Notion AI task scheduling automation

Hey guys uh thought I would share my task management task capture system uh it has AI integrated uh and still built on top of Notion um but we will automatically capture all of the tasks from all of the different platforms that I use add them into Notion and then we will automatically schedule them on my uh calendar app um

So and it's automatically scheduled based on the prioritization or due date uh if something needs to get done with a specific time my calendar will automatically reschedule around the most urgent tasks or if I have like a an unexpected like something pops up like someone schedules a call or I book a flight if I add that in my calendar all of my tasks will automatically reschedule around that um

And that is all handled via uh Motion um this is still built on like the Notion system that I spoke about before uh and the reason I'm putting this together is I actually had a website um that I didn't think anyone was reading but and I like took it down and I I was getting a few complaints in my uh DMS saying like they people liked reading like the recommended tools um

And things like that so I just thought I would actually open-source um this like entire thing when I say open source just kind of so that you can see the exact instructions and go and copy and paste them uh like rebuild them in in your own workflows um but yeah so to give you like overview of kind of how it works is the goal of this system is to reduce all of the open Loops um

Because we're kind of like distributed these days across so many different platforms I get information sent to me on WhatsApp on Telegram in Slack I get emails I have people like reaching out to me in other ways I find things online that I want to take notes of um and to kind of manage all of these things in a very like um

Decentralized way is you you're just left with a lot of open Loops so the goal of this system is to capture uh everything from all of the different applications that I use process it through automation with AI schedule bring that all into Notion so all of my tasks are kind of like clearly outlined under specific lists so I don't need to remember them up here they're all um

Within Notion whether I execute on them or not is is an entirely different thing like based on the status or the priority of the tasks um and any tasks that I do confirm that I want to execute on they're automatically scheduled in uh via Motion I give them a priority so I say this needs to be done ASAP this is high priority medium or low priority or I can also give a specific due date which means let's say I have this task that needs to be done by X day it needs to be done by next week Friday it's non-negotiable there's a deadline Associated to it again this will be handled by Motion and Motion will schedule this in um

And literally through their algorithm prioritize my calendar based on exactly what I've told it on these are my priorities and these need to be done by this day it will reschedule automatically if things change for example if a call gets booked if um if there becomes a new priority a new task that is has the status of ASAP it will reschedule all of my other tasks accordingly to make sure that I am prioritizing what needs to get done and this is like a whole distinct job in itself just being done by Ai and unfortunately like this is where kind of Technology just really outperforms humans like I have an over $3,000 per month assistant and it would literally be a full-time job for her and not a very fun one to kind of reschedule and do all of the stuff that um

That Motion is able to do um and then I actually don't like the interface of Motion so I literally just use it as an API uh which then syncs over to my calendar app here um um and that is where I actually execute on tasks but we will go through the entire system uh step by step just so you can understand everything maybe you only want to take some parts of the system uh and Implement them maybe there's like you feel it's too complex or whatever um

But I would literally walk you through step by step everything that takes place um other important thing I think to highlight is like my thought process within the design of this system um so first off outlining the purpose this system is designed to capture process and prioritize tasks in the most elegant way possible so what I mean by that is we are just very like distributed these days at least I am you know I use so many different applications people can contact you in so many different ways you get information brought to you through Telegram through WhatsApp through um

Slack through internet through email through um scrolling like even scrolling like uh Instagram or something maybe I'll screenshot something that I find interesting whatever it may be these are all open Loops in my brain that need to be not necessarily closed but or yes closed but not necessarily executed upon I just need to be able to offload them from My Mind by bringing them into some type of system where I know if this is important it will be executed on and brings very nicely on to the next point it's not a substitute it doesn't actually get the work done so just because you have a great system for task management in place um

It doesn't mean that you actually execute on things the goal of this is to remove as much friction as possible between what needs to get done and actually executing on the tasks so the thing that I don't like about all other task management and project management apps or most of them anyway is yes you get you spend a load of time getting everything down and integrated into whatever like Todoist or something like that but still it requires me to manually go through the tasks assign them like um

