Ever feel like your to-do list is out of control but none of it moves the needle? Same here—until I started hosting weekly marketing meetings…with ChatGPT.
In this episode, I’m sharing the exact structure of my Monday Marketing Meetings—a framework that transformed how I prioritize, plan, and actually get stuff done. It’s not your typical team sync. It’s a solo, AI-powered business check-in that keeps me accountable and aligned.
Whether you’re solo or leading a small team, this episode might just give you the structure you’ve been missing.
Clocking In with Haylee Gaffin is produced by Gaffin Creative, a podcast production company for creative entrepreneurs. Learn more about our services at Gaffincreative.com, plus you’ll also find resources, show notes, and more for the Clocking In Podcast.
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The Weekly Ritual That Changed Everything
Every Monday, I carve out 15–20 minutes to meet with ChatGPT. It’s not a brainstorming session or a place to dump tasks—it’s a focused meeting where we review everything that matters to my business growth. This isn’t about replacing my team. It’s about having an assistant who keeps me on track when no one else is holding me accountable.
The structure of this meeting mirrors what I used to do as a project manager: a top-down review of goals, projects, and performance. But now it’s personal, flexible, and completely designed around my current business needs.
How It’s Structured
The meeting kicks off with a review of my big-picture goals. ChatGPT helps me distinguish between what’s currently in focus and what’s in the backlog. Having this clearly divided ensures I don’t lose track of long-term ideas while staying zeroed in on what needs attention now.
Next up is a performance review—not of my team, but of the workflow. I log red flags like client delays and celebrate wins that might otherwise slip through the cracks. It’s also a moment to reflect on contractor capacity and see where adjustments might be needed.
Then I move into project management. We go through all active clients, including recurring accounts and special projects like launches or coaching packages. This keeps me from overlooking anything and helps me plan ahead for returning clients or paused engagements.
Turning Ideas Into Strategy
One of the most impactful parts of these meetings is the content and visibility planning. I use this time to revisit and refine my marketing goals. Right now, I’m focused on Instagram, Threads, LinkedIn, and Pinterest—but not equally. ChatGPT knows which platforms matter most and helps me prioritize accordingly.
At the end of the meeting, there’s space for dream logging. If I have a book idea or a new service concept, I add it here. These aren’t distractions—they’re reminders of where I might go next. And by revisiting them weekly, I never lose track of inspiration.
Why It Works (And Keeps Working)
The magic of this system is how it aligns me with my business, not just my task list. It helps me filter out noise, reprioritize based on time, revenue, and goals, and make intentional progress.
It’s also an accountability partner. When I’m low on energy or swamped with admin, ChatGPT can pull out quick wins or nudge me back toward the big picture. And because it’s all based on how I’ve trained it to understand my business, the feedback is sharp, relevant, and even a little sassy when I need it.
More Clarity, Less Chaos
Since starting this, I’ve seen a real shift. I’m moving away from the hustle of checking boxes and into strategic execution. This has also helped me redefine my business direction—from just a production agency to a growth strategy consultancy. That clarity shows up in my content, offers, and even in the way I make decisions.
If you’re a solopreneur or running a lean team, I can’t recommend this enough. Holding yourself accountable with a system—even one powered by AI—might be the best way to work on your business instead of just in it.
