If you’re like me and are juggling multiple businesses, multiple teams and your personal life, your “To-Do” list probably looks insane. I got tired of trying to keep track of all of it in different places. Scribbled notes on paper, different project management software etc.

I wanted one place and one tool to keep track off all of it. So I built it in Claude. (I’m sure you could do it with ChatGPT as well)

This can be run in a single chat and doesn’t need to be done in Cowork or Claude code. I named the chat “Task List” and pinned it in my chat so I don’t have to search for it. 

You’ll need to make sure your tools are connected (ie: Notion/AirTable/etc) Click Customize -> Connectors -> + -> Browse Connectors -> add your tool 

Prompt: 

I want to build a unified task management system with your help, and I want you to guide me through it rather than just dumping a setup on me. Here's my situation:

I have a never-ending to-do list across multiple areas of my life/work, and no good system. Tasks are scattered and things fall through the cracks. The areas I'm juggling are: [LIST YOUR DOMAINS — e.g. "my agency, my e-commerce store, a rental property business, and personal"].

I want to manage all of it from one place without fragmenting my attention across separate lists or tools. I use [Airtable / Notion / whatever] and I'd like the tasks to live there, but I want to be able to add tasks by just telling you in chat — I don't want to have to open the tool every time I think of something. I should only open it to review.

Before you build anything, ask me what my real failure point is — capturing things, sorting them, prioritizing, or following through — because the system should be designed around wherever it actually breaks for me.

Here's the structure I'm after, adapt it as you see fit:

• One database, not one-per-area. A single task list with a "Domain" tag for each area, so I capture to one place and just filter by area when reviewing.

• A status flow: Inbox → This Week → In Progress → Done. New stuff lands in Inbox. Done items get hidden from my working views but kept in a separate "Done Log" so I have a record.

• Fields for Priority (High/Medium/Low) and Due date, so "high priority by Friday" captures cleanly.

• Filtered views per domain plus the Done Log.

Then here's the part that makes it actually work: I want you to handle everything conversationally. I say "add X to [domain], high priority, due Friday" and you write it in. I say "mark X done" or "start X" and you update the status. I never touch the tool to capture — only to look.

Walk me through it, ask me the questions you need, and build it as we go. Confirm with me before writing anything to my tool. 

End Prompt

That’s it!

I ended up integrating this with the Daily Briefing I built out as well. Every morning I get market research for each of my companies, meeting/calendar updates, reminders on my OKRs, sales pipeline and a review of the task list.

If you want to check out that setup click here.