What if I told you the key to unlocking massive productivity with AI coworking was actually doing less? It sounds crazy, but the results speak for themselves.
I’ve been in the remote work game for a long time. Long before it was the norm. I built and sold RemoteTeam, a company that managed over $10M in payroll for distributed teams. I’ve seen every mistake in the book when it comes to managing people who aren’t in the same room. And now, with the explosion of AI, I’m seeing a whole new set of mistakes.
Everyone is scrambling to jam AI into their workflows. They’re buying expensive tools, forcing their teams to use clunky new software, and wondering why productivity isn’t skyrocketing. They’re treating AI as a magic bullet, a replacement for good management and clear communication. And it’s not working.
I’m here to tell you there’s a better way. A way that doesn’t involve a dozen new subscriptions and a team of bewildered employees. A way that’s simpler, more effective, and, dare I say, more human.
The Messy Middle of AI Adoption
The hype around AI is deafening. You’ve got companies like Microsoft and Anthropic launching AI “coworkers” that promise to do everything from organizing your files to writing your reports. And don’t get me wrong, I’m a huge believer in the power of AI. I’ve put my money where my mouth is, with early investments in companies like Anthropic, OpenAI, Scale AI, and Hugging Face.
But the reality of AI adoption is messy. It’s not as simple as flipping a switch and watching your team’s output double. I’ve seen companies spend a fortune on “digital nomad AI tools” that end up gathering digital dust. I’ve seen them try to automate async communication with AI, only to create more confusion and frustration. And I’ve seen them completely fail at building an AI-driven culture because they forgot about the most important ingredient: people.
Here’s the hard truth: most companies are approaching AI coworking all wrong. They’re focused on the technology, not the process. They’re trying to automate everything, instead of augmenting their team’s existing skills. They’re adding more complexity, when they should be simplifying.
The Counterintuitive Solution: Do Less
So what’s the secret? How do you actually unlock the power of AI coworking without falling into the same traps as everyone else? It’s counterintuitive, but it’s simple: do less.
That’s right. Stop trying to do everything at once. Stop chasing every new AI tool that comes out. Stop trying to automate every single task. Instead, focus on one thing: augmenting your team’s existing workflow.
Think of AI as a smart assistant, not a replacement for your team. It’s there to help them do their jobs better, faster, and more efficiently. It’s there to take care of the tedious, repetitive tasks so they can focus on the high-impact, creative work that only they can do.
At RemoteTeam, we didn’t have the fancy AI tools that exist today. But we had a similar philosophy. We were always looking for ways to simplify our processes and empower our team. We built our own internal tools to automate things like payroll and compliance, but we never tried to automate the human element of our work.
We knew that the real magic happened in the conversations, the collaborations, and the creative problem-solving. We used technology to facilitate those things, not replace them. And that’s the same approach you should be taking with AI.
A Real-World Example
Let me give you a concrete example. One of the biggest challenges with remote teams is onboarding new employees. It’s hard to get them up to speed on the company culture, the tools, and the processes when you’re not in the same room.
Most companies try to solve this with a mountain of documentation and a series of boring video calls. The new employee is left to fend for themselves, and it’s a recipe for disaster.
With an AI-augmented approach, you can do it differently. You can create a personalized onboarding experience that guides the new employee through everything they need to know. You can use an AI-powered chatbot to answer their questions in real-time. You can even use AI to create interactive simulations that let them practice their new skills in a safe environment.
But here’s the key: you’re not replacing the human element. You’re still having one-on-one meetings with the new employee. You’re still introducing them to their teammates. You’re still creating a welcoming and supportive environment. You’re just using AI to make the process more efficient and effective.
This is just one example, but you can apply the same principles to almost any aspect of your business. From project management to customer support to marketing, the possibilities are endless. But it all starts with a shift in mindset. Stop thinking about AI as a replacement for your team, and start thinking about it as a partner.
How to Actually Start with AI Coworking (The Simple Way)
This all sounds great in theory, but how do you actually put it into practice? Here’s a simple, three-step process you can follow:
1. Identify the Bottlenecks:
Before you even think about AI, take a close look at your existing workflows. Where are the bottlenecks? What are the tedious, repetitive tasks that are slowing your team down? Where are the communication breakdowns happening? Talk to your team. They know better than anyone what’s not working. I've always found that the best ideas for improvement come from the people who are actually doing the work.
2. Find the Right (Simple) Tool:
Once you’ve identified the bottlenecks, you can start looking for AI tools to help. But don’t go for the big, flashy platforms that promise to do everything. Start small. Find a simple, single-purpose tool that solves one specific problem. For example, if your team is spending too much time taking notes in meetings, try an AI-powered transcription service. If they’re struggling with writer’s block, try a simple AI writing assistant. The goal is to find tools that integrate seamlessly into your existing workflow, not disrupt it.