Every time I want to start working I need to go through and see ah this is what needs to get done next and really I don't want to do that I just want to be able to open it and just jump straight into uh specific tasks based on priorities and if you're working on one project uh or if I'm working with my team for example apps like Todoist are really great but when you're working on like multiple different projects it's you can't kind of or at least I find it difficult to just open one thing and think this is what I need to get done and it increases the amount of friction in between starting just getting things done so instead all I do now is open my calendar app and I know that everything that I need to get done has been scheduled for me uh automatically it also ensures that nothing is Left

Behind which kind of gives you like peace of mind uh again the system still requires human input. The goal is the s that I give I give the system everything that I want to get done and I tell it how important the task is for me based on our prioritization system and then the T the all tasks are scheduled in my calendar fitting there a lot in time slot so if I say this is going to take me about two hours this will take 1 hour this will take 45 minutes this will take 10 minutes this is a very quick thing Motion will automatically look for free slots within my calendar and schedule in what can be done and where it can be done um

I'm also fully aware this system isn't going to be for everyone I think a lot of people will find this like overly complex and maybe even expensive at times it probably costs about $300 to $400 per month I'm not really sure exactly but there's a lot of different tools kind of in place here and a lot of res scheduling taking place of my tasks um

And the final point is um I've had people mention to me that they feel that I'm kind of like super organized and I just felt it was worth clarifying some reason I invest so much time in this system and building out these um these kind of automations is because actually naturally I'm not not organized I'm really quite unorganized uh which is why I have like an extra focus on on kind of building out systems and workflows such as this in my life uh that help kind of keep me um

Keep me in check let's say this is uh kind of a high level overview of the system itself so I'll just going of show you how it works so it starts off with uh well not in any particular order by the way but uh we have Raycast here which is like a shortcut app that I use which allows me to create tasks share calendar links and perform all different types of things it's also got GPT built into it so I can open an AI chat from anywhere top 10 restaurants in London or I'm writing a lot of code aat the moment and it will just come back to me with like um

It's very easy to work with code from from the chat here uh next up is Apple shortcuts um I also collect information and input that into the system from Apple shortcuts iPhone Beeper Superhuman for email management Calendly for task scheduling and Arc as a browser and I'll go over all these a little bit more in a moment Pipedream is an alternative to make this could definitely be built with make uh to be honest as time is kind of is going on I feel the transition from Integromat to Make wasn't a good one and I was much happier using Integromat to be honest and I'm having like more and more issues with make and the pricing is also increased so this is quite a high volume system so I prefer to build it through Pipedream where you can run custom code uh and I also have um

GPT implemented throughout the system uh but we we'll go through that in a minute Pipedream will then sync from all of these different platforms into Notion Notion then handles all of my projects and all of my tasks Motion is then used as an AI um task scheduler so they're integrated together when something is integrated in in Notion sorry when something is added into Notion from any of these input captures I automatically give it a a priority um

And then Motion they know to schedule it and then this is Amie maybe Amie I think it's pronounced Amie this is my favorite calendar management app built on top of of Google Calendar um but just like really nice interface but again we'll go through all of these one at a time and I hope people don't mind me making this video in in this like format of not actually showing you in real time um

Reason being is that here's like I'm taking you through my entire system there's a lot of let's say like confidential information like information from other people messages and so on so I've decided to do it screenshots is it just saves me a lot of editing um after I've recorded so let's tart off with Raycast what is the purpose of Raycast in the system simplified navigation shortcuts integration easy task capturing Notion page searching uh generally just a great productivity tool so again as I said I'll open source we're going to make everything clear this is how I actually use Raycast uh for like page navigation um

So to open any apps I just have them Associated to like the first letter of the app name or like or not directly but for example to open Beeper uh I have my shortcut here Finder is here Slack is here Spotify um under like music and this just makes for very simple and easy task navigation um

Here's like a video example of how uh Raycast actually works um so I can just go and create a task from here so without me needing to navigate into Notion at any time you'll realize that I've very rarely navigate into Notion in this system it just kind of operates as like the back end of everything that I'm keeping track of um

Everything is done by integrating through other apps so let's say that right now I have a thought of a a task that I would like to complete I can just press here create task uh I'm in full screen mode aat the moment but that will then just allow me to type out and enter a task and this also um

I use this for like so many different things I've also built custom apps on Raycast as well really really great tool um um next element of the system is going to be iPhone capture so I'm assuming all of us spend a lot of time on our phones um and we're like often if you're like it's like a remote um

