🎙 In this episode, I share how I’ve combined the project management framework we use in my business with AI to finally keep track of the multiple projects I’m constantly starting, pausing, and returning to. It makes sure I don´t end up with dozens of half-finished projects that suck up time without ever benefiting the business.
You’ll hear how I’ve taught AI to understand our project management system, build and maintain projects in Asana, and then use the same approach to help my team plan their own projects. The result is a much more human way of working with AI: I can see exactly where every project is, add or move tasks myself, and let AI handle the hard work of keeping everything in sync.
KEY TAKEAWAYS
💡 Don’t Leave AI Projects Locked Away Gathering Dust: Don’t leave long-running AI work buried inside your AI chat conversations; give every ongoing project a visible home, clear phases, milestones, and incremental deliverables.
💡 Keep Humans and AI in Sync: Use AI to work with the project management system your team already uses. Then, let it read and update projects there, while you and your team can still move, add, and prioritise work manually. This keeps everyone in sync without changing the way people already work.
💡 Build Value Before Perfection: Break projects into phases so you can get the simplest useful version live early, then add complexity over time instead of waiting for the perfect version to be ready.
💡 Teach AI Your Way of Working: Give AI your existing projects, guidelines, policies, and meeting context, then use brainstorming mode and plan mode to make sure it understands your system before asking it to build.
BEST MOMENTS
10:53 - 💬 “The simple fact I have a visual representation of each project I'm working on means that it allows me to feel calm and confident that we are going in the right direction.”
20:02 - 💬 “It allows me to actually see exactly what I've started, and I can then prioritise which ones I'm going to work on next and agree where I'm going to which phase I'm going to take that project up to before I then say pause.”
22:31 - 💬 “Start with the one that you feel is the biggest chore right now. The thing that you never do, or you skip
26:19 - 💬 “You can actually do some pretty cool practical stuff using AI … that your team can use in a human way without them having to understand how the whole AI thing works.”
TIMESTAMPED OVERVIEW
00:00 Intro: Managing Projects with ADHD
07:40 Synchronising the AI with Your Team
11:17 Implementing the System
21:06 The Project Vision Board Process
VALUABLE RESOURCES
You can put what you have learned in this episode to work immediately and check out Claude. Download my recommended tools at https://sys.academy/tools
Join our private, focused, and supportive community designed for freedom-driven entrepreneurs at https://join.sys.academy
Get the episode's transcript at https://systemizeyoursuccess.com and find this episode
Link to previous episode mentioned about Project Vision Board:
When I Stopped Micromanaging, It Was This System That Made My Team Even More Productive
LINKS TO CONNECT WITH THE HOST
Podcast: https://www.systemizeyoursuccess.com
Website: https://systemsandoutsourcing.com/
Facebook Group: https://facebook.com/groups/systemsandoutsourcing/
LinkedIn: https://linkedin.com/company/systemsandoutsourcing/
Instagram: https://instagram.com/systems_and_outsourcing/
YouTube: https://youtube.com/@drsteveday42
TikTok: https://www.tiktok.com/@drsteveday42
ABOUT THE HOST
Steve moved to Sweden in 2015 and transformed the way he ran his businesses, switching to a fully remote model. A former NHS doctor with a background in computing and property investing, he now helps overwhelmed business owners systemise and outsource effectively. Through his courses and coaching, Steve teaches how to automate operations and work with affordable virtual assistants, freeing up time and increasing profits. He runs his UK-based businesses remotely with support from a team of UK and Filipino VAs, and is passionate about helping others build scalable, stress-free companies using smart systems and virtual support.
This Podcast has been brought to you by Disruptive Media https://disruptivemedia.co.uk/
