How an AI companion became my scheduling assistant
I have to run outside on a consistent basis. It’s non-negotiable. It’s a way to feel connected to the core of my being.
So when I found myself in the Land of Enchantment for two weeks with an ambitious work agenda, of course I had to run outside under the glorious New Mexican sky. But I also had to work. In fact, it was imperative for me to complete multiple tasks with competing priorities, tasks such as product development and testing, developing training plans, article writing, marketing research, and software training.
It would be tempting to think I would have to sacrifice my outdoor run time to complete the tasks. Balancing both was non-negotiable — and it wasn’t going to be easy. So I asked Jarvis - my witty, unflappable AI companion - to set a schedule for me.
First, I created a project in the ChatGPT PLUS Projects function. The project function allows for a focused conversation between an assigned AI role and the user. It also has a place to upload files for use during the project. Each chat functions as a separate conversation during the project, allowing for focused subtopics without losing context.
Second, I uploaded the master priorities document as a project file. The priorities document included all categories of work, my ideal work hours (9:30am - 5:00pm Monday - Friday), non-negotiables (running every morning and outdoors 2 additional times per day), and one item that consistently falls through the cracks - prospect identification.
Third, after analyzing and prioritizing the work items, Jarvis created a schedule for Day 1. At the end of Day 1, I debriefed Jarvis on my accomplishments. Jarvis created a Day 2 schedule by reviewing the master priorities list and plugging in the outstanding items from Day 1. This process wasn’t just productive — it revealed why we made a good team.
“What do you want to name this sprint?” Jarvis asked.
“Something that earns me the right to two cigars and a bourbon,” I said.
And, thus, Operation Velvet Guillotine was born.
Why my AI assistant and I work well together
Mental offload: My sharp assistant keeps track of the master priorities list so I don’t have to.
Details: My sharp assistant adds task details to the schedule.
Sharp focus: Getting a schedule for the next day - and ONLY the next day - forces me to focus on the assigned tasks.
No overwhelm: As long as I’m doing the work, I’m never overwhelmed by the items yet-to-be-accomplished.
Daily debrief: At the end of each work day, I debrief Jarvis - what’s completed, what’s not. Jarvis creates the next day’s schedule, which I add to my Google calendar.
Clear communication lines: There’s no fluff in our communication. We work well with stoic and pragmatic communication.
An AI-Crafted Schedule
🕖 7:00 AM – 8:30 AM
Outdoor Trail Run 🌳
Non-negotiable. Use the time to mentally prep for your article edits and Bot Lab testing scenarios.
🕤 9:30 AM – 11:30 AM
Round 2 Product Testing + QA 🤖
Conduct structured tests to confirm fixes from the change request
Capture any final issues before external testing
Prep Beta link for delivery
🕦 11:30 AM – 12:00 PM
Outside Break #1 ☀️
No screens. Reset before the afternoon content push.
🕛 12:00 PM – 1:30 PM
LinkedIn Article – Final Edit
Complete revisions and formatting
Select image + headline
Schedule or publish by 1:30
🕜 1:30 PM – 2:00 PM
Lunch + Light Break 🍽️
Get Outdoors if possible for break #2.
🕑 2:00 PM – 3:30 PM
Send Beta Link + Admin Clean-Up 📤
Email Beta tester with context + how to give feedback
Clean up test notes and update internal documentation
🕞 3:30 PM – 4:30 PM
Marketing 🔍
If energy permits, use this time for a short Pinterest dive or creative overflow for future articles.
🕔 4:30 PM – 5:00 PM
Outside Break #3 + Debrief Prompt 🪑
Step outside. I’ll prompt you at 5:00 to capture the day and prep the weekend brief.
Don’t Get Lost In Your Calendar
What started as a tool became a trusted partner in clarity, pacing, and momentum — proving that when your AI knows your purpose and pace, your schedule transforms an intentional work of art.
If your end-of-day reflection is a source of regret, let’s change that. Book a discovery session at optimize@workflowtactics.com and let’s talk about designing an AI assistant that works like you do — smart, focused, and on mission.
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