Let’s start with what’s happening at organizations –  most small teams are “duct-taping” their content strategy together with half a Canva subscription, a shared Google Doc, and enough caffeine to make even Richard Simmons get a little dizzy.

If that’s your team, breathe easy. You’re most definitely not alone—and yes, there’s a better way.

Myth: You Need a Massive Team to Create Great Content

We’ve been sold the idea that a content engine needs to be… well, an engine. With ten people. A strategist. A brand voice consultant. A full-time writer who only speaks in metaphors. All rowing in the right direction.

But the last couple of years have shown us a different way.  Thanks to tools like Chat GPT, Gemini’s Gems, and Microsoft Copilot’s Projects, even a small-but-mighty team can create high-quality, personality-packed content at scale. And they can do it without burning out.

My Content Workflow: A Sketch, a VA, and a Custom GPT Walk Into a Blog

Here’s how I do it.

I start with a sketch. Just a rough idea or an outline—maybe a voice note or a messy Google Doc. No pressure. No perfectionism.

From there, my Virtual Assistant (who is a rockstar, by the way) takes the lead. He runs my draft through a custom GPT we created—one trained on my brand voice, values, tone, and frameworks. This isn’t just any old AI. It’s my voice, turned into a smart, streamlined system.

That custom GPT knows how I teach branding, how I talk about LinkedIn and how I introduce AI in a way that feels empowering instead of overwhelming.  Plus, it understands how I do it in a way that makes even the most awkward introvert (no shame, my hand is up)

And voila! What comes out the other side is a polished piece of content that sounds like me, reflects what I teach, and actually helps my audience. My VA just does a quick final review, and it’s ready to roll.

Tools That Work With You, Not Instead of You

There are so many great AI tools out there. Let’s review a few that seem to be the most popular to date:  

1. 1. Chat GPT (Custom GPTs): You can train a GPT on your past blog posts, emails, voice notes, and even Slack messages. This creates a content assistant that doesn’t just “write”—it channels you with advanced instructions.
   2. Gemini’s Gems: For teams using Google Workspace, Gemini’s Gems make it easier to summarize meetings, turn slide decks into blog posts, and outline content calendars in seconds.
   3. Microsoft Copilot Projects: If your team lives in Microsoft 365, Copilot can pull in emails, notes, and reports and generate draft content with your own materials as the source. It’s like having an intern who actually reads your stuff.

With each of these, the key isn’t automation for automation’s sake. It’s about alignment. Your content should scale with you, not despite you.

But Will It Still Sound Like Us?

This is the number one hesitation I hear from small teams.

“Will it still sound like me?”

Short answer: Yes—if you feed it the right ingredients.

Before you run wild with AI, take a step back and ask: What does our brand actually sound like?

Here’s what you need to document (and yes, I recommend doing this before you build your GPT):

• • Voice descriptors: Are you empathetic and cheeky? Confident and clear? Approachable but direct? List 3–5 tone words that reflect your brand.
  • Go-to phrases: What are the things you say all the time? For example, I always sign off with “Cheers!” and talk about the “Overwhelm Shadow.” These become guideposts for the AI.
  • Key frameworks: What are your unique ways of teaching or explaining concepts? Mine include “quiet rise,” “You. Amplified.” and the idea of personal branding that actually feels good.
  • Core values: What are your non-negotiables? AI should never contradict what you stand for.
  • Target audience pain points: My people are introverted professionals who don’t want to sound like Gary Vee. So naturally, my GPT avoids shouty language and focuses on strategy over hype.

Once your voice is codified, you can actually train your AI, or brief your VA, to generate content that fits your exact flavor of thought leadership.

The Brand Voice Alignment Checklist for Small Teams

Want the quick version? Here’s a checklist you can copy-paste into your Notion doc today:

✅ Our top 3–5 tone words
✅ Our signature phrases or taglines
✅ Common audience struggles or objections
✅ Our go-to analogies, metaphors, or frameworks
✅ Clear do’s and don’ts for our voice
✅ Examples of “good” vs. “not quite us” content

When your team (and your AI) has access to this, everything gets easier. Brainstorming. Drafting. Editing. Even repurposing old posts into new formats. You stop reinventing the wheel—and start owning the road.

AI Isn’t Cheating. It’s Scaling With Integrity

Let’s be real: the AI tools aren’t coming. They’re here. In your inbox. Your Google Docs. They’re already being used by your competitors (and probably your colleagues).

But remember what is actually at play here – AI won’t replace your voice—unless you let it.

If you set up your systems with intention, AI becomes the teammate you didn’t know you needed. The one who knows your vibe, understands your strategy, and never ghosts you before a deadline.

That’s not cheating. That’s scaling with authenticity.

Want This For Your Team? Let’s Talk.

If you’re a small team trying to show up online consistently—without sounding like a content mill—I’ve got you. I run Chat GPT for Small Teams trainings that walk you through:

• • How to map your brand voice for AI
  • How to create custom GPTs that actually sound like you
  • How to design a workflow that saves time and stress

You don’t need a big team to build big momentum. You just need the right tools—and a little guidance.

Let’s make your content creation feel easier, faster, and more you.

Connect with me about ChatGPT for Small Teams

Follow Leanne on LinkedIn™

 

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