End of year rush? Learn how AI helps organize tasks and remember appointments

In addition to being a sign that the year is about to end, the approach of Christmas can be a trigger for many people: one of the busiest periods of the year has begun. The agenda includes work deliveries before the holidays, shopping, social gatherings and, for those with children, some additions, such as managing school holidays.

If you are one of those who feel this accumulation of tasks, some artificial intelligence tools promise to help you. Scheduling appointments, sending notifications to remind you of tasks, and helping you plan goals are some of the functions.

One of the new routine organization features was recently launched on ChatGPT. The feature, called “Tasks,” allows the user to create lists and receive reminders throughout the day via in-app and email notifications.

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Personal assistants on Apple and Google Android devices have also been improved using AI. On the latest iPhone models, for example, the Reminders app now automatically suggests tasks, based on emails or notes, using Apple Intelligence, Apple’s AI. Gemini, from Google, has similar functions.

Below, discover some practical ways to use AI to organize your routine, receive reminders, and create more automated to-do lists.

1.ChatGPT to organize tasks and receive reminders

One of the most useful features of ChatGPT for those who want help organizing their routine is called “Schedules”. It lets you create tasks with a specific date and time, sent as a text or audio message, and the app itself takes care of reminding you, with in-app and email notifications.

To make an appointment, simply send the AI ​​the appointment you want to remember, along with the date and time you will receive the reminder. There are also options to use artificial intelligence itself to facilitate the planned task. For example: “I have a date with friends on December 10th and I need to have desserts, so I want you to send a notification at 9 a.m. that day with six recipe suggestions and a shopping list of ingredients.”

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It is also possible to ask the AI ​​to assist with recurring tasks. One possibility is to program it so that it sends, every Monday, at 8 a.m., a notification with the stages of the project to be carried out, based on an initial schedule.

Tasks are saved in a specific area of ​​ChatGPT, accessible via the user menu (in Settings > Schedules > Manage). You can view, edit, pause or delete each item. There is a limit of 10 active tasks at the same time and the functionality is limited to paid plans.

In addition to reminders, ChatGPT can help divide projects into stages and create schedules – options that are also free to access. You might ask something like “create a three-week plan to organize my move” or “make a list of Christmas dinner essentials with recipe options.” Responses can be initial scripts

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For holiday shopping, one idea is to send a list of gifts to purchase and use the “Shopping” feature to search for options via ChatGPT.

2. Is there a way to organize your routine with the help of AI?

If the problem is understanding how to organize for projects with different deadlines, artificial intelligence tools can help organize priorities. For example, AI can analyze delivery dates and emergencies and suggest an execution order.

To do this, simply ask the tool (whether ChatGPT, Gemini, or Copilot) to list tasks, include deadlines and level of complexity, and ask for prioritization – something like “organize these tasks.” (make a list of what they are, with deadlines and time available) and help me establish a timetable for accomplishing them. AI can help distribute work based on available dates and times.

For more advanced users, ChatGPT can also be used to create custom assistants, called GPTs, which can be connected to external applications, such as Google Calendar.

Calendar and email integration is also available on Gemini and Copilot, depending on the subscription plan. Both allow you to speak to the AI ​​in natural language and ask for help in organizing your calendar, creating lists or creating small routine reminders.

On Gemini, for example, paid plan users can integrate AI with Google Calendar, Google Tasks, Gmail, and Drive, allowing you to create events, receive reminders, or suggest deadlines based on email content or documents saved to Drive. Integrated with Outlock, Copilot also suggests quick commands to create tasks, configure events, and remember pending issues. The advantage is that everything is in the Microsoft environment.

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In any case, the secret is to ask clearly: the more specific the command, the better the answer. And, even if the tools are technological, the use that helps the most is the simplest: how to transform this mental chaos of “I’ll see later” into a practical list, with a deadline.

3. Android and iOS app updates

Those who prefer something more direct on their cell phone can also use well-known to-do apps, now powered by AI, that go beyond calendar appointments.

On Android, Google Assistant helps you organize your routine with voice or text commands. You might say, “Remind me to buy a gift for Secret Santa on Saturday morning” or “Create a to-do list for the week with deadlines and priority.” Reminders are now automatically saved in the Google Tasks app, which centralizes everything in one place.

On iPhone, the Reminders app now uses artificial intelligence from Apple Intelligence to suggest tasks based on the content of emails, notes or messages. Siri has also become smarter: it understands context better and can turn simple sentences into commands, such as “remind me to send the report tomorrow at 10 a.m.” AI functions are available from the iPhone 15 Pro model.