The more that other people can do for you, the more you can do overall. In an ideal world, your to-do list consists of things that only you can do. Your art, your magic, those things that play to your unique set of skills. If you’re doing admin tasks or things that could be automated, you’re doing it wrong. Use these prompts to free up your to-do list to create space for what you love.
Discover the art of prioritization and delegation with ChatGPT. Copy, paste and edit the square brackets in ChatGPT, and keep the same chat window open so the context carries through.
Automate your to-do list with ChatGPT: 5 powerful prompts
Perfect prioritization
If everything is a priority, nothing is a priority. With no sense of what really matters, you’ll scramble through the day and end it feeling like you achieved nothing significant. Don’t let that happen. Discover how ChatGPT can help you prioritize your workload by assessing urgency and impact, allowing you to focus on what really moves the needle. Use this prompt each week, so ChatGPT acts as your personal AI assistant.
“Assess my list of tasks in the attached document/spreadsheet. Consider factors such as deadlines, project impact, required effort, and any recent updates or new tasks added since the last assessment. Prioritize these tasks based on urgency and impact, creating an updated priority list and ensuring I am concentrating on what moves the needle most for [specific project or business area]. Provide your reasoning for each recommendation.”
Streamline team tasks
If you’re being a busy fool, your team members probably are too. It makes sense. They have learned your inefficient practices and they’re wasting time and money. Make sure you give them tasks that play to their strengths. Use ChatGPT to delegate effectively by matching them up with the right things to do, ensuring efficiency, job satisfaction, and fewer headaches all round. Find your org chart or simply jot down a list of your top team members and their accompanying skills, with some notes on what they do.
“Analyze the provided list of roles, tasks and skills of my team members detailed in the attached document. Suggest the most effective delegation of these tasks, ensuring that each task is matched with a team member whose skills and strengths align with its requirements. Consider factors like task complexity and team members’ expertise. As team availability changes or new tasks emerge, I will add new information and ask you to update the delegation plan accordingly. The aim is to optimize productivity, enhance job satisfaction, and ensure efficient use of resources within the team.”
Clear your schedule
Stop doing things that don’t matter. Small tasks, pointless admin, responsibilities you don’t want and conversation topics you no longer care about. Opt out and feel the sense of freedom that ensues. Ask ChatGPT to help you maintain a focused schedule by identifying and eliminating low-priority tasks, giving you more time for high-value work. Don’t feel bad. Guilt is what has led you to take on more than you should. Get a second opinion from ChatGPT and remove the nonessential without fear. Run this prompt every week to keep the habit going. Take a screenshot of your calendar and use this accompanying prompt, and repeat once a week to continue the guidance.
“Review the attached calendar for my upcoming schedule. Ask me clarifying questions to identify meetings or tasks that are less critical or low-priority, and suggest alternative times when these could be rescheduled or delegated, so I can prioritize maintaining blocks of time for high-value work and strategic planning. Additionally, flag any commitments that may no longer be necessary or beneficial. Every time I send an updated calendar, ensure I consistently focus on the most impactful tasks and responsibilities.”
Track progress
To break records you have to make records. Enter ChatGPT. Configure a chat to keep tabs on ongoing projects, providing you with regular updates so you’re always informed on the status of your team’s work. Figure out what to measure and then measure it weekly, so that you always know where you stand and therefore where to make improvements. Once set up, keep adding your data every time you get it, and ChatGPT will populate and share the trends.
“Generate a progress report for my ongoing projects based on daily updates I will input. For each project listed in the attached document, include key metrics such as milestones achieved, tasks completed, pending items, and any identified issues or challenges. Compare the current status with the previous week’s data to highlight progress and areas needing attention. Ensure the report is structured to easily identify trends over time, and provide actionable insights where possible to guide next steps and improvements in project execution.”
Plan strategically
Now you know where you are, let ChatGPT help with the plan for where you’re going. Ask it for assistance breaking down your long-term goals into actionable steps, offering a clear roadmap to success that evolves with your business. When you know what to do, you can decide who you want on board to help you out.
“Create a detailed strategic plan for reaching [specific goal] within [timeframe]. This plan should break down the goal into actionable steps, key milestones, and timelines. Consider factors like available resources, potential challenges, and market conditions. As I provide new information on progress, changes in circumstances, or shifts in business strategy, update the plan accordingly. This will ensure the plan remains relevant and aligned with the evolving nature of my business and the market environment.”
5 ChatGPT prompts to master the art of productivity
Get good at organizing your time and knowing what you should be doing and when. Have ChatGPT on hand as your personal AI productivity planner. Prioritize to perfection, streamline your team’s tasks and clear your schedule of the nonessential. Track the progress you’re making and get updates as required, and create plans that evolve with new information and ideas. There’s no excuse not to get stuff done, so get on and do it.
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