From Overwhelmed to Organized: Build an AI Concierge for Your Business

Written By Lori Barbeau

Sometimes there isn't a pillow large enough to scream into.

When you’re the CEO, marketing director, client liaison, and bookkeeper—all before lunch—it’s easy to become overwhelmed. Nobody starts a business to get lost in backend chaos. But it happens, and your work day ends with an undignified primal scream.

It’s not that you lack vision. And it’s not that you lack drive, although some days you’d rather call your mom and chit-chat for an hour than enter the waiting chaos. And although your mom provides meme-worthy support for your business, what you really need is an AI-powered routing system. That’s where an AI-powered operations manager comes in: a custom bot hub with a central concierge that doesn’t just field your tasks—it protects your focus. And your dignity.


After All You’ve Done, You Deserve Concierge, Not Chaos

What if a real solution isn’t a time-management hack, but a 24/7 AI partner? Imagine an AI operations team that delivers expert, white-glove service every day, all day. You can have that concierge-level service with a hub of AI bot assistants built to streamline your specific daily ops using ChatGPT 4o.


A Bot Hub - How It Works and the Payoff for Building It

A subscription to ChatGPT Plus (or higher) includes bot-building using the GPT builder tool. With this tool, you can create an operations support AI team, connected to each other through a primary bot. It works like this:

  • A central Concierge AI bot routes questions, triggers the right supporting bots, and always has a big-picture view of your operations.

  • Supporting bots handle individual tasks such as: creating daily schedules, walking you through client onboarding, producing marketing materials, creating training guides, or generating custom procedures for your workflows.

  • Each bot in the hub is assigned a specific role and each is trained on your mission, values, and communication preferences.

  • Each bot is designed to align with your unique vision and experience.

Operations chaos can drain your passion until your original purpose feels like a distant memory. Before you give up, build a bot hub that works alongside you as a companion.


Your First AI Hires

To create your own bot hub in ChatGPT PLUS (or higher):

  • Identify the work categories you want each bot to help you perform (i.e., marketing, daily schedule, training, client onboarding)

  • Build the bot concierge first—it should understand your mission, your expectations, and the purpose of the entire hub.

  • Build the individual bots

  • Link the individual bots to the concierge

  • Test the bots and tweak as necessary

Curious if a concierge-style AI system could work for you? Let’s find out together. Book a discovery session: optimize@workflowtactics.com.


Need a Real-World Example?

The Bookkeeper’s Concierge - A Real Use Case

To help a bookkeeper client free up time to focus on client relationships, I designed The Bookkeeper’s Concierge. Inspired by the way a great bookkeeper sees everything—from the ledger to the workflow to the unspoken needs—The Bookkeeper’s Concierge is a collection of AI bots built on ChatGPT 4o.

The bot hub desktop in ChatGPT.

How it works.

Click a prompt to access a bot.



#AIForEntrepreneurs #GPTBots #FutureOfWork #DigitalOperationsManager #ChatGPT4o #LinkedIn Articles


Lori Barbeau
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