We often hear about shiny new tools that change everything (yet again). But in practice, most people don’t need more tools to deal with in their daily lives. What we actually need are better integrations of useful capabilities that neatly align with our existing and established mental models.
Users don’t get excited about shiny new “smart” workflows, or navigating Terminal commands, or jumping between endless back-and-forth chat interactions. They need seamless integrations of useful features to address problems with high severity, high frequency, and a high level of frustration.
1. AI-First vs. Quiet AI
I’ve always been puzzled by the notion of “AI-first” products. They might speed up production, but we need to know really well first what we actually want to build. AI-first often doesn’t account for years of small and big design decisions that have shaped expectations and mental models over the years.
I love the notion of “Quiet AI”. These are tools that are mostly invisible, sit in the background, and do small tasks on the user’s behalf. They never scream for attention but happily assist in repetitive, frustrating tasks that can easily be automated or assisted with a smart helper.
Excellent examples of Quiet AI include Claude’s integration within Microsoft Excel, PowerPoint, and Word, providing assistance in context without disrupting the user’s workflow.
2. Folder Instructions For AI Actions
So no wonder that I absolutely love the idea of folder instructions! There, users can define what a folder is supposed to do, based on the purpose they created it for. It sounds much more complicated than it actually is.
The instructions define what the folder is for, how files should be organized, how sub-folders should behave, and what actions can happen inside. Instead of manually maintaining a folder, you set its intent once and let the system follow it.
It’s a seamless integration of AI helpers just when and where users want and need it. With permissions and actions locally scoped to that specific folder on the user’s machine, unless the user extends access, permissions, or system rules on their own.
Here are some useful examples:
- For a passport renewal, get the form and collect all the documents I need for it. Inform about missing documents, and fill out the form to the best of your abilities.
- When new invoices are added to the folder, rename them according to the sequence, sort them by invoice number, and organize them in folders by client.
- When a new PDF is added to the folder, generate a summary, send it to my pocket, and send me a notification via email.
Note: For a deeper dive into this concept, you can jump to Karthikeya GS’s wonderful post “Folder Instructions: Instructions For System-Level AI”.
Wrapping Up
User’s value doesn’t emerge from users having to juggle between multiple applications, views, and sources every few minutes. That’s when they are slowed down, and that’s when they make mistakes.
It comes from helping users do the work they need to do — by reducing frustrations, slowdowns and mistakes, and taking care of tasks that otherwise would take too much time and too much effort to complete well.
Yet again, seamless integrations — a very underused but incredibly impactful way to deliver value fast, without adding the burden of installing and learning yet another tool.
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