Glossary
The AI assistant world, in plain English
Admin Load
Admin load is the accumulated weight of small tasks — filing email, chasing replies, scheduling — that quietly eats hours and attention every week.
Agentic AI
Agentic AI is AI that takes actions toward a goal — not just answering questions, but doing multi-step work across your tools, with your approval.
AI Chief of Staff
An AI Chief of Staff is software that automates a leader's operational work — email triage, drafting, scheduling, and follow-ups — surfacing decisions instead of chores.
AI Executive Assistant
An AI executive assistant automates the work of a human EA — managing email, calendar, and follow-ups — instantly and at a fraction of the cost.
AI Marketing Assistant
An AI marketing assistant creates, schedules, and optimises marketing content — on-brand captions, carousels, and campaigns — from your ideas and materials.
AI Personal Assistant
An AI personal assistant for work manages your email, calendar, and tasks through natural language — doing the busywork so you focus on what matters.
AI Scheduling Assistant
An AI scheduling assistant manages your calendar through plain language — finding slots, resolving clashes, and rescheduling without the email back-and-forth.
Answer Engine Optimization (AEO)
Answer engine optimization (AEO) is the practice of structuring content so AI assistants and answer engines — ChatGPT, Perplexity, Google's AI overviews — can find, understand, and cite it when answering users' questions.
Brand Voice
Brand voice is the consistent personality, tone, and vocabulary a brand uses across all content — the thing that makes it recognisable without a logo.
Calendar Intelligence
Calendar intelligence is AI that understands your schedule — detecting conflicts, protecting focus time, prepping meetings, and connecting events to related work.
Content Calendar
A content calendar is a schedule of what you'll publish, where, and when — the system that turns sporadic posting into consistent presence.
Content Repurposing
Content repurposing is turning one piece of content into many formats — a blog post into carousels, captions, and scripts — multiplying reach without multiplying effort.
Context Switching
Context switching is the productivity cost of jumping between tasks and tools — each switch leaves "attention residue" that slows the next task down.
Daily Brief
A daily brief is a short morning summary of your priorities, schedule, and slipping items — surfacing the few things that need your decision today.
Deep Work
Deep work is focused, distraction-free effort on cognitively demanding tasks — the high-value work that produces results, protected from reactive busywork.
Email Bankruptcy
Email bankruptcy is declaring your backlog unrecoverable — archiving or deleting everything and starting fresh — usually a sign your inbox needs a system.
Email Delegation
Email delegation is handing inbox work — sorting, drafting, chasing — to someone or something else while you keep final say on what gets sent.
Email Triage
Email triage is the process of quickly sorting incoming email by urgency and importance so the messages that need action surface above the noise.
Focus Time
Focus time is protected, uninterrupted time on your calendar for deep work — defended from meetings and notifications so real work gets done.
Follow-up Tracking
Follow-up tracking watches your open email threads and commitments and flags the ones going cold — so deals, hires, and clients don't slip through silence.
Human-in-the-Loop
Human-in-the-loop is an AI design pattern where the system does the work but a person approves it before anything ships — the AI drafts, you decide.
Inbox Management
Inbox management is the ongoing system for handling incoming email — sorting, replying, filing, and following up — so the inbox serves your priorities instead of setting them. AI now automates most of it.
Inbox Zero
Inbox zero is the practice of keeping your inbox empty (or near-empty) by processing every message — easier to sustain when AI handles triage and drafting.
Meeting Recap
A meeting recap is a short same-day summary of a meeting's decisions, commitments with owners and dates, and the next step — the written record that stops agreements from evaporating.
Personal Knowledge Base
A personal knowledge base is a curated collection of your own documents, decisions, and facts that an AI assistant searches before answering, so its answers reflect your business instead of the average of the internet.
Retrieval-Augmented Generation (RAG)
Retrieval-augmented generation (RAG) grounds AI answers in your actual documents: search first, answer from what was found, cite the source.
Second Brain
A second brain is an external, searchable system that stores what you'd otherwise have to remember — notes, decisions, documents, commitments — so your actual brain is free for thinking rather than storage.
Smart Folders
Smart folders are email folders that fill themselves — AI reads each incoming message and files it by type and urgency, no manual dragging or brittle rules.
Task Extraction
Task extraction is automatically pulling action items and deadlines out of emails and meetings so commitments don't live (and die) in your inbox.
Time Blocking
Time blocking is scheduling your day into dedicated blocks for specific work — protecting focus time instead of reacting to whatever lands next.
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