ChatGPT AI Tasks: Delegate smarter, achieve more, and stress less

And finally focus on the work that truly matters

Hey AI Productivity Explorer,

Every year, we start January with big ambitions. It’s the month of fresh starts, professional resolutions, and personal goals. We set our sights on getting more done, improving efficiency, and staying organized.

Inevitably, we look for tools to help us manage it all.

Task managers and productivity apps are downloaded in droves as everyone scrambles to create a plan for the year. Whether it’s Google Tasks, Asana, Trello, or Monday, you’ve probably tried them all each promising to keep your workload organized and your business running smoothly.

But if you’re like most service business owners, you’re still fighting fires, chasing deadlines, and spending more time juggling tools than doing the work that matters. The problem is that too many platforms introduce complexity where you need simplicity.

Task management tools promise to streamline your day.

But instead of a clear path forward, you often get tangled in the details of managing multiple boards, syncing calendars, and deciphering which notifications belong to which projects.

Over time, it can feel like you’re managing the tool instead of letting it manage your tasks.

The sheer number of options each with its interfaces, features, and learning curves makes it hard to find a true solution. What should be a single hub for all your responsibilities becomes another source of stress.

Imagine the time you’ve lost searching for that one overdue task hidden behind five layers of nested lists.

Or the moments of doubt when you wonder if you completed a critical follow-up because the reminder never surfaced at the right time.

How often do you click through endless tabs and notifications, only to realize you’ve spent half the morning just managing the tools meant to manage your time? These platforms, while powerful, often force you into a rigid structure, demanding more effort to maintain than the tasks themselves.

Instead of improving productivity, they can leave you feeling disorganized and overwhelmed.

For service business owners juggling client requests, employee schedules, and tight deadlines, the last thing you need is a tool that creates more work. What’s missing is a more human approach and something that feels natural, adjusts to your workflow, and helps you focus on the big picture rather than the tiny details.

That’s exactly where ChatGPT Tasks comes in.

Introducing ChatGPT Tasks

Traditional task managers often fail to stay organized.

They’re built around rigid structures and static lists that require constant maintenance. ChatGPT Tasks takes a different approach. Instead, it integrates seamlessly into your everyday workflow.

“But Sameer, how is it different from other tools?” You might ask.

ChatGPT tasks combine natural conversation with intelligent scheduling, allowing you to handle tasks effortlessly without leaving the chat interface you’re already using.

Imagine you’re in the middle of a conversation about an upcoming client project. Rather than switching to another app, you simply say, “Remind me to check in on this next Tuesday.” ChatGPT Tasks sets it up for you on the spot.

There’s no extra effort, no complex menus but just a quick, simple reminder that fits right into your workflow.

What sets ChatGPT Tasks apart is its ability to go beyond just basic reminders. It adapts to the way you work. For example, if something changes like a deadline or a priority you don’t have to jump through hoops to update it. Just let ChatGPT know, and it takes care of the adjustments. It’s as simple as having a conversation.

Let’s go a bit deeper to understand how powerful the ChatGPT task feature is.

How ChatGPT Tasks Stand Out from Traditional Tools:

1. No Switching Between Apps:
   Regular task tools often require you to leave what you’re doing, open a separate platform, and navigate through menus to add or adjust a task. ChatGPT Tasks, on the other hand, work right where you’re already communicating. Instead of breaking your focus, you simply say what needs to be done, and it’s handled instantly within the conversation.

   You can type “Remind me tomorrow to follow up with this client.” ChatGPT Tasks sets the reminder directly in your chat window, no additional tabs or tools are required.

2. Intelligent Reminders with Context:
   Traditional task managers remind you of a due date, and that’s about it.

   With ChatGPT Tasks, the reminders are enriched with context from your ongoing discussion. For example, if you’re in a meeting chat and mention reviewing a report, the reminder can appear at the appropriate time, complete with a note about the report’s key points.

