Task layering is an efficient method of managing multiple tasks by strategically combining them to save time and mental energy. We touched on it in the article on using AI for self-care, but it’s a subject that’s earned its own article.
This approach enables individuals to streamline their daily routines, making room for regular self-care activities without compromising productivity. And all the while it alleviates things like guilt, shame, confusion, overwhelm. It removes many of the emotional and mental barriers so many people struggle with daily. “If I prioritize this, does that make me a shitty person? Does it mean that I don’t care enough about that or the other?
How AI Facilitates Task Layering
AI tools can automate and optimize how tasks are layered, ensuring that time spent on necessary activities doesn’t encroach on time reserved for self-care. For example, AI can help schedule tasks in a way that aligns similar activities together, reducing the mental load of switching between completely different tasks.
Examples of Task Layering for Self-Care
- Meal Preparation and Planning
Use AI to plan your weekly meals based on your dietary preferences and schedule. The AI can suggest a shopping list, recipes, and even the best times to prepare meals based on your calendar. Once you shop, spend a few hours preparing the ingredients or cooking in bulk, which ensures you have healthy meals throughout the week and more free time for relaxation.
- Automated Scheduling for Exercise and Breaks
Set up an AI-driven reminder system that prompts you to take breaks or engage in physical activity throughout the day. For instance, after every 90 minutes of work, the AI could remind you to stretch, walk, or do a quick 5-minute workout. This not only helps in maintaining physical health but also boosts mental well-being.
- Content Creation and Distribution
For those involved in content creation, AI can streamline the process of writing, editing, and distributing content. Begin by creating a large piece of content, such as a video or an article. AI can then help segment this content into smaller posts, schedule them across different platforms, and optimize them for each audience, turning a single task into multiple outputs with minimal additional effort.
- Admin Tasks and Correspondence
Use AI-driven tools to manage email responses, set appointment reminders, and handle routine inquiries. This frees up chunks of time that can be repurposed for engaging in hobbies, spending time with loved ones, or simply resting.
Prompts and Tools for Implementing Task Layering
- Meal Planning AI Prompt: "Based on my dietary preferences (list preferences), generate a meal plan for the week, including a shopping list and simple prep instructions.
- Exercise Scheduler AI Prompt: "Create a daily schedule of 10-minute exercise breaks that align with my work calendar. Include a variety of activities like stretching, yoga, and quick cardio."
- Content Distribution AI Prompt: "Take my latest blog post and create shorter versions formatted for Twitter, Instagram, and Facebook. Schedule them to post throughout the week."
- Admin Automation AI Prompt: "Setup automatic email responses for common inquiries and reminders for upcoming meetings two days in advance."
9 AI Tools for Task Layering
Trello (with Butler)
Functionality: Trello is a versatile task management tool that uses boards, lists, and cards to organize tasks. With the addition of Butler, a powerful automation feature, users can automate workflows, set reminders, and manage deadlines.
Best Use: Use Butler to automatically move tasks to a “Done” list, send reminders for due tasks, and schedule weekly task planning sessions. This helps maintain a clear overview of projects and daily tasks in one place.
Zapier
Functionality: Zapier is an automation tool that connects your favorite apps and services and automates workflows. It can transfer information between web apps automatically, saving time and reducing manual tasks.
Best Use: Set up Zaps to automatically schedule social media posts right after you publish a blog post, or sync tasks across different project management tools. This streamlines the content distribution process and ensures consistency across platforms.
Asana
Functionality: Asana is a project management tool that helps teams organize and track the progress of their work. It offers task assignments, timelines, and automation features.
Best Use: Utilize Asana’s automation features to trigger reminders for breaks or to shift tasks that require different levels of cognitive effort, ensuring balanced work intervals. It’s also great for mapping out sequential tasks that depend on the completion of earlier tasks.
IFTTT (If This Then That)
Functionality: IFTTT connects different apps and devices by creating a series of conditional statements, or applets. It works with over 600 apps including Twitter, Google Drive, and iOS devices, automating actions based on your preferences.
Best Use: Use IFTTT to integrate your smart home devices with your personal calendar. For example, you can set it to dim your home office lights as a reminder to wrap up work, or start your coffee maker at a certain time in your meal prep schedule.
Google Calendar
Functionality: Google Calendar is more than just a scheduling tool. With its ability to create multiple calendars, set reminders, and schedule recurring events, it’s a powerful tool for personal time management.
Best Use: Create different calendars for various types of tasks (e.g., meetings, deep work, breaks). Use reminders to switch between tasks efficiently, maintaining a balance between high-focus activities and rest periods.
Microsoft Power Automate (formerly Microsoft Flow)
Functionality: This tool helps automate workflows across multiple applications and services. It can automate tasks from simple push notifications to complex business processes.
Best Use: Automate data entry tasks, synchronize files between applications, and manage email alerts for project updates. This can significantly reduce manual work and ensure that information is timely and consistent.
Todoist
Functionality: Todoist is a task manager that’s great for personal use or teams looking to manage tasks and projects. It features powerful organization tools like labels, filters, and priorities.
Best Use: Employ Todoist’s labeling and filtering capabilities to manage tasks by energy level or required focus. Set priority levels and use recurring task features to ensure regular breaks and self-care activities are never overlooked.
Notion
Functionality: Notion combines note-taking, task management, and database creation into one tool. It allows for a high degree of customization and can serve as a central hub for personal and professional project management.
Best Use: Create an integrated workspace in Notion that includes your calendar, to-do lists, and personal journals. Utilize its database feature to track progress on tasks and visualize how different projects overlap and can be layered effectively.
AkzisAI
Spin up preconfigured self-care bots through the AkzisAI dashboard for time management, meal planning, scheduling, and even fitness. Give them access to your Google Calendar (or Trello or Notion) and let them work behind the scenes to make your life easier and smoother.
These tools can streamline the process of task layering, making it easier to manage time efficiently while integrating essential self-care routines into daily life. They can help ensure that even with a busy schedule, personal well-being remains a top priority. And when using AI tools, they’re putting your self-care first, you are not. Meaning, no need for guilt or shame over specific choices of prioritizing your own internal needs above something like emptying the dishwasher or returning a Zoom call.
