FacileThings

November 2023: Here is where we are at

AUTHOR: Francisco Sáez
tags Newsletter Improvements Project Management
November 2023: Here is where we are at

Hello everyone!

This month we have launched a new feature so you can plan your most complex projects in a natural way. The presentation article explains how to use this new tool with examples, but if you need more information about the Natural Project Planning model, here is a more detailed explanation.

We are currently making some small improvements and starting to develop a new feature called Project Templates. This option will allow you to create new projects from a previously created template; you will be able to create regular and repetitive projects with a single click.

Let’s talk about Artificial Intelligence. Now that it’s pretty clear that AI has evolved to a point where it can clearly help improve our productivity across a wide variety of tasks, we at FacileThings are thinking about how to incorporate it into the GTD workflow.

For example, the new Natural Project Planning feature has an AI assistant that offer suggestions that can inspire you to figure out how to achieve the desired result.

We can think of a few other situations where AI can be useful, but I want to ask you. I’m sure some of you have already thought about it. In what situations in your daily work with FacileThings would you like to have some type of extraordinary help based on AI?

I would greatly appreciate your feedback in the comments below :)

That’s all for now!

avatar
Francisco Sáez
@franciscojsaez

Francisco is the founder and CEO of FacileThings. He is also a Software Engineer who is passionate about personal productivity and the GTD philosophy as a means to a better life.

The 5 steps that will put your life and work in order

Download the ebook The GTD® Workflow FOR FREE!

ebook cover

10 comments

avatar
Commented 3 months ago Alex

There are three ways I can think of this (aside the project planning):

1. Having AI generate related content to a task. So, I open a task and can check on a new tab the related content, where AI can show me other notes and tasks that are related, specially already done tasks (there may exist work already done that I can incorporate).

2. Having AI generate tasks associated with what I'm reviewing in the weekly review. "I see that you have a meeting about this, care to add task review agenda on the day before?"

3. In the engage stage, AI can see all my next meetings and, as such, already show tasks that I have time for and, based on the day, show only profissional tasks, and reducing my overhead of selecting filters.

avatar Alex

There are three ways I can think of this (aside the project planning):

1. Having AI generate related content to a task. So, I open a task and can check on a new tab the related content, where AI can show me other notes and tasks that are related, specially already done tasks (there may exist work already done that I can incorporate).

2. Having AI generate tasks associated with what I'm reviewing in the weekly review. "I see that you have a meeting about this, care to add task review agenda on the day before?"

3. In the engage stage, AI can see all my next meetings and, as such, already show tasks that I have time for and, based on the day, show only profissional tasks, and reducing my overhead of selecting filters.

avatar
Commented 3 months ago Leonid

An artificial intelligence can remind me of tasks based on location. For example, it can pop up a task for me to "buy toothpaste" when I pass by a pharmacy or store that sells toothpaste.

avatar Leonid

An artificial intelligence can remind me of tasks based on location. For example, it can pop up a task for me to "buy toothpaste" when I pass by a pharmacy or store that sells toothpaste.

avatar
Commented 3 months ago Cyrus

A productive month! Thank you for all you do.

I hope one of the "small improvements" you are considering regarding the new Natural Project Planning is the ability to trigger it when Clarifying "stuff" and from any existing Project that would benefit from planning the project that feels stuck or was not as well thought out as it should be. In short, the Natural Planning Model is useful at all stages in a Project, starting at its creation, during its lifespan, and even when consider if it is time to complete it.

As for AI improvements, I have a small list to consider:

- Identify keywords used in Task description that indicate it should be a scheduled task or a routine task
- Evaluate if a Task description is actionable or not
- Identify if a task is too big to be a single next action and should be a project instead (which then trigger the Natural Planning Model)
- Using the Analytics, identify key days of the month that would be better suited for "High" or "Low" energy next actions
- Using the Analytics, identify key Areas of Responsibility, Goals, and Projects that are getting too much or too little attention
- Use AI to help with a mind sweep
- Use AI to help with the Weekly Review
- Use AI to help identify task that were assigned to collaborates and recognize how long they have not been closed
- Use AI to help identify tasks created but not completed, and ask if they are still needed (useful during the Weekly Review)
- Use AI to sort through Someday/Maybe and help identify possible candidates based on similar tasks active in the system (i.e. "not Someday/Maybe")
- Use AI to help create a Purpose, Vision, Goals, and Areas of Focus
- Use AI to have a conversation approach with the user that helps identify areas of their GTD knowledge that need improvement (i.e. "using AI as a teacher of the GTD method")
- Use AI to help identify if the person has overloaded themselves based on Analytical data
- Use AI to warn the user that they have scheduled too many Calendar tasks (for example, if I scheduled seven Scheduled tasks but analytical data suggest I have only ever completed up to two, send a warning so the user doesn't overlook themselves)

In short, use AI to "be the coach". I use AI every day to help gain insight into my life and work. AI used as such with FacileThings would be a powerful tool and partner in ensuring I stay productive and focused.

avatar Cyrus

A productive month! Thank you for all you do.

