Scheduling your Day, the AI Way
Working smarter, thanks to ChatGPT
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As someone with a never-ending To Do List, I’m always on the look out for ways to prioritise my tasks, so I don’t resort to doing the stuff that is least important for the majority of my time.
I’ve looked and briefly tried out a selection of tools that is supposed to help me with scheduling my workload into bite-size chunks, such as Monday.com, but it couldn’t handle my many calendars and emails.
With AI become faster, smarter and frankly scarier all the time, I thought it would be useful for it to consider how I can work smarter, not harder.
Here are some of its recommendations - see what you think.
1. Use Prompts to Define Your Goals
Free Software: Any text editor (Google Docs, Notion, Obsidian)
Prompts:
"What are my top 3 goals for this week, and how do they align with my long-term objectives?"
"Break down my goals into smaller tasks I can complete in under 1 hour."
Strategy:
Start by clarifying your objectives. Use a free tool like Google Docs to write down and brainstorm your goals. Break them into actionable steps, ensuring each task is small enough to be manageable.
2. Prioritise Tasks Using Simple Frameworks
Free Software: Trello, Notion, Google Sheets
Prompts:
"Which tasks are urgent and important, which are important but not urgent, and which can be delegated or eliminated?"
"Help me categorise my tasks using the Eisenhower Matrix."
Strategy:
Create a board in Trello or a table in Google Sheets to structure tasks into four categories:
Urgent & Important: Do these first.
Important but Not Urgent: Schedule these.
Urgent but Not Important: Delegate if possible.
Neither: Eliminate or postpone.
This simple framework ensures you’re always tackling high-priority items first.
3. Automate Your Scheduling
Free Software: Google Calendar, Clockify, Todoist (free version)
Prompts:
"What is the most effective way to schedule my day if I have 3 hours of deep work, 2 meetings, and 1 hour of admin work?"
"How can I group similar tasks together to minimise context switching?"
Strategy:
Use Google Calendar or similar tools to block time for specific types of work:
Deep Work: Schedule uninterrupted blocks for high-focus tasks.
Shallow Work: Group admin tasks like emails and calls.
Breaks: Add buffer time between tasks to recharge.
Clockify (a free time-tracking app) can help you monitor how much time you spend on each category.
4. Use AI-Driven Tools for Task Management
Free Software: ChatGPT (free version), Notion AI (limited free tier)
Prompts:
"Here is my to-do list: [insert tasks]. What should I prioritise based on effort and impact?"
"Can you create a daily schedule for me based on these tasks and deadlines?"
Strategy:
Use free AI tools like ChatGPT to analyse your workload. For example:
Paste your to-do list into ChatGPT.
Ask it to prioritise tasks based on urgency (due dates) and importance (impact on goals).
Use the output as a guide to plan your day.
5. Get Clarity with Mind Mapping
Free Software: FreeMind, Coggle (free version)
Prompts:
"Help me visually organise my tasks, projects, and goals into categories."
"How can I break down my big project into manageable milestones?"
Strategy:
Use free mind-mapping tools to visualise your workload. For example:
Create a central node for your main goal.
Add branches for related tasks, deadlines, and resources.
This method helps you see the bigger picture and prioritise effectively.
6. Track Progress with a Simple Dashboard
Free Software: Google Sheets, Notion
Prompts:
"How can I track my progress on tasks and visualise what’s left to do?"
"Set up a simple table to track my tasks by status: To Do, In Progress, and Done."
Strategy:
Use Google Sheets to create a table with columns like Task, Priority, Deadline, and Status.
Alternatively, use Notion to set up a Kanban board (drag-and-drop functionality) to track tasks visually.
7. Eliminate Distractions
Free Software: Freedom (free version), Cold Turkey (free version), Focus Mode (built into phones)
Prompts:
"How can I reduce distractions while working on important tasks?"
"Suggest tools to block distracting websites and apps for free."
Strategy:
Use Freedom or Cold Turkey to block distracting websites like social media.
Activate Focus Mode on your phone to silence notifications.
Combine this with time-blocking for a distraction-free work session.
8. Review and Reflect on Your Day
Free Software: Google Keep, Notion, Obsidian
Prompts:
"What went well today, and what can I improve tomorrow?"
"Which tasks did I complete, and what needs to be rescheduled?"
Strategy:
At the end of the day, take 5–10 minutes to reflect:
Use Google Keep or Notion to jot down your wins and areas for improvement.
Adjust your plan for the next day based on what you learned.
9. Learn to Say "No"
Free Software: Your Email Client, AI Writing Tools (like ChatGPT)
Prompts:
"How can I politely decline a request that doesn’t align with my priorities?"
"Write an email template for saying no to a meeting that isn’t urgent."
Strategy:
Use AI to craft professional responses that help you set boundaries. For example:
Decline low-priority meetings.
Push back on tasks that don’t align with your goals.
10. Stay Motivated with Visual Reminders
Free Software: Canva (free version), Pinterest, or even Sticky Notes
Prompts:
"Create a motivational poster with a quote about focus and productivity."
"List 3 quotes to keep me inspired during tough projects."
Strategy:
Use free design tools like Canva to create visual reminders. Place them where you can see them during your workday.
Example Workflow Summary
Here’s how you can combine these strategies into a daily routine:
Morning (15 mins): Use prompts to define goals and prioritise tasks.
Work Blocks (90 mins each): Time-block deep work and admin tasks.
Midday Review (10 mins): Update your task list and adjust priorities.
Evening Reflection (10 mins): Reflect on progress and plan for tomorrow.
By combining the power of prompts and free tools, you can take control of your workload, boost productivity, and achieve your goals—all without spending a penny!
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