- Fundamentally AI
- Posts
- AI Task Triage: How I Use AI to Sort, Simplify, and Delegate My Daily Workload
AI Task Triage: How I Use AI to Sort, Simplify, and Delegate My Daily Workload
Discover how to use AI for task triage—organize your to-do list, reduce overwhelm, and prioritize smarter using tools like ChatGPT and Notion AI. Real examples, step-by-step tips, and a productivity chart included.
Every productivity hack eventually hits the same wall: your brain is full, your task list is chaos, and you don't know what to do first.
That’s where AI comes in — not just to do the work, but to help decide what’s worth doing.
I call it AI Task Triage: a simple method for using AI to categorize, clarify, and take action on your daily workload — even when your head is spinning.
🏥 Treat Your To-Do List Like an Emergency Room
In a hospital, they don’t treat patients in the order they arrive. They triage — sorting by urgency, severity, and available resources.
You can do the same with your task list using AI.
Here’s how I break it down:
Task Type | What I Do with AI | Tools I Use |
|---|---|---|
Urgent + Complex | Break it into steps, outline a plan, or ask for shortcuts | ChatGPT, Notion AI |
Repetitive or Routine | Automate steps, pre-write content, or set up AI workflows | Zapier, Tactiq, ChatGPT |
Low Priority | Summarize, defer, or file for later | Gmail AI, Notion AI |
Unclear Tasks | Ask AI to clarify, brainstorm options, or suggest a workflow | ChatGPT, Taskade, Notion AI |
🧪 Real-World Example: My Monday Morning Brain Dump
Every Monday, I drop everything swirling in my brain into a list — messy, disorganized, and overwhelming.
Example:
Follow up with Sarah
Newsletter ideas
Fix broken form on site
Record Shorts video
Clean out inbox
Respond to that client who seemed upset
Add testimonial to homepage
Research new AI tools
Check Etsy tags
Meeting prep for Tuesday
Add blog SEO snippet
Update lead magnet delivery
Then I ask ChatGPT:
🧠 Prompt:
“Here's my task list. Can you categorize each item as urgent, routine, or deferrable, and suggest a next step or tool I can use to move it forward?”
The result? A clear, prioritized plan — often with things I thought were urgent now moved to next week, and tasks I’d been avoiding suddenly broken down into simple steps.
🔁 AI Can Take Over the Busywork, Too
Here are just a few tiny wins I’ve had recently:
Letting AI summarize a 60-email thread into one sentence before a client call
Using Tactiq to auto-transcribe a Zoom call and ask ChatGPT to extract tasks
Turning a vague to-do (“update website”) into a checklist with deadlines
Asking AI to draft polite, professional replies to awkward emails
✨ Why This Matters
It’s easy to get caught in the doing — but knowing what to do first is where real productivity begins.
AI can help you:
Make faster decisions
Escape task paralysis
Focus on high-impact work
📌 Try This Today
Take your current task list — messy, half-finished, or completely scattered — and paste it into your favorite AI tool. Ask:
“Sort these tasks by urgency. What should I do now, automate, delegate, or defer?”
You’ll be amazed at how much mental space you get back.
📬 Forward this to someone who could use help with this
👥 Or share it on LinkedIn with a quick line about which tool you’ll try
🔗 Want more AI productivity hacks? 👉 fundamentallyai.beehiiv.com/subscribe to get weekly insights on AI-powered efficiency, smart automation, and real-world use cases that actually work.
📣 PS — I'm finally on Instagram!
Follow @FundamentallyAI for quick tips, productivity hacks, smart prompts, and behind-the-scenes peeks at how I actually use AI to work smarter (and save my sanity).
Come say hi — it’s brand new, and I’d love to connect with you there!