In today’s workplace, it’s often the hidden inefficiencies—what I like to call “loose screws”—that quietly eat away at productivity. These are the tasks that are so routine, everyone assumes they have to be done the old-fashioned way. At a Maryland-based marine insurance company—let’s call them “XYZ Insurance”—these loose screws were everywhere. From manual data entry to weeks lost compiling basic reports, the company was struggling to adapt to modern technology.
That’s where I came in.
A Vision for Modernization
Jeremy, a forward-thinking employee at XYZ Insurance, had attended one of my seminars on AI. Intrigued, he later booked some one-on-one sessions with me to learn how to build custom GPT (Generative Pre-trained Transformer) models. After some “tinker time,” he developed a prototype chatbot called Ginger to handle various repetitive tasks.
But even with a functional prototype, Jeremy felt stuck. No one seemed to care about AI, let alone adopt it. When he called to vent his frustrations—“It feels like nobody wants a tool like this!”—my advice was simple: Don’t push AI. First, understand what actually frustrates people, and then build them a ‘Ginger’ to solve it.
Step 1: The Loose Screws
The first step in introducing AI to a traditional company is to tackle the small, nagging tasks—the ones employees hate but can’t seem to escape. When you fix these “loose screws,” you build trust and open minds.
Spotting the WinsLike many companies, XYZ Insurance had employees stuck retyping client data from emails into forms. Others manually compiled weekly reports that could easily be automated. Customer service reps spent hours combing through endless email chains for client details.
Customizing Mini-GingersRather than trying to overhaul entire workflows at once, we created small, single-purpose “mini-Gingers.” Each mini-Ginger focused on a specific pain point. One example from my personal toolkit: I hate dealing with Instagram captions and hashtags, so I built a GPT bot to generate them for me in seconds. This approach—simple solutions for everyday tasks—became our roadmap at XYZ Insurance.
Step 2: Observe, Record, Repeat
It’s not enough to guess where the problems lie; you have to see them in action. That’s why I spend time embedded in the company, observing real workflows and listening to people’s frustrations.
Hidden Inefficiencies At one organization I worked with, a shipping clerk was printing emails, walking to a hallway printer, picking up the printout, walking back, and then scanning it to email—something the “Forward” button could have done instantly.At XYZ Insurance, we discovered a similar pattern of inefficiencies:
One employee spent hours manually compiling Excel reports every week.
Another repeatedly dug through email threads to retrieve client requests.
Recording Workflows By shadowing these employees (with their permission) and documenting their daily routines, I gained the raw data needed to design targeted AI solutions. We built GPT tools that automated Excel data collection and summarized email threads—straightforward fixes that yielded immediate results.
Step 3: Automate Without Losing the Human Touch
After identifying the biggest time-wasters, the next step was to automate them—carefully. People often fear that AI will replace them, so it’s crucial to show how it can empower them instead.
Instant Time SavingsA GPT tool that pulled client data from emails and populated forms saved the team more than 20 hours a week. Another bot summarized customer service requests into action items, freeing up employees to handle more complex, higher-value work.
Cultural ShiftThe bigger win was the change in mindset. Skeptics saw that AI wasn’t about job replacement; it was about freeing them from tedious tasks. Soon, people began asking, “Could Ginger help with this, too?”
Step 4: Build Trust Before Scaling
With those initial successes under our belt, employees grew more open to bigger ideas. Jeremy and I mapped out a plan to integrate AI into the company’s core systems.
From Simple Automations to System IntegrationsThe email-to-form tool became the blueprint for more advanced projects, like integrating GPTs into the existing CRM. Now, incoming client emails could be processed automatically—extracting data, populating forms, and scheduling follow-ups—all with minimal human intervention.
Transforming the Business ModelAs automation took over routine work, XYZ Insurance could handle more clients, reduce errors, and operate more efficiently. By tightening these loose screws, the company had the foundation to grow and thrive in a competitive market.
The Results
Here’s what Jeremy and the team at XYZ Insurance achieved with these targeted AI implementations:
30+ Hours Saved WeeklyEmployees reclaimed valuable time they could redirect to complex tasks or client engagement.
Cultural TransformationAI skeptics became AI champions, consistently brainstorming new ways to leverage GPT-based tools.
Proven ROIEach mini-Ginger delivered measurable results, building the case for larger, more integrated automation projects.
Those small wins sent ripples throughout the organization. Jeremy’s inbox filled with requests for new GPT tools, and the energy around innovation soared.
Lessons from XYZ Insurance
XYZ Insurance’s experience illustrates how to introduce AI thoughtfully:
Focus on the Loose ScrewsIdentify small, repetitive tasks that drive everyone crazy. Fixing these builds early momentum.
Empathize with EmployeesObserve their daily routines and listen to their pain points. Let them see AI as a “helping hand,” not a threat.
Start Small, Then ScaleQuick fixes pave the way for broader, system-wide transformations.
Iterate and ImproveAI tools require ongoing feedback. Keep refining them to maintain trust and relevance.
Your Loose Screws, My Toolbox
XYZ Insurance went from being bogged down by outdated tasks to becoming a more efficient, innovative firm. It didn’t happen overnight—it happened through small, smart, and strategic fixes that gradually won people over.
So, what are the loose screws in your organization? If you can identify them, we can fix them—together. By focusing on the tasks that quietly drain time and energy, we can transform busywork into breakthroughs, and bring your company into the future.
Interested in learning more about how small AI solutions can lead to big cultural change? Let’s connect and start tightening those loose screws today.
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