I’m going to say something that might get me in trouble. Most founders are using AI completely wrong. They’re chasing shiny objects, impressed by flashy demos that do little for their actual business. I’ve seen it dozens of times. A founder will show me some new AI toy that writes poetry in the style of Shakespeare, and I’ll ask, “That’s cute, but how is it making you money or saving you time?” Crickets.
I get it. The AI space is a circus right now. It’s a constant barrage of “the next big thing.” But if you’re a founder, you don’t have time for toys. You need tools that deliver real, measurable results. I should know. I’ve built and sold two companies, and I’ve invested in over 200 startups, including some of the biggest names in AI like Anthropic, OpenAI, and Scale AI. My portfolio is worth billions, and I didn’t get here by playing with parlor tricks.
Not too long ago, I was drowning in a sea of personal tasks. My calendar was a disaster, my inbox was a war zone, and my to-do list was a cruel joke. I was on the verge of hiring a second assistant just to manage my life. Then, a mentor of mine, a guy who’s built more nine-figure businesses than I’ve had hot dinners, gave me some advice that sounded completely backward. He said, “Sahin, you’re thinking about this all wrong. Stop trying to manage your time. Start trying to automate your outcomes.”
It took me a while to understand what he meant. But once I did, it changed everything. I stopped looking for AI tools that would help me do tasks faster and started looking for tools that would eliminate tasks altogether. I built a system, a workflow, that automates the mundane, freeing me up to focus on what I do best: building businesses.
This system is the secret behind my 300% productivity increase. It’s how I manage a multi-million dollar investment portfolio, advise dozens of companies, and still have time for my family. And I’m going to share it with you. Here are the nine AI tools that power my life and my business.
1. The Automated Brain: Rewind.ai
I have a terrible memory. I’ll have a great conversation with a founder and forget the details a week later. Rewind is my external brain. It records everything I see and hear on my Mac and makes it searchable. It’s like having a perfect, eidetic memory.
Just last week, I was trying to remember a specific metric a founder had mentioned in a call. I couldn’t recall the exact number, but I remembered the conversation. I just typed a few keywords into Rewind, and boom, there was the transcript of the call with the exact number I needed. It saved me an embarrassing follow-up email and at least 30 minutes of searching through my notes.
2. The Meeting Master: Read.ai
I used to hate meetings. They were a time-suck. Now, I don’t even attend most of them. I send my AI assistant from Read.ai instead. It joins the call, takes detailed notes, and provides a summary with action items. I can review the entire meeting in 5 minutes.
This isn’t just about saving time. It’s about focus. While my AI is taking notes, I can be fully present in the conversation, thinking about the strategy and the people, not about whether I’m writing everything down. It’s a complete shift in how I approach meetings. I’m no longer a stenographer; I’m a strategist.
3. The Writing Robot: Copy.ai
I’m not a writer. I’m a founder. But I still need to write. Emails, blog posts, investment memos. Copy.ai is my secret weapon. I can feed it a few bullet points, and it will generate a well-written draft in seconds. It’s not perfect, but it’s a massive head start.
I used to spend hours agonizing over a single blog post. Now, I can get a draft done in 15 minutes. I still need to edit it, add my own voice and stories, but the heavy lifting is done. It’s like having a junior writer on staff, but for a fraction of the cost.
4. The Scheduling Savior: Reclaim.ai
My calendar used to be a game of Tetris. I was constantly moving things around, trying to fit everything in. Reclaim.ai put an end to that. It’s a smart calendar that automatically finds the best time for my tasks, habits, and meetings.
I can block out time for “deep work,” and Reclaim will protect it like a guard dog. If someone tries to book a meeting during that time, it will politely suggest another time. It’s a simple concept, but it’s had a profound impact on my ability to focus and get meaningful work done.
5. The Inbox Guardian: Superhuman
I get hundreds of emails a day. Superhuman is how I stay sane. It’s the fastest email client I’ve ever used. It’s packed with features that are designed for people who live in their inbox. Keyboard shortcuts for everything, AI-powered triage, and a beautiful, minimalist design.
I can get through my inbox in 30 minutes, not 3 hours. That’s a huge win. But the real value of Superhuman is the peace of mind it gives me. I know that I’ll never miss an important email. It’s like having a personal email assistant who’s always on the ball.
