TPS #37–Master your schedule with AI

Welcome back, Hunter here.

Imagine juggling a hundred tasks, balancing client meetings, team interactions, and personal commitments. Sounds familiar, right? Entrepreneurs and agency owners, the cavalry is here, and it's AI-powered.

Visualize a tool that considers every nuance of your life, rearranging tasks based on your energy levels, commitments, and even personal time.

That’s right– I’m talking about the perfect schedule powered by AI.

But where do you start?

The Problem Most Face

• Overwhelming Complexity: Shuffling tasks, appointments, and personal commitments feel impossible.

• The Illusion of Multitasking: More tasks don't mean more productivity.

• Fear of Technology: AI is not just for tech-savvies.

• The Paradox of Choice: Drowning in a sea of productivity apps.

But, with a straightforward AI-engineered prompt, this chaos can transform into a symphony.

I’ll show you how.

The Solution: An AI-Engineered Prompt

Here's a step-by-step guide:

Step 1: Understand the AI Prompt

The prompt is a request to the AI. It’s structured to feed precise inputs, ensuring the output, in this case, a tailored schedule, aligns perfectly to your needs.

Here's the breakdown of the prompt you will copy & paste into your preferred AI chatbot: (I recommend Chatgpt 3.5 or 4)

"AI, based on the following inputs, craft my ideal daily and weekly schedule:
  
- **Primary Goals for the Week:** These are overarching goals. 
    - *Example:* "Finalize the Smith project, Prepare presentation for investors, Design next month's marketing strategy."
  
- **Daily Energy Peaks:** Your most active periods.
    - *Example:* "I'm most alert from 10 AM - 12 PM and again from 4 PM - 6 PM."
  
- **Non-Negotiable Commitments:** Fixed commitments.
    - *Example:* "Yoga class at 6 AM, Daughter’s piano recital at 4 PM on Thursday, Client meeting every Tuesday at 2 PM."
  
- **Preferred Break Times:** When you typically like to rest.
    - *Example:* "I prefer a coffee break at 11 AM and lunch at 1 PM."
  
- **Tasks to Outsource:** Tasks that can be delegated.
    - *Example:* "Sorting emails, Posting updates on the company LinkedIn page."
  
- **Desired Personal Time:** Dedicated "me" time.
    - *Example:* "I need at least 1 hour daily for reading and relaxation after 8 PM."

Step 2: Personalize and Input Into Your Preferred AI Chatbot

Copy the provided template. Then, replace the examples with your personal inputs.

You’ll know what to replace with your own information by reading the prompt and replacing what’s not on your daily schedule with what is.

Once personalized, head to your AI chatbot platform. After pasting it, the AI processes your request, offering a tailor-made schedule.

Step 3: Understand and Refine the AI-Generated Schedule

It’s not just about taking the schedule at face value. Break down the AI's decisions:

• Did it prioritize crucial meetings?

  • Example: If you mentioned the investor's presentation, did the AI allocate prep time leading up to it?

• How did it incorporate energy peaks?

  • Example: Did it schedule demanding tasks like the Smith project during your alert periods?

Make manual adjustments if you have sudden changes or if you feel something’s off.

Remember, AI remembers your conversation, so if something isn’t quite right, just ask it to change or make adjustments according to your needs.

9/10 it will be good, but won’t be perfect on the first try, but 9/10 it will be amazing on the second try with iteration.

Step 4: Implementation and Continuous Feedback

Begin your week using the AI-driven schedule. But stay proactive:

• Tweak on-the-go. If an unexpected client call pops up on Wednesday at 3 PM, adjust accordingly.

All you have to do is simply let the AI chat know what’s going on and what came up.

I’m working on an automated version of this, but for now, this is top-tier.

• End-of-week reflections. What worked? Did the AI miss something? Refining your inputs over time ensures even more precise schedules in the future.

The more you use this chat, the better and better it will become and create schedules for you.

So like the old adage goes,

If at first you don’t succeed, try, try again.

Final warning: let AI do the planning while you handle the execution.

Your AI connoisseur, Hunter.

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