Capture tool so if I'm out and about and I see something that's interesting this has a direct integration into Notion um sorry Notion has a direct integration in the calendar app um so I can just play this and anything that I find interesting it can be text Snippets I can highlight it and press share I can also make new um

Tasks through my shortcuts uh that operate on the phone as well I also have voice recording um as well so let me just slow it down so I also have voice recording where at any time if I think so if I'm private like I can just write it out like the first example you just saw if I'm if it's a longer task I can do like a voice note the voice note will then be transcribed um

Sorry it's been summarized with GPT and it's split up into highlight points and um split up into highlight points and it gets any action items from there and then it goes ahead and and creates a task also my like daily debrief like my end of day review I I added in on my phone as well and again this just syns back to Notion Health feelings um

And so instead of again just removing all of the friction from this stuff instead of me needing to open up Notion and navigate into today open up and fill out each SE se you see how easy it is for me just to fill out my daily achievements and so on and it can literally be done from from anywhere then if I find like a screenshot or a web page or something you can just press the share button press Notion and add it in onto any um

Page that you want so this is how I close all open Loops from my uh iPhone as well I do this uh I use ARC as like a mobile browser um so any like websites that I find um I will just uh I would just literally press the share button and add them into Notion as well so that is how I do like remote capture so I have text based input which was the first example that was shown I have voice note based input and then we have the final option of like sharing uh into Notion as well um

Next up we have Beeper this is currently where I manage all of my communication um so as you can see down here I've had to like I said blur like a lot of open chats things out but this um is like an all-in-one messenger app so I have Telegram WhatsApp Instagram Slack um

A number of other platforms as well I can't even remember off the top of my head uh and this just allows me to seamlessly capture Tasks and notes on things that are being sent to me throughout the day so like just as an example another habit that I have not habit another automation I have is to each of the team leaders I send them an automated message in Slack every day asking them for like a rundown and particularly as I'm uh not in in Georgia at the moment I'm traveling around um

It makes it much easier that I have like a daily overview of everything that took place and any issues that the team leaders are having and their proposed solutions to the issues and so if they send me something in Slack and I think okay then there's an action item for me there or there's a way that I can solve a problem for them uh I can just bring up forward and then I forward to my Telegram bot and the great thing about Beeper is I can forward from any messaging platform sorry and then yeah forward to my Telegram bot and so with Beeper I can forward from any messaging platform any message that comes in I can forward it over to my Telegram bot so if someone messages me on Instagram I can actually still forward that same message to to Telegram um

It's not limited to just I can only forward Instagram message to in Instagram no it's like a kind of universal um system so if something comes in on Slack I can forward it to my Telegram bot and then my Telegram bot automatically adds it into my Notion database for it then to be processed later on so any incoming messages that I have whether it's you know if it's like a someone asking me that that they need my attention on something or there's um

Whatever it may be a group there's like certain information being shared I get feedback on something um there's a complaint like whatever it may be I can just forward over to Telegram and it will automatically be added into my Notion system uh for email capture um the purpose of this is to stop using your email inbox as task management and I I know quite a lot of people do it I also have this as like a bad habit myself uh but the goal is to basically process email as fast as possible um

So if it's something that like needs further attention and can't just be like a very quick reply maybe it needs someone to look into something I haven't got any screenshots actually but it's a very simple automation essentially all I do is forward the email and I built a capture address um so any email that I want to forward to I um

Sorry any email I want added into the Notion system I forward it to an email address uh and it's then processed by Pipedream and then again it's added into my Notion I use superhuman for email management it's like $30 per month but massive massive time saver um I also use like remind me feature quite a lot and you can also do forward and send later so let's say there's something that I'm not quite ready to add into my system yet I can say like forward this to me in two months and that's what when I'll deal with it um

And just a general like advice for managing email if you do use superhuman use the shortcuts it becomes insanely fast to deal with email and then unsubscribe from anything that is like unnecessary from any people are sending you uh they have the shortcut in there Command-U and it's probably the probably the shortcut that I use the most in uh in superhuman ything that is being sent to me that is like uh that I'm not interested in that's pulling my attention away I instantly unsubscribe or or block um