6. The Design Dynamo: Canva
I’m not a designer. But I often need to create presentations, social media graphics, and other visual assets. Canva is my go-to tool for this. It’s a simple, drag-and-drop design tool that makes it easy to create professional-looking graphics in minutes.
I recently had to create a presentation for a keynote speech. I had the content, but I needed it to look good. I spent an hour on Canva and came up with a deck that looked like it was designed by a professional. I got a ton of compliments on it, and no one knew I had done it myself.
7. The Automation Engine: Zapier
Zapier is the glue that holds my entire system together. It’s an automation tool that lets me connect all my different apps and services. I can create “Zaps” that automate repetitive tasks, saving me hours of manual work.
For example, when someone books a meeting with me through Calendly, Zapier automatically creates a new contact in my CRM, adds them to my email list, and sends them a welcome email. It’s a simple automation, but it saves me a ton of time and ensures that nothing falls through the cracks.
8. The Research Assistant: Perplexity AI
I’m constantly researching new markets, technologies, and companies. Perplexity AI is my secret weapon for this. It’s a conversational search engine that gives me direct answers to my questions, complete with citations. It’s like having a team of research analysts on call 24/7.
I was recently looking into a new market for a potential investment. I had a bunch of questions about the market size, the key players, and the latest trends. I spent 30 minutes on Perplexity and got all the answers I needed. It would have taken me hours to find that information through traditional search engines.
9. The Personal CFO: Gusto
My first company, RemoteTeam, was acquired by Gusto. So, I’m a bit biased. But I’m also a customer. I use Gusto to manage payroll, benefits, and HR for my personal staff. It’s a simple, all-in-one platform that makes it easy to take care of my team.
I used to spend hours every month on payroll and HR paperwork. Now, it takes me 15 minutes. That’s time I can spend with my family or working on my next big idea. It’s a no-brainer.
The 300% Productivity Boost: A Step-by-Step Guide
So, how did this system lead to a 300% productivity boost? It’s simple. I automated or eliminated all the tasks that were draining my time and energy. Here’s a breakdown:
- Meetings: I used to spend 10-15 hours a week in meetings. Now, I spend 2-3 hours. That’s a 5x reduction.
- Email: I used to spend 2-3 hours a day on email. Now, I spend 30 minutes. That’s a 4x reduction.
- Writing: I used to spend hours on a single blog post. Now, I can get a draft done in 15 minutes. That’s a 16x reduction.
These are just a few examples. The cumulative effect of all these small automations is a massive increase in my overall productivity. I’m not working harder; I’m working smarter.
Here’s how you can do it too:
- Track your time: For one week, track every minute of your day. Be honest with yourself. Where is your time really going?
- Identify the drains: Look for the tasks that are draining your time and energy. These are the candidates for automation or elimination.
- Find the right tools: For each of these tasks, find an AI tool that can automate it or eliminate it. Use my list as a starting point, but don’t be afraid to experiment.
- Build your system: Connect your tools and create a seamless workflow. Use a tool like Zapier to automate the handoffs between different apps.
- Iterate and improve: Your system will never be perfect. Continuously look for ways to improve it. The goal is to create a system that is constantly learning and evolving.
It’s Your Turn
I’ve given you the playbook. I’ve shown you the exact tools and strategies I use to run my life and my business. Now, it’s your turn. Stop chasing shiny objects and start building a system that delivers real results. Your future self will thank you for it.
Frequently Asked Questions
What experience informs this perspective?
This perspective comes from over a decade of building companies in Silicon Valley, two successful exits (RemoteTeam to Gusto, MovieLaLa to Gfycat), and investing in 200+ startups including Anthropic, OpenAI, and Scale AI. I write about what I've lived.
What's the most common pushback you get on this?
People often push back by citing exceptions or edge cases. And they're usually right that exceptions exist. But building a strategy around exceptions rather than patterns is a losing game for most founders.
Do all experts agree with this view?
No, and that's fine. The best ideas in business are often contrarian. I share my perspective based on my experience and data, but I encourage you to seek out opposing viewpoints and form your own conclusions.
How has this view evolved over time?
My thinking on most topics has changed significantly over the years. Early in my career, I held many conventional views that experience proved wrong. I try to update my beliefs when the evidence changes.