AI Hacks: Save Time & Work Smarter

AI Hacks: Save Time & Work Smarter

Type: Erasmus+ Training Course for Educators, Organizations, Companies, Workplaces 

Duration: 5 days (4-6 hours per day) 

Location: Vilnius, Lithuania 

Target Audience: Teachers, Adult Educators, School Leaders, NGO Staff working in education, Office workers, Company management 

Focus: Digital skills, AI integration, productivity, and workflow optimization

Course Objectives

• Discover how AI can simplify planning, scheduling, and daily teaching tasks.

• Learn to break down complex projects with AI-powered workflows.

• Master time-tracking and productivity tools to work smarter, not harder.

• Unlock creative and innovative ways to use AI for teaching and personal productivity.

• Build a personal AI toolkit for long-term efficiency and balance.

Course Structure

Day 1 – Reimagining AI for Smarter Time Management (4-6 hours)

• Topics:

  • What AI really is – and how it can save hours in planning, admin, and communication

  • Breaking myths: AI as a supportive assistant, not a replacement

  • Ethical and responsible use: avoiding over-reliance, respecting privacy, and understanding bias

  • Overview of time-saving ecosystems: Google Calendar + Gemini AI, ChatGPT, AI task managers, and smart scheduling tools

• Activities:

  • AI Myth vs. Reality Quiz (Time-Saving Edition): Debunk misconceptions with a gamified session, focusing on how AI tools like RescueTime or Sunsama practically save time.

  • Google Tools for Efficiency Mini-Workshop: Hands-on session exploring Google Calendar AI, Google Tasks, and Google Keep for smarter planning, syncing, and reminders.

  • AI Time Audit Challenge: Participants use Google Calendar + Gemini AI to reimagine a streamlined schedule that reduces workload while maintaining priorities.

  • AI-Enhanced Routine Mapping: Map out one weekly workflow and use ChatGPT or Notion AI to find time-saving steps or automations.

  • Ethics & Efficiency Circle: Discuss the balance between productivity and human-centered teaching—when AI saves time, how should educators reinvest it?

• Tools Used:

  • Google Calendar + Gemini AI

  • ChatGPT / Claude AI

  • Notion AI

  • RescueTime

  • Sunsama

Day 2 – AI-Powered Planning & Task Management (4-6 hours)

• Topics:

  • From chaos to clarity: How AI can simplify daily task planning

  • AI-assisted prioritization and time-blocking strategies for educators

  • Breaking down complex projects with AI workflows (lesson planning, event coordination)

  • Exploring smart productivity tools beyond Google: Tiimo, Planboard, and Tactiq AI

• Activities:

  • Weekly Planner Sprint with AI: Design an ideal weekly plan using Sunsama or Tiimo, letting AI suggest time blocks and priorities.

  • Smart Task Breakdown Workshop: Break a real project into actionable steps using Taskade AI or Planboard, with deadlines and automated reminders.

  • Meeting Notes & Action Plan with Tactiq AI: Simulate a staff meeting and use Tactiq AI to auto-generate notes and to-do lists, showcasing how AI reduces admin time.

  • “Plan vs. Reality” Reflection: Compare AI-generated plans to real-life schedules and identify 2–3 time-saving strategies to adopt.

• Tools Used:

  • Sunsama

  • Taskade AI

  • Tiimo

  • Planboard

  • Tactiq AI

Day 3 – AI for Smart Content, Documents & Research (4-6 hours)

• Topics:

  • AI as your assistant for content creation: drafting, summarizing, and refining documents

  • Accelerating desk research and knowledge management with AI

  • Automating repetitive writing tasks: reports, emails, lesson plans, and workplace documents

  • Using AI for efficient note-taking, transcription, and meeting follow-ups

• Activities:

  • AI Writing Sprint: Use GrammarlyGO or HyperWrite AI to create or polish content (lesson summary, report, or email) in 10 minutes.

  • Research in Minutes Challenge: Use Perplexity.ai or Elicit.org to quickly gather key data or teaching resources.

  • Document Workflow Automation: Use Notion AI or Mem.ai to turn raw notes into structured, actionable plans.

  • Meeting Transcription Demo: Live demo of Otter.ai or Tactiq AI to generate meeting minutes and follow-ups instantly.

• Tools Used:

  • GrammarlyGO

  • HyperWrite AI

  • Perplexity.ai / Elicit.org

  • Otter.ai

  • Notion AI / Mem.ai

Day 4 – Automate the Busywork: AI for Workflows & Efficiency (4-6 hours)

• Topics:

  • What AI can automate? Identifying repeatable tasks in your daily workflow

  • Intro to no-code AI automation: from emails to document filing and reporting

  • Connecting your apps with AI: creating seamless workflows across platforms

  • Data privacy, limits, and good practices when automating with AI

• Activities:

  • Workflow Mapping & Bottleneck Hunt: Map out a typical workflow and identify repetitive steps to automate.

  • Drag-and-Drop Automation Challenge: Build no-code automations using Make.com or Zapier AI (e.g., auto-saving email attachments, sending follow-ups).

  • Smart Browser Workflows with Bardeen AI: Automate everyday browser tasks like auto-filling forms or scheduling meetings.

  • AI vs. Human Efficiency Test: In pairs, compare the time taken to complete tasks manually vs. with AI automation.

• Tools Used:

  • Zapier AI

  • Make.com

  • Bardeen AI

  • Microsoft Power Automate

  • Google Drive + Gmail Integrations

Day 5 – Building Your Personal AI Toolkit for Sustainable Productivity (4-6 hours)

• Topics:

  • Reviewing and selecting AI tools that fit your unique workflow and goals

  • Strategies to maintain balance: avoiding burnout while leveraging AI efficiency

  • Creating a sustainable plan to integrate AI into daily work without losing the human touch

  • Sharing success stories and lessons learned to inspire ongoing growth

• Activities:

  • AI Toolkit Builder: Curate a personalized set of AI tools and create a digital “toolkit” plan with Notion or Anytype.ai.

  • Efficiency Reflection & Goal Setting: Reflect on how AI has changed your workflow and set goals for sustaining improvements.

  • Future-Proofing Workshop: Brainstorm strategies to keep up with evolving AI technology.

  • Final Project Presentation: Present an AI action plan for your workplace or classroom, outlining tools, processes, and time-saving goals.

• Tools Used:

  • Notion

  • Anytype.ai

  • ChatGPT

  • Google Workspace (Docs, Calendar)

Additional Information

• Methods Used:

  • Interactive peer learning, hands-on AI tool labs, guided AI implementation, real-world case studies, personalized coaching, and dynamic group discussions—all designed to maximize practical skills and confidence.

• Certificate:

  • Participants will receive a certificate of attendance fully aligned with Erasmus+ standards. Europass-compatible learning outcomes can be provided upon request to support professional development and recognition.

Expected Learning Outcomes

By the end of the course, participants will be able to:

• Confidently harness AI tools to plan, prioritize, and manage their time with greater efficiency.

• Streamline research, note-taking, and document workflows through AI-powered assistants.

• Navigate and apply ethical guidelines for responsible AI use in educational and workplace settings.

• Design and maintain a sustainable, AI-supported personal workflow tailored to their needs.

• Identify, choose, and integrate the most effective AI tools based on their unique professional goals.

Please note that each program can be changed and adapted to the group's needs. The course duration can be made shorter or longer, and the content may also be adjusted. All the details can be discussed via email at info@ivaigo.lt.