Let's dive into something I keep seeing over and over again, teams and professionals investing in flashy, expensive AI tools, only to let them gather dust.

Honestly, it’s not even the tools’ fault. The real problem? How they’re set up, or rather, how they’re not properly integrated into daily workflows.

The AI Tool Trap

I’ve worked with a team that spent thousands of euros on premium AI licenses. You’d think this would revolutionize their workflow, right? But a few months later, how often were those tools actually used? Almost never. Why? Because nobody really knew how to make them fit into their daily tasks.

The first major mistake I often see is starting with tools that are just too complex. It’s like trying to overhaul everything at once, building advanced AI systems when no one is even comfortable using simple templates yet. That’s overwhelming and, honestly, sets people up for failure.

And then there’s the opposite problem, underutilization. This happens when AI tools are bought as some kind of shiny new gadget, but no one actually gets trained on how to use them. The team just assumes these tools will figure themselves out.
Spoiler alert: They won’t. If your team doesn’t know how to work with them, or if they’re only using one tiny feature, that’s basically wasted money.

Let me share something personal. I’ve been guilty of this myself. There was a time when I invested heavily in all sorts of advanced automation tools, hoping they would magically boost my productivity. But because I didn’t spend enough time actually applying them to my workflow, they ended up on the shelf.
Thousands of euros, gone, just like that. And believe me, that stings. But through trial and error, I learned what really works.

How to Spot the Warning Signs

If your team feels overwhelmed by too many features and has no clear starting point, that’s a red flag. Or if your tools sit unused for weeks, you know, “Oh, we’ll get to that later”, then something’s off.

Go Slow to Move Faster

Let’s talk about where to start, because starting small is actually the fastest way to see results. The goal here is to get quick wins. And by that, I mean finding small tasks that, when done repeatedly, save time and effort.

Think drafting emails, summarizing meetings, or creating routine document templates. Nothing fancy, just the stuff you’re already doing every day.

The key is choosing tasks that are impactful but still manageable. Like automating email follow-ups that take ten minutes too long. Or generating quick summaries for meeting notes so your team doesn’t have to sift through endless threads.
Even small changes can free up a lot of mental space.

And, this is something I really love, don’t do this alone. Work with a learning buddy. I call this the Pair Learning System.
It’s simple but super effective. You spend fifteen minutes learning something new, like how to use a specific AI tool. And then, you guessed it, you spend another fifteen minutes teaching it to someone else.

I do this myself! I have two or three people I regularly check in with. We share ideas, test things out, and discuss what works. It keeps everything practical, and trust me, sometimes they spot things I completely miss.

Imagine you’re working in a small team. One person practices using AI to draft contracts faster, while another focuses on better meeting recaps. After thirty minutes, you exchange insights. By the end of the session, everyone has improved simply by pooling knowledge.

Iterative Feedback Loops

Now, let’s add another layer: Iterative Feedback Loops.
It sounds technical, but it’s really just about building in moments to reflect and adjust.

These can be five-minute daily check-ins where you ask questions like:

• Is this actually saving us time?
• What’s frustrating?
• What’s working well?

Then, zoom out weekly or biweekly for a broader review. Celebrate wins, track goals, and tweak the strategy.
You’d be surprised how small course corrections keep you on track in the long run. Think of it like steering a ship, tiny movements, big results.

Achieving EPIC Results

Now, everything comes together, the EPIC Strategy. This system helps make AI actually useful, rather than just a fancy add-on that no one touches.

Let’s break it down step by step:

• E – Everyday Tasks First. Start with the most common, repetitive tasks and enhance them with AI. Think faster email drafting or simple meeting summaries. Small upgrades, big savings.
• P – Pair Learning System. The 15/15 method: 15 minutes learning something new, 15 minutes teaching it to someone else. Teaching solidifies learning and builds momentum.
• I – Iterative Feedback Loops. Quick daily reflections and weekly reviews to check if AI is really adding value.
• C – Continuous Improvement. Build an AI playbook for your team, what tools work best, which workflows improve the most. And don’t forget to share successes, no matter how small.

This isn’t just a method; it’s a rhythm. A way to seamlessly integrate AI into your daily work.

Your EPIC Next Step

Let’s take a moment to reflect on what we covered today.
From avoiding expensive, underutilized AI tools to adopting the EPIC Method, you now have a roadmap to integrate AI effectively into your workflow.

It’s not about investing more, it’s about investing smarter.

Start with everyday tasks, keep it collaborative with a learning buddy, and constantly refine through feedback loops. And don’t forget to celebrate your wins, no matter how small. Because progress isn’t just about efficiency, it’s also about appreciating how far you’ve come.

Did you find this episode helpful? Don’t forget to subscribe so you won’t miss more practical tips and strategies for making AI work for you.

Want to dive deeper into AI integration? Check out my EPIC AI Integration Toolkit. It includes step-by-step guides, ready-to-use prompts, and templates to track your progress. You can find it at coachsteff.live/epic

And honestly, thank you for tuning in today. Sharing these insights with you is one of my favorite things to do. You’re taking steps to bring the future into the present, and that’s something to be proud of.

On that note—see you next time. Take care!