There’s Always Room for Optimization: How I Use Sheets, Jira, Arc, and AI to Run My Work
When I was a kid, my mom gave me a stack of her work papers and asked me to enter the data into Excel. Back then, to optimize the process, I taught myself to type without looking at the keyboard. Don’t laugh! People used to pay for such courses!
Now, 15 years later, optimization feels impossible without the AI, whose abilities seem endless: writing, coding, calculating, analyzing, and perhaps, even taking on roles once reserved for humans? The Ahrefs team ran research in April 2025 and discovered that out of 900,000 newly created web pages, a whopping 74.2% contained some form of AI-generated content. Nearly three out of every four new pages online are already touched by AI.
Seriously, where was this tech when I was staring at a blank page at 2 a.m. as a student?
AI is changing the way content is created, but optimization has always been about the same thing: reducing friction, saving time, and making work more organized. And that goes far beyond writing text with a prompt.
Okay, enough nostalgia. Back to optimizing.
It All Started with Google Sheets
I had a process, and it needed tracking.
I am still a huge fan of Google Sheets. Add a few formulas for speed, tabs for sanity, folders for order, and store everything safely on Google Drive for a good night’s sleep. It is not perfect, but it keeps you moving and helps uncover new ways to optimize your workflow.
Sometimes, optimization does not start with expensive tools. It starts with structure.
Optimization Is Not Only About AI
Optimization is not only about AI. n It’s also about the way you choose to approach the work.
Checklists for daily tasks and clear workflows for preventing teams from reinventing the wheel every single time.
Honestly, I used to think Jira was just for engineers, while marketers stuck to Notion or Asana. Turns out, I was wrong. Jira can actually bring everyone together, including marketing, engineering, HR, and finance, so teams work from the same workspace and deliver results side by side.
Let’s be real. Nobody is surprised by a checklist these days. But when it comes to work, having one is still a true lifesaver. A checklist breaks complex tasks into clear, manageable steps, and everyone can instantly see what is done and what is still in progress.
I have had to build many work-related processes from scratch, from tracking systems and clear guidelines to keyword research, rankings, guest posting workflows, competitive analysis, content prioritization, SEO audits, and campaign launches. Checklists made it possible to organize every step, assign ownership, and keep the entire team aligned in real time.
Then I found Arc
Okay, I downloaded Arc.
Two and a half years ago, I switched from Chrome to Arc. Even though this browser is built on Chromium, it completely changed my perspective on what a browser could be. The moment you start using Arc, you cannot help but talk about it to everyone.
This browser gives you the ability to organize your work in a genuinely thoughtful way. I have dedicated spaces for different projects and roles such as Sales, SEO, and Partnerships. Working on keyword research using the Split View inside the browser – omg, it’s a true time saver.
Arc reminded me that optimization is not always about doing more. Sometimes, it is about seeing your work more clearly, and honestly, and this browser really helps with that.
Since Arc is now part of Atlassian, I am not sure what to expect next. Maybe it is time to research alternatives, but that might be a topic for the next article.
AI for “Not AI” Work
Optimization today is not about choosing between AI and humans. It is about making them work better together. As AI becomes deeply integrated in content creation, I started recently using an AI detector for a very simple reason: I want to be prepared for the moment when search engines will start getting stricter about AI-generated content. Also, when I research domains for collaboration, I always quickly check their blogs for “human‑written content”, because It quickly shows me whether they actually care about publishing good content or just treat it as a checkbox.
However, optimization is not about replacing creativity. It is about improving how we use our time, tools, and thinking. And no matter how advanced the workflow gets, there will always be room for optimization.
Final Thoughts
Optimization is rarely about one breakthrough tool or perfect system. It is a habit built through small improvements, honest reflection, and a willingness to rethink how work gets done. AI has become a powerful part of that process, but it works best when paired with clear systems, thoughtful workflows, and human judgment.
Whether it is a checklist, a spreadsheet, a browser setup, or an AI-assisted draft, the real value comes from using tools with intention. The tools will keep changing, but the mindset stays the same. Stay curious, stay practical, and keep optimizing.
