Management), Gamma (Presentations), and ChatGPT.

Our anchor point has always been to design the business processes first, then build the AI workflows around them. Over time, this approach will compound value for Vaul Labs, and our clients.

It’s easy to get caught up in the pros, cons, bubbles, and macro narratives around AI. What I’ve learned this year is that the real value comes from putting it to work inside your own business. Focus on your workflows, build around how you actually (or need to) operate, and measure the impact.

If you’d like to compare notes on tackling automation, drop us a line. What’s genuinely boosted your productivity, and what hasn’t lived up to the promise? And if you’ve not started yet but it’s on the list for 2026, what’s been the barrier to getting going?