Next up call management so I just there like a little extract that I've written up um only when absolutely necessary will I allow people to schedule calls uh I absolutely hate calls to be completely honest um and I avoid them by all means necessary um I completely appreciate that they have their place in communication uh just for a lot of people I feel that the default option is like let's jump on a call or let's have a call uh when for me it should really be a a last resort and I think for most people who really like value their time it's it's a last resort um

You have no leverage in most cases over calls as a form of communication unless it's um yeah I I I just don't find them efficient at all I don't like them as a way of communication um the only like guaranteed way to get me on a phone call is $1,000 an hour um

Or if like of course it does reach a point where I I see okay it's worth us like having a call on for example with like a business partner if we've been like back and forward discussing something uh and we just want to like run over something to um like clarify each other's thoughts or if there's like a complicated issue again I completely appreciate the calls do have their their place within communication of course they do all I'm saying here is like calls for me are a last resort if when someone is coming to me saying like let's jump on a call especially like and I get a lot of these um

In most cases it reads to me that it's someone who doesn't value their time um or more importantly doesn't really value mine um so this is my kind of like workflow that I have is first off like messaging for me is like the fastest way to deal with something the other thing that I really hate is when someone asks can I ask a question um

It's like makes twice as much work that I need to reply to them saying yes you can ask a question and then they actually need to send the question it's just unoptimized communication messaging is like the easiest platform to me because I can just get back to someone whenever I have like a few minutes if it's a very long message or something that's complex for me to explain um

I have uh Apple shortcuts uh on my phone like on iPhone 15 Pro you get the action button um that you can just hold down and run a not this one it wasn't working you can just hold down and run a shortcut and this is um again using AI so I can like ramble on for like a few minutes uh just getting out the point that I want to and AI will um

Dictate all all of the text and summarize into like key points um and then it copies it to my clipboard um so one negative of Beeper actually is that it doesn't have voice notes uh which is why I built out this as a um alternative to that which allows me to use voice notes so for example if I'm like walking or if I'm out and about I can do a voice note AI will then summarize it and automatically copy it to my clipboard and then I can just paste it into the Beeper conversation so someone gets like a kind of highlighted um

Voice note but in in text format I I hope that made sense next form of communication for me would be like a loom or or a voice note um uh Loom I I really like by the way I use it quite a lot because I can record something once and share it with someone and I can use it again and again and again just by sharing the link and they've also added in like AI summarization so it retitled your loom based on what you were talking about it also adds in AI chapters as well um

So it's become like a much more interesting tool in terms of um having like a searchable knowledge base in video format and as everyone knows with like these custom gpts coming out um and really kind of a real push in the way of AI in my opinion it makes sense for everyone to be documenting their knowledge as much as possible whether you choose to share it or who you choose to share it with them it is like an entirely different question perhaps you don't like sharing things publicly but you would be able to take all of the Loom videos that you've ever recorded for example and turn all of your knowledge into your own GPT uh like AI assistant um

So I think just with like I'm not sure it's quite ready there I'm sure you could do something like that but I just think as this technology keeps evolving over the next year or two um to be kind of offloading a lot of your thought processes and brain onto into media format that you can then train an AI model on your exact thought process uh which we're we're literally not that far away from as crazy as that sounds um

Because like already they support uh video um sorry that they support um text format and it would just be a case of getting transcripts of of all of my videos uploading them into a um a custom uh GPT and and using all of the videos I've recorded over the years for like private communication between the teams as a knowledge base so instead of people coming to me with questions first they can go and talk to my AI assistant that is literally trained on my own data so yeah just a side tangent here but just an interesting thing that really we're not that far away from if a call is immediately needed uh I will try to do it immediately if possible just to like to to knock it out as quickly as possible um

Or otherwise if it's like something that I'm I'm already busy um I use uh Calendly so this is my shortcut I also use the IOS app so all the links are very easily accessible my default will be like a 15 minute call I hate you would hear me moaning a lot about calls but to to keep it very short I think makes it very um

Succinct in people's communication uh because they feel they haven't got time to waste and then of course if the call is like if it's really worth um increasing the length of the call you can always extend right to by to by default B in a 1 hour or 30 minute call when you've got no idea how it like if it really needs that long doesn't really make sense to me so I forget the name of the law now but every task fills the allotted time Associated to it so try to keep the call as um

