I recently watched a video by Jeff Su about reducing friction in AI workflows, and it struck a chord with me. As someone who speaks to businesses about creating loyal fans, I know that reducing friction is essential for adoption—whether it’s for customers using your product or for yourself adopting new productivity tools.
The problem Jeff identified is one I’ve experienced firsthand: AI tools promise productivity gains, but the small hurdles to using them often send us back to our less efficient habits. It’s not about willpower; it’s about designing systems that make the right choice the easy choice.
The Power of Keyboard Shortcuts
Jeff’s first habit—creating global keyboard shortcuts for AI tools—is brilliant in its simplicity. By pressing a few keys, he can instantly access ChatGPT, Claude, or Gemini without disrupting his workflow.
This resonates with me because context switching is a massive productivity killer. Research shows it can take up to 23 minutes to fully regain focus after an interruption. When I need to proofread something, the last thing I want is to break my flow by opening new tabs and navigating to AI tools.
Setting up these shortcuts requires a launcher app like Alfred (for Mac), Raycast (free for Mac), or PowerToys (free for Windows). The setup takes minutes but saves hours over time. I’ve implemented this system myself and can confirm it’s a game-changer.
Instead of wasting time context switching when using AI… we can just use a global keyboard shortcut to let us access AI immediately.
Text Expanders: Your Prompt Library at Your Fingertips
The second habit Jeff shared—using text expanders for common prompts—addresses another pain point I’ve experienced. I found myself typing the same AI prompts repeatedly, which was inefficient and inconsistent.
With text expanders, I type a short code like “col” and it automatically expands to a full, carefully crafted prompt. This approach offers several benefits:
- Saves time by eliminating repetitive typing
- Ensures consistency in your AI interactions
- Allows for flexible templates with bracketed options
- Works across any application, not just in AI interfaces
For business leaders, this technique is particularly valuable. I’ve created text expander shortcuts for email responses, meeting summaries, and social media posts—all tasks where AI can help but where the friction of accessing it often prevented me from using it consistently.
The Prompt Multiply Method for High-Stakes Decisions
Jeff’s third habit—the prompt multiply method—is about recognizing when a situation deserves extra attention. For routine tasks, a basic prompt might suffice. But for high-stakes decisions, it’s worth investing in a more comprehensive prompt.
This approach mirrors what I teach organizations about customer experience: not every interaction needs the same level of investment. Identify your high-value touchpoints and focus your resources there.
The prompt multiply method is simple:
- Start with a basic prompt
- Ask the AI to generate a more comprehensive version
- Choose the best generated prompt
- Save it for future use
I’ve used this technique when preparing important presentations and strategic documents. The difference in output quality is remarkable, and since I only use it for significant tasks, the extra step is well worth it.
Embedding AI Triggers in Your Existing Workflow
The bonus tip Jeff shared—embedding AI triggers in your existing tools—might be my favorite. Instead of trying to remember to use AI, he places reminders and links exactly where he’ll need them.
This approach aligns perfectly with what behavioral scientists know about habit formation: the best way to build a new habit is to attach it to an existing one. By embedding AI prompts in my calendar events, project management tools, and note-taking apps, I’ve made AI a natural extension of my workflow rather than a separate tool I have to remember to use.
The key insight here is that technology adoption isn’t just about having good tools—it’s about designing systems that make those tools effortless to use. This applies not just to AI but to any new technology or process you want to implement in your work or organization.
By reducing friction through keyboard shortcuts, text expanders, thoughtful prompting, and strategic placement of triggers, we can make AI a seamless part of our workflow rather than another thing on our to-do list. And that’s how we truly capture the productivity benefits these tools promise.
