Hey there!

You start your day, open your computer, and the list of things you must do looks like a mountain. Your emails keep coming in. You have too many meetings, and your important projects never seem to move forward. You work longer hours, yet you always feel behind. It feels like no matter how hard you try, you don’t get far.

This week I want to talk about 5 ChatGPT prompts to halve your to-do list.

Many people assume ChatGPT is just a quick Q&A tool. But once you understand how to use it in a smart way, it becomes a powerful tool. You’ll do less “busy work” and spend more time on what counts.

Before we talk about what to do, let’s cover what NOT to do. These are common mistakes that keep people overwhelmed:

Mistake #1: Expecting ChatGPT to fix everything on its own. If you just say, “Make me less busy,” it won’t help much. ChatGPT needs clear instructions.

Mistake #2: Using vague prompts. If you say, “Help me save time,” ChatGPT can’t really know what you mean. It needs details so it can give useful answers.

Why do we make these mistakes? Because we didn't grow up with AI - we don't know what to expect from it!

So, here’s how to fix it:

Prompt #1: The Task Sorting Prompt

We often believe that tackling everything equals productivity, but 80% of your results typically come from 20% of your efforts.

The key is identifying that crucial 20%.

Try This Prompt: "Here's my to-do list: [list tasks]. Sort these tasks into three buckets: (1) High-Impact (critical to my long-term goals and strategic objectives), (2) Medium-Impact (helpful but not time-sensitive), and (3) Low-Impact (administrative or deferrable). For each bucket, explain the reasoning behind the classification. Then suggest a tactical approach for completing them this week, focusing on what will create the most significant momentum toward my key objectives. Include specific time blocks for high-impact tasks and suggest which low-impact tasks could be delegated or automated."

By knowing what truly matters, you stop spending hours on tasks that don’t move you forward.

Prompt #2: The Meeting Cleanup Prompt

Meeting notes can be confusing. On average, we spend 4 hours per week just processing meeting notes and action items.

Paste your meeting notes into ChatGPT and ask it to create a short action list.

Try This Prompt: "Here are my raw meeting notes: [paste notes]. Please transform them into a comprehensive action plan with: (1) Clearly defined deliverables and deadlines, (2) Assigned responsibilities with backup owners, (3) Priority levels for each action item, (4) Required resources or dependencies, (5) Potential roadblocks to address, and (6) A suggested follow-up schedule. Also, extract any strategic insights or important context that should be preserved."

Instead of spending precious mental energy on organization, you can focus on driving results.

Note: Don't use the generic ChatGPT for confidential info. Your company might have their own version (or use Claude)

Prompt #3: The Email Template Prompt

On average, we spend more than 25% of our workweek managing emails. Most of us don't realize that up to 40% of these emails follow predictable patterns. Yet we keep writing new responses from scratch, burning mental energy that could be better spent elsewhere.

Ask ChatGPT for a template you can reuse. Just fill in details and send.

Try This Prompt: “I frequently receive emails about [specific scenario]. Create a comprehensive email template that includes: (1) Three different opening variations to maintain authenticity, (2) A modular main body with optional paragraphs I can mix and match, (3) Strategic closing options based on the relationship level, (4) Suggested follow-up timing, and (5) Alternative versions for different stakeholder levels (e.g., C-suite vs. peer). Include placeholders for personalization and notes on tone adjustment."

This systematic approach to emails can save 5-7 hours per week while actually improving response quality and consistency.

Prompt #4: The Problem Solver Prompt

When we face complex challenges, we often spiral into overthinking or resort to ineffective trial-and-error approaches. Many believe that being stuck is a normal part of the process that requires solo struggle.

This outdated mindset ignores the power of structured problem-solving frameworks and AI-assisted analysis.

Try This Prompt: "I'm stuck on [describe issue]. Please provide: (1) A root cause analysis with 3-5 potential underlying issues, ranked by probability, (2) Specific diagnostic questions to pinpoint the exact problem, (3) A detailed action plan for each potential cause, with estimated time/resource requirements, (4) Common pitfalls to avoid during implementation, and (5) Metrics to track progress. Also suggest parallel paths we could explore to hedge against uncertainty."

Transform roadblocks into stepping stones by approaching them systematically rather than emotionally.

Prompt #5: The Learning Accelerator

Learn faster so you don’t waste time figuring things out from scratch. The faster you learn something, the sooner you can use it. You must read long guides or take courses before starting. Not always.

Have ChatGPT explain something simply, then give a first action step.

Try This Prompt: "I need to rapidly master [topic/skill]. Please provide: (1) A 80/20 analysis identifying the vital few concepts that drive most results, (2) Three advanced techniques that experienced practitioners use but rarely teach, (3) Common expensive mistakes to avoid, (4) A progressive practice plan starting with small wins, (5) Specific scenarios where this knowledge creates maximum value, and (6) Metrics to validate mastery. Include recommended resources for deep dives into specific aspects."

You spend less time learning the basics and more time actually getting things done.

That’s it!

As always, thanks for reading.

Hit reply and let me know what you found most helpful this week—I’d love to hear from you!

See you next week,

Gaurav