As short and and direct uh as possible whilst making sure that all the key points are are communicated again call link is always on hand with one click I can just do um share meeting link and here it pops up so I can share that with anyone uh very very quickly um now so that's basically like all the task capture so you you've kind of now see all the different platforms that I ingest data from that then get synced over into Notion uh so that's like this kind of top area here uh and now we're going on to how things are actually processed in Notion and how this looks so by the way this is again all done through Pipedream like this is um

If we actually zoom in here this is calling a Pipedream end point so whenever I do a voice note uh again we encode this and this is a Pipedream workflow that I mentioned so Pipedream will receive this um dictated voice note uh we encode the uh all of the words I summarize it I get a title of it I extract any action items and then we create a Notion database uh sorry not we create an item within our Notion database so now we're actually getting into the Notion database itself um

Here we go so this is my Notion database again this is like super this is literally just my tasks database I probably have about 30 different databases within Notion but just to keep it very simple and straightforward I only want to focus on the task element in this video Notion here is used as the database backend management um

Yeah this is the structure of my task management database so we've got a load of other fields by the way that aren't visible but they're kind of more like private not super relevant to how this actually functions task name uh status so status is automatically set based on Motion and then priority as I mentioned this is built in with Motion and this is also the same parameters that Motion uses Motion uses a high medium low and ASAP system so that's why I integrated this same system within Notion so it syns back and forward very easily um

And then we have a Motion task ID so what happens here is a task is in a not started status or if I manually set it in progress it will be synced over to Motion and be given a uh Motion task ID so if this is a not started task if I give this a priority and I say this is now high priority or even low priority it means it's something that I'm looking to complete in which case it will also automatically be synced over to Motion so these would all have been not started tasks to begin with um

And then it's created in Motion and then I have an a Notion automation so it's very confusing even for me when it is created within Motion I then have an Automation in Notion where when a Motion task ID is added when it's edited um the status is then automatically set from not started to in progress and this is the point when a task is in progress it means it has a Motion task ID and it means it's scheduled on my calendar um

So by the way my like work process on this is just every single week what I do is I open up Notion and I do a weekly review which I do anyway and I can basically check when is everything scheduled for I can give priorities so if I want to get something done this week I can give it a priority of uh high or ASAP or medium depending on where I want it to be scheduled on my calendar and how urgent it is um

And that is literally it that is the only thing that's done so everything is captured um from here once per week I I will go in here and kind of schedule everything this is like super important this needs to be done now. Um I will open Notion like a few times throughout the week like if there's something that I really need to get done ASAP um

But otherwise I'm just um yeah otherwise I I literally just go through it once per week and and give the different priorities and let Motion handle everything else so now on to Motion Motion is the AI task scheduling assistant as I mentioned already all I do is outline what I want to get done the priority of each task and if it has a hard deadline Motion will then just plan out my entire schedule and put all of my tasks in Google Calendar you may be wondering why do I not just manage everything within Motion and it's for a very silly reason um

And it's because I don't like the interface uh and just slightly to do with like a lack of flexibility as well um but the biggest reason is genuinely because I'm I'm not a fan of the interface for me it feels a little bit clunky it's a little bit slow so I literally just use and it's very funny to to say this but I literally just use Motion as an API and it's actually complicated to to do which I'll go through in a minute uh just a few features of um

Motion here it automatically reschedules missed tasks uh it automatically updates based on changes in my schedule so if I went in and added I've got a call now it will go ahead and reschedule my other tasks again always based on their priorities it always updates based on highest priority tasks I again I I'm not a big fan of the dashboard and I use it solely as an API think they do a really really good job of scheduling of tasks um

But in terms of being an actual like project management tool I think um I think there's just a lot of other tools that kind of do it better um they also offer habit scheduling by the way which is actually really really good um so I can say I want to complete this habit on these days at this specific time and I can give it 50 habits and it will go ahead and find spots throughout my week to to do them in I can say a preferred time to do them so I prefer this one at 9:00 a.m. this one at 11:00 a.m. and again it will just fit my whole schedule around um

It will fit my whole schedule around what what I want to get done custom schedule so for example I can say this like a personal task so we'll do it in the evening or early morning um and whatever else I can block off time in my calendar which I actually do and we'll go over that in a minute I can set working hours for specific projects or I can say only schedule work tasks between 9:00 a.m. to 5:00 p.m. um

