Workflows & Automations
Organize Your To-Do List with AI: 70 Tasks Into 6 Projects
A to-do list gets overwhelming in two separate ways, and they need two separate fixes. The first is capture: you promise something in an email, tell yourself you will write it down, and then don't. The second is shape. Once seventy items have accumulated, a flat list gives you nothing to start on, because scanning it costs more than doing any single thing on it. This walkthrough handles both. On capture, Carly reads the mail you send and catches the commitments inside it, the "I'll send that over" and "I'll get back to you" that you meant at the time, and files each one as a task the same hour you made the promise. It does the same with the recap your notetaker produces after a call, so what you agreed to in a meeting lands on the list instead of staying in your head. On shape, Carly reads the whole accumulated list and groups it into real projects, nesting each to-do under the right parent. Catch-ups and personal follow-ups get consolidated together, business follow-ups stay separate, and seventy scattered items become five or six projects you can knock out one at a time. The tasks can live in Carly's own to-dos, or in Todoist, Google Tasks, TickTick, or Microsoft Planner if that is where you already work.
Step by step
- 01
Catch the commitments in your sent mail
Let Carly read the email you send and pull out the promises inside it. A line like "I'll send that over" becomes a task within the hour, so the list stops depending on you remembering to add things to it.
- 02
Pull action items out of your calls
Point Carly at the recap your notetaker already produced, whether that is Zoom, Fathom, or another tool. What you agreed to on the call goes onto the list instead of staying in your head.
- 03
Understand why the list got overwhelming
The problem is not the number of tasks, it is that a flat list of seventy gives you no entry point. Reading it to decide what to do next costs more than any individual item on it.
- 04
Ask Carly to group the list into projects
Carly reads the whole list and sorts it into real projects rather than reordering it. Each to-do gets nested under the parent it belongs to, so related work sits together.
- 05
Consolidate the follow-ups that scatter
Catch-ups and personal follow-ups get pulled into one project, while business follow-ups stay in their own. These are the two kinds that multiply fastest and read as noise when they are mixed.
- 06
Work through five or six projects instead of seventy tasks
The same work, grouped, is something you can pick up one project at a time. Nothing was deleted; the list just stopped being a wall.
- 07
Send the tasks where you already work
Keep them in Carly's built-in to-dos, or connect Todoist, Google Tasks, TickTick, or Microsoft Planner. If your team runs on project management software, Carly also connects to Asana, Basecamp, ClickUp, Jira, Linear, Monday, Shortcut, Trello, and Wrike.
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"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."