I work 20 hours a week, I’m a single parent to two young kids and I have three businesses to run. I won’t sugarcoat it — it’s a lot. And from the outside I’m sure it looks like I’m managing all of it without breaking a sweat but the reality is, as I’ve said many times, I have built a tonne of leverage for myself. Mainly because I have to. The show wouldn’t run without it.
And since I’m not in the business of not showing you exactly how I do everything, I thought I would show you step-by-step how to build one of the most critical AI agents I have that helps me run my life — my planning agent.
This agent automatically plans my week, assigns my tasks, reprioritises things based on my calendar and week, blocks in the time to work on projects and flags if there is anything missing or things I should consider allocating some time to and working on based on my goals. It’s basically an extremely helpful accountability assistant that plans everything for me and gives me a nudge in the right direction each week to stay on track.
If you feel like you a reinventing the wheel every week, overwhelmed by the sheer volume of things to remember and pack into your week and you actually want to achieve the goals you set out to achieve at the start of the year, then you need this in your life.
Before we start, here’s the finished workflow.
Every Friday at 4pm my weekly planning agent runs inside my Notion planner. I don’t need to be online. Notion doesn’t need to be open and I don’t need to do anything.
At the assigned time the agent automatically:
assesses what tasks I have outstanding and what is coming up over the next few weeks
looks at my objectives and key results (aka my goals), my projects and my calendar to assess priorities
allocates time and dates for all my tasks for the week ahead in my planner
flags anything that might be missing and analyses priorities not just based on due dates but what is strategically important to me
assigns the tasks and then creates a plan for me for the week ahead for me to review
In this guide, I’m going to show you exactly how I set up this agent inside Notion, starting with the databases it relies on, then the workflow itself, and finally the instructions that tell it how to do the job properly. Because as always, the most important part of all of this is the underlying system and instructions we are giving AI so that you can use it effectively to create real leverage not just a fun toy that you play with now and then.
Watch the complete setup ( 13 mins)
In this walkthrough I’ll show you the finished workflow so you can see what this looks like in action. The step-by-step set-up instructions are then outlined for you below.
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