And then again it automatically syncs over to to Google Calendar um so this is just giving you like an interface and a scheduling engine on on top of um on top of Google Calendar um to tell the truth to get this to actually work I have to use two different calendars otherwise Notion and Motion get into a scheduling infinite loop with each other where they keep trying to to to reschedule as a change is made so I actually have this integrated with a backup calendar and then I copy all of the tasks again done automatically of course but I sync all of the tasks from my backup calendar over calendar finally for this system we come down to Amie um

And I hope I'm pronouncing it right this is one of my favorite apps it's calendar app plus task management plus Notion integration why do I like it for the very simple reason a beautiful UI and ux and just very clean to work with to some people it may sound like funny um but I of I like working with tools I enjoy working with and I I enjoy good design so um

If I'm going to spend a lot of my time and my life working why not invest in tools and things that are actually Pleasant uh and pleasing to work with the same applies for like physical equipment like a camera like here this is like a much better quality camera than I particularly as I have no idea what I'm doing when it comes to videography I think a lot of good videographers will be quite jealous of um

The amount I spent but it's touchscreen I can plug it in with one cable and it removes all the friction from me recording uh YouTube videos which is why I like to invest in good tools like laptops as well I will always invest in like ridiculous spec laptops that in reality I don't really need because I'm not again I'm not a video editor I'm I'm not doing anything that's like insanely requires insane requirements of you but for me just having like a pleasant experience uh whilst using a laptop I I do actually have like hundreds of tabs open at most times um

But yeah just invest in tools that make it pleas that make uh work enjoyable for you so that can be software or like physical um equipment and again just to clarify Amie is actually the only app that I have interaction with for completing tasks the reason this system seems so complex or is so complex but is because I've just shown you all of like the kind of back end of what's going on behind the scenes whereas in reality the only two platforms I ever have any interaction with are Amie and Notion all of and like of course these other like capture scenarios but these are apps I use anyway I haven't added them as part of my system my system is actually built around these These are tasks things I was using before so of course everyone's using email uh everyone I assume is using like getting Instagram DMs WhatsApp messages um

IMessage Slack whatever else so these are tools that are kind of they're not here for the system I was using them prior to this and I have integrated them into my system so everything can be brought into into Notion I hope that came across um so and the other great thing about Amie is that it integrates with Notion so these tasks are actually a Notion based integration so I don't need to go into anywhere all I need to do is open this and mark it as done uh again really nice ux like they've got a nice little animation on there it's really pleasant to work with and you can see down here this is uh how it looks when it's actually being ticked off so it's now a completed task and we just need to wait for that to sync back into uh Motion which I I have running every 15 minutes at which point

Motion will reschedule what's happening. At which point Motion will reschedule my calendar uh speaking of investing in good equipment looks like it's time for a laptop upgrade um yeah when it's completed um Motion will then go ahead and reschedule and fill that available time slot with a new task also up here you'll see my current goal is maximize fitness um

That is my quarterly target so this I assign for a 90-day period and you can also open it and have any text notes that you want there so normally I fluctuate between Fitness although it hasn't been that much recently but again I'm making Fitness a priority in my life again um but many other times it will be focus on kind of maximizing revenue or on a specific um

Project and and here on the left by the way you can see all my goals and I just like being able to tick them off any like little tasks um I I can also add in here and then just schedule as well but literally I do everything through the Notion system these days because it's so seamless this is also the Amie mobile app they have a really nice mobile application it has a split screen view so I can have all of my tasks down here uh and I can drag them on if I want to and I can also just press uh it's not going to show now but I can just tick them off uh as in when they're done so when I'm out and about and again as soon as this is ticked off it will update Notion tthe task has been done which will then update Motion that the task has been

Done um and then Motion can go ahead and reschedule a new task into that uh available slot the other thing that I really like about Amie is they have sleep tracking so this integrates with apple Health you can see this thing here that I slept until just about 8:00 a.m. uh today um

And so I actually overslept from my tasks because I've just changed time zones because I've been traveling then I have unstructured work scheduled for 3 hours in the morning what that actually means for anyone who's interested is I have after many years of doing it completely wrong I've realized uh because I manage a team and I get messages like when the team comes in at 9:00 in the morning again the reason it's 8:00 a.m. is because there's a time zone difference currently between me and the team but that's scheduled for 9:00 a.m. Georgian time when the team comes in in the morning they often have questions maybe there's an issue they need my attention on something they need whatever so I actually set aside um