I hope one of the "small improvements" you are considering regarding the new Natural Project Planning is the ability to trigger it when Clarifying "stuff" and from any existing Project that would benefit from planning the project that feels stuck or was not as well thought out as it should be. In short, the Natural Planning Model is useful at all stages in a Project, starting at its creation, during its lifespan, and even when consider if it is time to complete it.

As for AI improvements, I have a small list to consider:

- Identify keywords used in Task description that indicate it should be a scheduled task or a routine task
- Evaluate if a Task description is actionable or not
- Identify if a task is too big to be a single next action and should be a project instead (which then trigger the Natural Planning Model)
- Using the Analytics, identify key days of the month that would be better suited for "High" or "Low" energy next actions
- Using the Analytics, identify key Areas of Responsibility, Goals, and Projects that are getting too much or too little attention
- Use AI to help with a mind sweep
- Use AI to help with the Weekly Review
- Use AI to help identify task that were assigned to collaborates and recognize how long they have not been closed
- Use AI to help identify tasks created but not completed, and ask if they are still needed (useful during the Weekly Review)
- Use AI to sort through Someday/Maybe and help identify possible candidates based on similar tasks active in the system (i.e. "not Someday/Maybe")
- Use AI to help create a Purpose, Vision, Goals, and Areas of Focus
- Use AI to have a conversation approach with the user that helps identify areas of their GTD knowledge that need improvement (i.e. "using AI as a teacher of the GTD method")
- Use AI to help identify if the person has overloaded themselves based on Analytical data
- Use AI to warn the user that they have scheduled too many Calendar tasks (for example, if I scheduled seven Scheduled tasks but analytical data suggest I have only ever completed up to two, send a warning so the user doesn't overlook themselves)

In short, use AI to "be the coach". I use AI every day to help gain insight into my life and work. AI used as such with FacileThings would be a powerful tool and partner in ensuring I stay productive and focused.

avatar
Commented 3 months ago Francisco Sáez

Hi Alex,

I find all your suggestions very interesting, because they are all based on an AI that is fed with your own data. For me, that is the most interesting aspect of AI, it can turns it into a very smart assistant.

I've added them to our "AI Reference Material" notes to consider later.

Thank you so much!

avatar Francisco Sáez

Hi Alex,

I find all your suggestions very interesting, because they are all based on an AI that is fed with your own data. For me, that is the most interesting aspect of AI, it can turns it into a very smart assistant.

I've added them to our "AI Reference Material" notes to consider later.

Thank you so much!

avatar
Commented 3 months ago Francisco Sáez

Hi Leonid,

That would be a great feature. Thanks so much for the suggestion! :)

avatar Francisco Sáez

Hi Leonid,

That would be a great feature. Thanks so much for the suggestion! :)

avatar
Commented 3 months ago Francisco Sáez

Hi Cyrus,

Yes! Your suggestions about linking the Natural Planning model to the Clarify stage and the Project management are already in the oven.

Thank you for this very detailed list of suggestions. I like that many of these them are at specific points in the workflow where they would really help get things done more effectively.

I am with you that the use of AI in a productivity application should go in the direction of "being coached".

I've added your list to our "AI Reference Material" notes to consider later.

Thank you so much! :)

avatar Francisco Sáez

Hi Cyrus,

Yes! Your suggestions about linking the Natural Planning model to the Clarify stage and the Project management are already in the oven.

Thank you for this very detailed list of suggestions. I like that many of these them are at specific points in the workflow where they would really help get things done more effectively.

I am with you that the use of AI in a productivity application should go in the direction of "being coached".

I've added your list to our "AI Reference Material" notes to consider later.

Thank you so much! :)

avatar
Commented 3 months ago Anders

I do have many items in my system. Thus, it is often the case that I can't go through all of it during my weekly reviews. In addition, I do have monthly, quarterly and annual reviews, which do have additional steps.

