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NotebookLM vs. Claude vs. ChatGPT vs. Gemini
The decision matrix, with the prompts we actually use, and the honest answer to "which one do I open for this."
The "Second Brain"
Using NotebookLM to get straight answers out of your own policy and reference documents.
The "Chief of Staff"
Claude prompts for board reports and hard-conversation emails that still sound like you.
The "Research Assistant"
Gemini for live research and drafts inside Google Workspace, without leaving the doc.
Inbox Zero System
The Gmail plus AI workflow that clears the inbox on a schedule instead of never.
Most "use AI" advice stays vague. It tells you that you should, not how to fit it into a week that is already full.
This guide is the version we actually use day to day: which tool for which task, and the prompts that get a usable first draft instead of a generic one.
Inside the guide:
- The Decision Matrix: When to reach for ChatGPT, Claude, NotebookLM, or Gemini, and why.
- Copy-paste prompts: For difficult emails, meeting summaries, and first-draft research.
- The "Kill Switch" list: Admin tasks worth automating first, and the honest reasons why.
How it works:
Pick the task
Use the decision matrix to choose the right tool.
Copy the prompt
Paste one of the ready-made prompts in.
Get time back
Less time wrangling tools, more time on the actual work.
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