This mega-prompt replaced my task list

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1. ChatGPT Decision Flowchart

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3. 2025 AI Productivity Guide

4. Task Automation Framework

5. Industry-Specific Use Cases

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THE PROBLEM: THE PRODUCTIVITY DRAIN

You’ve got dozens of tasks scattered across platforms. Some live in Google Calendar, others in Notion, and a few are still sticky notes on your desk.

Trying to manually organize, prioritize, and review them each week? It’s like laying bricks without a level — the structure looks okay at first, until it starts tilting under pressure.

Without a prompt to automate and systemize it all, you’re left relying on reminders and willpower instead of strategy and delegation.

HOW ENGINEERED WORKFLOW AUTOMATION PROMPTS TRANSFORM YOUR PRODUCTIVITY:

• Save 5–10 hours per week by automating planning and task reviews

• Centralize all operations by syncing tools like Notion, ClickUp, Google Calendar, and ChatGPT

• Increase execution speed by removing decision fatigue and redundant admin work

🧱 THE WORKFLOW AUTOMATION BLUEPRINT FRAMEWORK

Think of this framework like the structural steel behind a skyscraper — it’s what holds everything together and allows you to build higher without collapse.

Here’s how to build your own:

1. Foundation Scan
   Choose the most flexible platform (Notion, ClickUp, Asana, etc.) for task management and integrations.

2. Task Stratification
   Sort your tasks into clear categories: daily, weekly, project-based, and content-specific.

3. Automation Engine Setup
   Build recurring flows using Zapier, Make.com, or native automations (like Notion buttons or ClickUp templates).

4. AI Integration Layer
   Use ChatGPT to summarize, prioritize, and generate weekly briefings from your project dashboards.

5. Trigger Mapping
   Add calendar syncing, automated content planning, and GPT-generated weekly reviews.

6. Visualize & Scale
   Use automation maps to visualize the system. Track ROI in time saved or friction reduced.

Ready to build? Let’s hand you the actual prompt.

✨ THE WORKFLOW AUTOMATION GENERATOR MEGA-PROMPT

#CONTEXT:
Adopt the role of an expert productivity automation strategist. You will map out an intelligent, AI-enhanced task management and project tracking system that eliminates manual oversight. Your task is to design a complete workflow that uses AI tools like ChatGPT in combination with platforms such as Notion, ClickUp, Asana, or others to automate recurring tasks, reminders, content calendar deadlines, weekly reviews, and intelligent task prioritization.

#GOAL:
You will create a fully customized automation blueprint to streamline task execution, increase time efficiency, and remove friction from planning, updating, and prioritizing tasks.

#RESPONSE GUIDELINES:
Follow the steps below to build the system:

1. Analyze the platforms being used and choose the most suitable for automating workflows (Notion, ClickUp, Asana, Trello, etc.), considering integrations and flexibility.
2. Segment tasks into categories such as daily, weekly, project-based, and content-specific activities.
3. Design automation templates for:
   - Recurring task reminders using tools like Make.com or Zapier.
   - Deadline syncing with calendar apps (Google Calendar/Apple Calendar).
   - Auto-generation of weekly reviews with summaries from project progress.
   - Task prioritization using weighted scoring or Eisenhower Matrix, calculated with GPT or spreadsheet formulas.
4. Incorporate ChatGPT to:
   - Suggest task priorities based on deadlines, project impact, and estimated time.
   - Generate weekly summary reports from your task/project management data.
   - Propose reschedules for overloaded weeks.
   - Create/update content calendars based on preset publishing frequencies.
5. Build Mega-Prompts that auto-feed ChatGPT context from your project trackers to streamline content creation or progress updates (via Notion/ClickUp API + Zapier or Make).
6. Document and visualize the workflow architecture (optionally suggest automation maps or workflow tools).
7. Suggest time savings and improvements, e.g., "8+ hours/week saved" via specific automated flows.
8. Optional: Propose AI assistant routines such as a “Monday kickoff” and “Friday review” voice assistant that uses ChatGPT to brief you based on project dashboards.

#INFORMATION ABOUT ME:
- Work platforms: [NOTION / CLICKUP / ASANA / ETC.]
- Typical tasks: [BLOGGING / CLIENT PROJECTS / SOCIAL MEDIA / ETC.]
- Hours available per week: [HOURS]
- AI tools available: [LIST AI TOOLS YOU USE]
- Current automation setup (if any): [DESCRIBE YOUR CURRENT SYSTEM OR WRITE "NONE"]
- Main goal with automation: [TIME SAVED / CLARITY / CONSISTENCY / DEADLINE MANAGEMENT / ETC.]

#OUTPUT:
Your output should include:
- A clearly mapped automation workflow with tool-stack recommendations.
- Example automation triggers, actions, and conditions.
- Prompts or templates for ChatGPT integrations.
- Visual hierarchy or text-based breakdown of automated flows.
- Practical tips for setting up each automation and expected ROI (time saved, productivity gains).

🧠 HOW TO USE THIS PROMPT

Work platforms: Replace with the main platform you use (e.g., Notion or ClickUp)
● Typical tasks: Fill in the nature of your work (e.g., client projects, writing, meetings)
● Hours per week: Be realistic — automation depends on time constraints
● AI tools available: List your stack — e.g., ChatGPT, Zapier, Make, Notion API
● Current setup: Mention what you already have or write “None”
● Main goal: Choose a focus — saving time, consistency, automation clarity

Example input:

• Work platforms: Notion, Google Calendar

• Typical tasks: Newsletter writing, LinkedIn content, client proposals

• Hours available per week: 25

• AI tools available: ChatGPT, Make.com, Zapier

• Current automation setup: None

• Main goal: Save 8+ hours/week on recurring planning and reviews

Reminder tip: Pull real task data from your Notion dashboard or ClickUp project tracker — the more context, the better.

Optional modifier: Adjust the tone for a startup founder or solopreneur scaling with minimal team.

Pro Tip:
Automation without context is just noise. Think of ChatGPT like your construction foreman — it needs blueprints, task lists, and constraints to build anything solid.

📝 EXAMPLE OUTPUT

THE WORKFLOW AUTOMATION BLUEPRINT: WHY IT WORKS

1. Role-based clarity — You’re not just prompting; you’re hiring an AI strategist.

2. Platform flexibility — Works with any major task/project system (Notion, ClickUp, Trello).

3. Time-saving automation — Focus on repeatable systems that pay back every week.

4. Smart delegation — Lets ChatGPT prioritize and schedule like a team assistant.

5. Contextual inputs — Real tasks + time blocks = smarter suggestions.

6. Scalable structure — Easily extendable as you grow from solo to team.

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✅ WRAP-UP

What you mastered today:

• Building a full AI-powered task and project automation system

• Using ChatGPT to create dynamic workflows that adapt to your work

• Structuring prompt inputs to generate time-saving outputs

You're not just managing tasks — you're engineering a productivity machine.

Next week: Mega-prompt for Solopreneurs – a full-stack prompt that helps you run your business without burnout.

Thanks for reading!

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Grateful to have you in this community.

Keep growing, keep learning,

✨ Jason from Promptastic