Guide
Run your week from a notes workspace set up in one afternoon
For this guide and its prompts we recommend:
- Gamma turns four weekly reviews into a short monthly deck for your team. Free plan (source)
- Granola takes notes during calls. Free plan (source)
Offers checked 21 Oct 2026
You can now plan your day in one prompt.
A working notes workspace with a weekly review template and a daily plan prompt.
What you need
- A notes workspace with built-in AI
- Any AI chat assistant
- Your calendar
- One afternoon and your current task list
Recommended AI tools
GammaA laid-out deck or page from an outlineFree plan GranolaThe exact words people used, ready to reuseFree plan
Steps
Start from a template, then cut it down
Pick a simple planning template and delete what you will not use. Keep three parts: tasks, projects and notes. Move your current task list in.
WeakA workspace with twelve databases and colour codes for everything.
BetterTasks (due date, project, status), Projects (goal, next step), Notes (date, project). Nothing else for the first month.
Add a weekly review template
One page you copy every week: what got done, what slipped and why, the three things that matter next week, what to drop. Fill it in on the same day each week. For turning meeting notes into tasks, see /guides/meeting-notes-into-a-task-list/.
ExampleDone this week: ... Slipped, and why: ... Next week, three things: ... Drop or hand over: ...
Write a daily plan prompt
Each morning, give the workspace AI today's tasks and your calendar and ask for a plan that fits the free hours. Leave gaps; a plan with no gaps fails by noon.
Put the plan into the calendar
Block time in your calendar for the two or three tasks that matter most today. Move what does not fit to tomorrow on purpose, not by accident.
The full instruction
Copy it into any AI chat assistant and change only the first line.
Change only this line: MUST_DO = [send the spring price list to wholesale customers] You help me plan my day from my tasks and my calendar. The one thing that must happen today is my MUST_DO. Plan for working hours of 9 to 17 with a lunch break unless I tell you otherwise. First I paste today's calendar (meetings and fixed times) and my open tasks with due dates. Do three things: 1. Pick at most three tasks for today, my MUST_DO first, and say why. 2. Place them in the free time with gaps between blocks. 3. List what moves to tomorrow or later, and one task I could drop or hand over. Do not fill every hour. Start with the three tasks. Paste your material below this line:
What you end up with
A small workspace you really use, a weekly review that takes the same few minutes each week and a daily plan that fits the hours you have.
Common mistakes
- Building a complicated system before you have used a simple one for a month.
- Planning every hour with no gaps.
- Skipping the weekly review, so the task list grows and nothing gets dropped.
Processes that need more than one tool
Each process below uses several tools, each for the job it does best. Any AI chat assistant works where one is named.
Workspace from a template
Tools, in order: a notes workspace → the workspace's built-in AI
- Pick a simple planning template in a notes workspace and delete every part you will not use in the first month.
- Ask the workspace's built-in AI to sort your current task list into tasks and projects.
The prompt for this process
Help me set up a simple planning workspace. My work: [one sentence] My current tasks: [paste] Suggest only three parts: tasks (with due date, project, status), projects (goal, next step) and notes (date, project). Sort my tasks into projects. Say which template parts I should delete for the first month. Keep it simple enough to use daily. Start with the projects.
Weekly review template
Tools, in order: any AI chat assistant → a notes workspace
- Ask the chat assistant for a weekly review page with a few fixed questions.
- Save it as a template page in the workspace and fill it in on the same day each week.
The prompt for this process
Write a weekly review template for a small business owner. My week usually includes: [e.g. orders, shop hours, supplier calls] Time I have for the review: [minutes] At most 6 headings with one short question each: done, slipped and why, three things for next week, what to drop or hand over, one thing to learn, notes. Add one line of example text under each. Start with the headings.
Daily plan prompt
Tools, in order: the workspace's built-in AI → your calendar
- Each morning, give the workspace AI today's tasks and your calendar.
- Block the two or three chosen tasks in your calendar and move the rest to another day on purpose.
The prompt for this process
Plan my day. Calendar today: [paste] Open tasks with due dates: [paste] Hours I can work: [e.g. 9 to 17] Must happen today: [one task] Pick at most three tasks, the must-happen one first. Place them in free time as blocks with gaps between them. List what moves to tomorrow and one task to drop or hand over. Do not fill every hour. Start with the three tasks.
Monthly team summary
Tools, in order: a notes workspace → Gamma
- Collect the four weekly reviews of the month from the workspace.
- Turn them into a short Gamma deck for your team: what moved, what is next, what you need from them.
The prompt for this process
Turn my four weekly reviews into a short monthly summary deck for my team. Weekly reviews: [paste] Team: [who they are] Make at most 5 slides: what got done, what slipped and why, next month's three priorities, what I need from the team, questions. At most 30 words per slide. Use only what is in my reviews, no invented numbers. Start with slide 1.
For this result we recommend these tools
This guide describes a result. These tools are one way to get there faster. Whether one pays for itself depends on your work, and we promise no result.
From Ema’s story: Ema designs invitations that spell correctly
ToolGamma
AI tool for creating presentations, documents and simple websites from prompts.
From $9 per seat per month, $108 per seat billed annually (Plus) (source, checked 2026-10-07)
Gamma is an AI tool that builds slide decks, one-page documents and simple web pages from an outline. In this guide it is used in “Monthly team summary”. People use it for proposals, lesson slides and reports, and it stands out because the result is shared as a link that reads well on a phone.
Free plan (source, checked 21 Oct 2026)
Granola
An AI notepad that turns your meetings into clean notes without a meeting bot.
From $14 per user per month (Business) (source, checked 2026-10-16)
Granola is an AI notepad for meetings that writes up your notes from the call audio, without a bot joining the call. In this guide it is one of the tools for “Run your week from a notes workspace set up in one afternoon”. It is used for client calls, interviews and team meetings, and it merges your own rough notes and the transcript into one clean summary.
Free plan (source, checked 21 Oct 2026)
We recommend a specialised tool for each process rather than one tool that does everything. Tools that try to do everything rarely do any one job really well, because no single function gets perfected. It is the same in life, in business and in relationships: spread your attention over ten places and nothing gets done properly.
Forward, without brakes
Now that the Kailiniai Heroes exist, you can have your own. Create one hero or several, and use them for goals that used to need a whole team or a big budget.