3. No Complex Project Structures:
   Standard task management platforms thrive on hierarchies i.e. projects, sub-tasks, tags, and boards. While powerful, this complexity often creates friction. ChatGPT Tasks strips this away, giving you the ability to schedule and track tasks without the clutter. The focus is on simplicity and flexibility, not on rigid organizational frameworks.

4. Adapting to Changing Needs:
   In many task tools, updating a deadline or reprioritizing involves multiple clicks and possibly confusing menus. ChatGPT Tasks adapt in real time. If your project’s due date moves or a new priority arises, you just let it know, and it adjusts without fuss. It’s as straightforward as saying, “Change that reminder to next Monday.”

5. Seamless Workflow Integration:
   Traditional tools are standalone and designed to be another destination you must visit. ChatGPT Tasks is not a separate destination; it’s a layer that lives within your existing workflow and prompts. This means fewer steps, fewer distractions, and a smoother process from start to finish.

How to Access and Manage ChatGPT Tasks:

ChatGPT tasks feature is brand new and is rolling out now in beta to users of the Plus, Pro, and Team plans. You can access it on ChatGPT Web, iOS, Android, and MacOS. Windows app will come later in Q1.

1. Accessing ChatGPT Tasks:

   • Web Platform:

     • Click on your profile icon located at the bottom left corner of the ChatGPT interface.

     • From the pop-up menu, select "Tasks" to open the Tasks page.

   

   • Mobile Devices (iOS and Android):

     • Ensure you have the latest version of the ChatGPT app installed.

     • Open the app and tap on your profile icon.

     • Choose "Tasks" from the menu to view and manage your scheduled tasks.

2. Creating a Scheduled Task:

   • In any chat, simply instruct ChatGPT with a natural language prompt, such as:

     • “Remind me to review the Johnson proposal tomorrow at 3 PM.”

   • ChatGPT will confirm the creation of the task and schedule it accordingly.

   • Click “Allow” notifications to get notified when the task is due.

     

3. Managing Notifications:

   • Enabling Notifications:

     • Upon creating your first task, ChatGPT will prompt you to enable notifications. Follow the on-screen instructions to allow notifications on your device.

   • Adjusting Notification Settings:

     • On the web platform, click on your profile icon and select "Settings."

     • Navigate to "Notifications" to customize your preferences, including enabling or disabling desktop and email notifications.

     

4. Editing or Deleting Tasks:

   • Access the "Tasks" section through your profile menu.

   • Hover over the task you wish to modify.

   • Click the pencil icon to edit details such as the task name, instructions, or schedule.

   • To delete a task, click on the three-dot menu next to the task and select "Delete."

   

5. Managing Task Limits:

   • ChatGPT allows up to 10 active tasks at any given time.

   • If you reach this limit, you'll need to pause or delete an existing task before creating a new one.

By following these steps, you can effectively integrate ChatGPT Tasks into your daily routine, enhancing your productivity without the need for additional applications.

Benefits of ChatGPT Tasks for Service Business Owners

ChatGPT Tasks gives service business owners a smarter way to manage work by integrating scheduling, reminders, and AI-driven prompts into a single conversational interface.

Instead of juggling multiple apps or rigid project tools, you can set up follow-ups, check-ins, and deadlines seamlessly within ChatGPT, keeping your workflow uninterrupted.

Since tasks appear right when and where you need them, they’re more likely to be completed, leading to better client satisfaction and more consistent results.

Unlike traditional task managers, ChatGPT adapts as your business evolves priorities shift, deadlines change, and updates are as simple as a quick chat. Plus, it remembers context, so every reminder includes the details you need, eliminating confusion and unnecessary backtracking.

The best part?

No extra software, no extra overhead just an intuitive way to stay organized, responsive, and focused on growing your business.

ChatGPT’s Scheduled Tasks are your chance to stop chasing reminders, stop forgetting follow-ups, and stop getting buried in busy work.

Next step: pick one task from this list and set it up in ChatGPT today. Start small. Test it. Then scale.

If you need help figuring out which tasks to automate first, let me know. I’ll help you build a system that works.

Best,

Sameer Khan

Creator of Solve with AI.