The first three hours of the day to be available for any fires that the team need me to put out whatever the issue possibly is and so I just like to leave kind of almost half of the day to be available for me to deal with any issues that are coming up for the team it doesn't mean that I'm sitting around doing nothing by the way um

It means I don't plan on getting I won't be upset at myself or feel disappointed if I didn't get anything done in the morning because I was available and and dealing with things that needed my attention however if nothing is coming to me um if if the team's doing really well which happens fortunately quite a lot um

My next scheduled tasks are appearing down here and I can just start working on those I can start making a dent in those that the priority is me being on Slack and whenever an issue comes in with the team I will jump straight on that um because I'm I kind of get annoyed when people distract me from work to be honest um

So yeah well like now I don't get annoyed because I have it set out in my calendar that the morning time is set for me to work on the team any spare like time that I have I can start making a dent in my afternoon tasks anyway so it's absolutely fine uh but this has been it sounds very simple but it's been really quite a good it just takes a lot of pressure or feeling that you need to start getting things done straight away and of course like the team need my support on things on getting things done so for me to kind of put together a block of time in the morning uh for me to deal with everything works very well and the other reason it works well is because hopefully by the morning I fixed all their issues and in the afternoon they can continue working without any um

Like hiccups without any issues coming up so I solve everything for them in the morning and by the afternoon it's relatively smooth um sailing for them the other thing that you'll see down here is a Spotify integration this I really really like as well because it tells me when I was focused so I actually have an automation that I built as well this this little bonus automation I'll give you this is using Keyboard Maestro I've not got them here but if if I literally just put on my AirPods Max um

I don't need to press anything it will automatically activate Spotify and start playing a particular playlist for me and it will turn on do not disturb mode it will stop me getting any messages on Slack it will stop people being able to interrupt me um and then after that it will actually sync over to Spotify and this is a screenshot but if you hover over it it tells you what you were listening to and I know whenever I'm listening to Spotify because it's from this automation being executed it means I'm in a flow state so I want to see as much of my calendar being filled up with this green Spotify State as possible and that is when I that I was working you also see here like the quarterly Target I've also considered doing like a daily uh summary um

So that it's easily accessible to me but for the time being that's currently still kept within uh within Notion closing thoughts uh the system and I completely get it from me like explaining this and just taking 40 minutes to go through this I'm sure a lot of people are going to think like why why not just use like Todoist or use whatever people choose to use for for project management um

Again I would say the system isn't actually that complicated at all I spend all of my time within Notion uh and sorry I spend very little time within Notion I spend 95% of my time within Amie within the desktop app or the mobile app uh and the rest of my time is really spent on task execution for me this is just a dream workflow that I I get up I I wake up up in the morning uh and I literally just have my day scheduled of these are according to what you've told what I've told Motion these are the most important tasks that I need to get done and I just open it and literally it's just straight into execution mode an ideal day for me is help the team in the morning headphones on into a flow State and just knocking out the these tasks and of course if they if I get them

Done faster than the allotted time which in many cases I do it will just reschedule and say these are the next most most important things and you'll just there's no friction in terms of uh getting your tasks completed everything is just given to you you're almost given a literally a schedule to-do list of this is what you need to get done and then you you're just left to to execute on it everything um

Everything else is like really seamless in terms of not having any open Loops I'm sure that most of you must have the problem um at least I did and I know I get quite a lot of people contacting me from from YouTube or from various different things perhaps more so than normal so it was a bigger problem for me um

But I'm sure people a lot of people get contacted a lot more than I do as well and this is just a really nice way at least for me to process all of the incoming requests I have of me all of the um communication like for example if I get a message in Slack and then I need to go and copy it and go and move into my task management system and paste it in there and add it to the right project it's just a lot more steps and me being able to like forward over or literally just press one button so yeah this is the system that I've built it's uh it's taken I wouldn't say it's taken but I've been working on this system for about three years in total now and this is kind of the latest iteration um

So yeah I hope it was interesting I hope that you learned something from the system any kind of feedback or questions as always feel free to to leave a comment and I also promise I will get back to making the rest of the other videos Next time I'll show you how we manage tasks within the Amie uh dashboard as well