How do you manage your tasks, projects, and ideas? Do you use an AI layer or a system to centralize new contacts?

#239 · how 18 year olds can land their first AI client

youtube ↗Agency Operations

How do you manage your tasks, projects, and ideas? Do you use an AI layer or a system to centralize new contacts?

I use a mix of tools. While many people rely on Apple Notes, I’ve found that the truly powerful setups involve Readwise, Obsidian, Notion, Anki, Quizlet, Adobe Acrobat, and Google Drive for knowledge management. For task and project tracking I use Linear, which feels like a super‑charged version of Apple Notes with AI tagging capabilities. The point is you can use whatever works for you – the system is less important than consistently capturing and organizing information.

task managementainotesproductivity

Related answers

youtube ↗Agency Operations

How do you manage to keep track of all the things you want to improve about your business? Is it just in your head or do you have a complex system? How many things do you manage week to week (Google Sheets, notes, etc.)?

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.

task managementgoogle sheetsautomation

youtube ↗Agency Operations

What software do you use to keep everything organized?

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.

softwareorganizationtools

youtube ↗Mindset

What tools or simple setup do you use for general knowledge upkeep and taking notes?

I try to publish as much of my long-form writing directly on my blog as possible. Publishing in public acts as a positive incentive mechanism—knowing that people will read my journal entries forces me to ensure my thoughts are clear, presentable, and well-structured. Aside from publishing publicly, I use an app called Standard Notes for taking general notes, and I have also used Day One on Mac in the past, which was quite valuable.

knowledge managementproductivitynote takingstandard notes

youtube ↗Agency Operations

I think you do a lot of tracking and logging like your end learnings in a sheet or another video. I'd be really interested in hearing more about that.

Sure. I use a deliverable tracker. I haven't used this personally, but here's how it works: each hour I note what I accomplished—e.g., created a hiring pipeline, updated a content calendar, added templates, etc. I let AI itemize it into a big sheet. The tracker lists all expenses and tasks, so I can quickly see what I did in the first hour, second hour, and so on. It serves as an accountability metric and I share it with others for transparency.

trackingdeliverableautomation