3. Iterate and Improve:
AI is not a set-it-and-forget-it solution. You need to constantly iterate and improve. Get feedback from your team. What’s working? What’s not? Are the tools actually helping? Or are they just adding more complexity? Be willing to experiment and try new things. But always, always, always focus on simplifying and augmenting, not complicating and replacing.
My Prediction for 2024: The Unbundling of AI Coworking
As we head into 2024, I believe we’re going to see a shift in the AI coworking landscape. The initial hype around all-in-one platforms will start to fade, and we’ll see a rise in smaller, more specialized tools. I call it the “unbundling” of AI coworking.
Instead of trying to be a jack-of-all-trades, these tools will focus on doing one thing really, really well. We’ll see AI-powered tools for things like:
- Async communication: Tools that help teams communicate more effectively across time zones.
- Culture building: Tools that help remote teams build strong relationships and a sense of community.
- Onboarding: Tools that help new employees get up to speed quickly and efficiently.
This is a good thing. It means more choice, more flexibility, and more power for you and your team. It means you can build a custom AI-powered workflow that’s perfectly tailored to your needs.
But it also means you need to be more discerning. You need to be able to cut through the noise and find the tools that are actually going to make a difference. And that’s where the “less is more” approach comes in. By focusing on simplicity and augmentation, you can build a truly effective AI-powered team that’s ready for the future of work.
The future of work isn't about robots replacing humans. It's about humans and AI working together, each playing to their strengths. The companies that figure this out are the ones that will win. Don't get left behind.
The Human Element: The Unbeatable Advantage
I can't stress this enough: AI is a tool, not a strategy. Your real competitive advantage will always be the people on your team. Their creativity, their critical thinking, their ability to connect with customers on a human level – these are things that AI, no matter how advanced, can't replicate. I've seen this play out in my own investments. The most successful companies I've backed, the ones that have achieved unicorn status and beyond, are the ones that have a strong, human-centric culture. They use technology to empower their people, not to replace them.
Think about it. When you have a problem with a product, do you want to talk to a chatbot or a real person? When you're looking for creative inspiration, do you want to scroll through an AI-generated feed or have a brainstorming session with your team? The answer is obvious. We crave human connection. We crave authenticity. And the companies that understand this are the ones that will build lasting relationships with their customers and their employees.
This is especially true in the world of remote work. When you're not in the same physical space, it's easy to feel disconnected. It's easy to let the human element slide. That's why it's so important to be intentional about building a strong remote culture. And that's where AI can actually help. You can use AI-powered tools to facilitate virtual social events, to recognize and reward employees for their contributions, and to create a more inclusive and connected remote work environment. But again, the technology is just the facilitator. It's up to you to create the culture.
Pitfalls on the Path to AI Integration
As with any powerful new technology, the road to AI integration is fraught with potential pitfalls. I've seen companies make the same mistakes over and over again. Here are a few of the most common ones to watch out for:
- The “Shiny Object” Syndrome: This is the tendency to chase every new AI tool that comes out, without a clear strategy or a real need. It's a recipe for wasted time, money, and resources. Before you adopt any new tool, ask yourself: What problem is this actually solving? Is it a “nice to have” or a “need to have”? How will it integrate with our existing workflow? If you can't answer these questions, then you're probably better off sticking with what you have.
- The “Big Brother” Effect: AI can be a powerful tool for monitoring employee productivity, but it can also be a dangerous one. If your employees feel like they're being constantly watched and evaluated by an algorithm, it will destroy trust and morale. Instead of using AI to track every keystroke and mouse click, use it to identify trends and patterns that can help you improve your processes. For example, you could use AI to analyze communication patterns and identify potential bottlenecks or areas where your team needs more support.
- The “Black Box” Problem: Many AI tools are essentially “black boxes.” You put data in, you get a result out, but you don't really know how the algorithm came to its conclusion. This can be a problem when it comes to things like hiring, performance reviews, and other important decisions. It's important to use AI tools that are transparent and explainable, so you can understand how they're making their recommendations and you can override them when necessary.
Avoiding these pitfalls requires a thoughtful and deliberate approach to AI integration. It requires a deep understanding of your team, your processes, and your culture. And it requires a commitment to putting people first.
The Future is Human-Centric and AI-Powered
I'm incredibly optimistic about the future of work. I believe that AI has the potential to unlock a new era of productivity, creativity, and innovation. But it's not going to happen by itself. It's going to happen because of people like you – the entrepreneurs, the leaders, the innovators who are willing to think differently and to build a future that is both human-centric and AI-powered.
So, as you embark on your own AI coworking journey, remember the lessons from my own experience. Start small. Focus on augmenting, not replacing. And never, ever lose sight of the human element. The future of work is in your hands. Build it wisely.
Frequently Asked Questions
How can I apply this thinking to my own situation?
Start by identifying the core principle behind the opinion, not the specific example. Then ask yourself: does this principle apply to my context? If yes, test it in a small, low-risk way before going all in.
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.
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.