For me, A.I. would be very helpful if it supported me in my reviews, e.g. bringing into focus what needs attention based on contents and meta data also other than focus and urgency.

Another point would be to search through existing items on demand during clarification, in order to avoid doublettes (which do happen from time to time).

And, finally as for now, A.I. might suggest routines or change of existing routines, based on observing my behavior. Or share important insights on my using FacileThings in comparison to how it "ideally" should be used.

Overall, this goes a lot towards assistance and/or coaching.

avatar Anders

I do have many items in my system. Thus, it is often the case that I can't go through all of it during my weekly reviews. In addition, I do have monthly, quarterly and annual reviews, which do have additional steps.

For me, A.I. would be very helpful if it supported me in my reviews, e.g. bringing into focus what needs attention based on contents and meta data also other than focus and urgency.

Another point would be to search through existing items on demand during clarification, in order to avoid doublettes (which do happen from time to time).

And, finally as for now, A.I. might suggest routines or change of existing routines, based on observing my behavior. Or share important insights on my using FacileThings in comparison to how it "ideally" should be used.

Overall, this goes a lot towards assistance and/or coaching.

avatar
Commented 3 months ago Francisco Sáez

Hi Anders,

Warning about possible duplicates when you are clarifying things and receiving recommendations on the frequency of routines., seem two interesting features. :)

We will also investigate to see what can be done to assist with the reviews.

Thanks so much!

avatar Francisco Sáez

Hi Anders,

Warning about possible duplicates when you are clarifying things and receiving recommendations on the frequency of routines., seem two interesting features. :)

We will also investigate to see what can be done to assist with the reviews.

Thanks so much!

avatar
Commented 3 months ago Thomas

I agree with the people who see AI as a way to make sense of your own data. Duplicate entries, or suggestions to group stand-alones into projects when they seem to relate to the same projets, for example. But I think before that, you can use AI to code you a new Android app. I'm now back to FT again for the 4th time since 2018. All in all, it's the absolutely best GTD solution for me - except for the Android app. It seems to be done as an afterthought - a web page wrapper, rather than a true app (AFAIK). So I can't share to it from other apps - and the Capture system for me is one of the most important aspects of a GTD system. If it's not smooth, then it's a bother.

Another issue with the app is that you have no android widgets. These could be permanent widgets on your mobile desktop with, for example, all Next Actions, or the Actions in a given project. Furthermore, the app can't be exited by going back, instead it has to be "manually" killed to close.

AI is pretty good at coding, and the App is reasonably simple from a development perspective. Why not use AI to improve the app?
Other than that, thank you for all that you do Francisco!

avatar Thomas

I agree with the people who see AI as a way to make sense of your own data. Duplicate entries, or suggestions to group stand-alones into projects when they seem to relate to the same projets, for example. But I think before that, you can use AI to code you a new Android app. I'm now back to FT again for the 4th time since 2018. All in all, it's the absolutely best GTD solution for me - except for the Android app. It seems to be done as an afterthought - a web page wrapper, rather than a true app (AFAIK). So I can't share to it from other apps - and the Capture system for me is one of the most important aspects of a GTD system. If it's not smooth, then it's a bother.

Another issue with the app is that you have no android widgets. These could be permanent widgets on your mobile desktop with, for example, all Next Actions, or the Actions in a given project. Furthermore, the app can't be exited by going back, instead it has to be "manually" killed to close.

AI is pretty good at coding, and the App is reasonably simple from a development perspective. Why not use AI to improve the app?
Other than that, thank you for all that you do Francisco!

avatar
Commented 3 months ago Francisco Sáez

Hi Thomas,

You're right. The mobile app was originally created as an extension to the web app, with the sole purpose of helping you capture and review your lists when you're out and about. Additionally, it is a hybrid application (it's the same code for Android and iPhone) which makes it difficult to integrate it well with phone features (sharing, widgets, etc.). We will create simpler mobile apps that can take advantage of these features, but it will take time.

Thanks for your feedback!

avatar Francisco Sáez

Hi Thomas,

You're right. The mobile app was originally created as an extension to the web app, with the sole purpose of helping you capture and review your lists when you're out and about. Additionally, it is a hybrid application (it's the same code for Android and iPhone) which makes it difficult to integrate it well with phone features (sharing, widgets, etc.). We will create simpler mobile apps that can take advantage of these features, but it will take time.

Thanks for your feedback!

Posts are closed to new comments after 30 days.

Try FacileThings FREE for 30 DAYS and start living at your own pace

No credit card required for the free trial. Cancel anytime with one click.