#151 · AI Automation is HORRIFICALLY commoditized...
I’m not naturally organized and often let tasks slip through the cracks—I’ll forget things for weeks and have to reshuffle my to‑do list constantly. Even with more money and the ability to delegate, I still struggle to stay on top of daily work. I try to improve my systems, but at the end of the day I’m just figuring it out like anyone else.
When I feel overwhelmed, I take a minute to list every single task I actually have to do on paper. The overwhelm comes not from the total volume but from my perception of the volume bouncing around in my head. My simple steps: take a deep breath, identify the first thing bouncing around that I need to do and write it out, then identify the next thing and write it out, and keep rinsing and repeating for 10‑20‑30 minutes to get a big list of actionable steps. To push further, write out the first subtask needed to move that forward—for example, after moving provinces I needed to figure out car insurance; the first actionable step was to call a phone number. Knowing the exact step reduces friction and makes it much easier to get done; this is about eliminating akrasia (weakness of will). Reduce the friction and you’ll win.
Managing everything can get chaotic. I don’t have a fancy CRM; I’m pretty disorganized. My Google Drive is filled with countless files with little naming conventions. I’m good at taking ideas from conception to a minimum viable product quickly, but after that it often becomes a mess. For example, a couple of hours ago I responded to 92 DMs for Maker School without any system—I just opened the DMs tab and worked through them top‑to‑bottom, which I do every few days. Most people at my level would have a proper CRM, support tickets, a refund person, etc., but I don’t. Realistically I probably have around 50 Google Sheets and 100 notes. To keep track, I use a note‑taking app called Godspeed. I write a line like “respond to school DMs,” and it creates a giant to‑do list that I see each morning. You can use any tool you like—Apple Notes, Google Docs, etc.
I use a platform called Godspeed as a simple to‑do list and project manager, and ClickUp for agency work. I try to keep the number of platforms low to reduce complexity and avoid getting screwed over by too many tools.
I minimize friction at every step. I don’t start with the hardest part of my day; I begin with the easiest tasks—right now that’s responding to community questions, which is low effort and wakes me up. After 30‑45 minutes I’ve completed the highest‑ROI part of my day, then I move on to harder tasks and get into flow. I prioritize the most important work in the first couple of hours and keep friction low. I treat it as a daily habit rather than a weekly one, which aligns with the neurobiological basis of habit formation and our circadian rhythms. Doing the same things at the same time each day builds consistency and improves performance over time.