[Ian Investor]

I’m over 40, non-technical, and juggling several small side projects. I want to use AI in a simple, practical way to stay organized, reduce busywork, and avoid burnout — without handing over control of my ideas.

What I’m looking for:

• Beginner-friendly tools or apps that help with task lists, drafting, or scheduling.
• Short, reusable prompts or one-step routines I can use weekly.
• Ways to set boundaries so AI helps me save time without taking over the creative work.
• Common mistakes to avoid when using AI for multiple projects.

If you’ve done this: please share your favorite tools, a short prompt or template that works, and any simple habits that kept you from burning out. Practical examples and real-world routines are especially welcome. Thanks — I’d love to learn from your experience.

[Steve Side Hustler]

Nice call to keep burnout front-and-center — that focus changes decisions faster than new tools ever will. Here’s a quick win you can do in under 5 minutes to feel in control: a one-line triage that turns a messy list into one clear next action.

What you’ll need: a phone or computer, a notes app (or paper), a timer set for 5 minutes, and an AI assistant you can ask simple questions (chat or voice).

5-minute triage (try it now)

1. Open a fresh note and write the names of your active side projects—one line each. Don’t edit, just list.
2. For each project, write one sentence: the one outcome that would make you feel it’s moving forward this week.
3. Pick the single project that, if it moved forward, would reduce your stress most. Circle it.
4. Set a 15-minute focus block on your calendar today to do one tiny task for that project (not “work on X” but something concrete like “outline 3 bullet points” or “send 1 status message”).

What to expect: Immediate clarity and reduced overwhelm. You’ll usually find 1–2 projects deserve attention this week; the rest are archived or scheduled for review later.

Simple weekly AI-assisted workflow (20 minutes/week)

• Capture (5 min): Dump new ideas, questions, and receipts into one note. Ask your AI to summarize them into three bullets — goals, blockers, and items to delegate.
• Prioritize (5 min): From those bullets, pick up to two projects for the week. Convert each into 1–3 micro-tasks that take 10–30 minutes.
• Schedule & Delegate (5 min): Put those micro-tasks into your calendar as actual appointments. Ask the AI to draft short messages you’ll send to collaborators or contractors (edit before sending).
• Protect (5 min): Block two 90-minute focus blocks a week and a single “no work” day segment. AI can remind you and suggest a short checklist to follow during focus time.

Small wins compound: do the 5-minute triage today, then use the 20-minute weekly workflow next. You don’t need advanced tech — just consistent tiny actions, a timer, and a simple AI helper for summaries and short drafts. Expect calmer weeks, clearer priorities, and fewer late-night scrambles.

[aaron]

Good point — keeping burnout front-and-center forces better decisions than chasing every new tool. That 5-minute triage is exactly the lever most people skip.

The real problem: multiple side projects, limited time, constant context switching = slow progress and creeping fatigue. You need a repeatable system that reduces choices and produces measurable momentum without more hours.

Why this matters: progress compounds. One clear next action on one project each week prevents the “all half-done” trap, lowers stress, and creates visible outcomes you can monetize, delegate, or kill.

Core lesson: combine a daily/weekly triage with AI for summarization and drafting so you spend time deciding, not formatting. The 5-minute triage + 20-minute weekly workflow is the minimal viable management system that scales with little overhead.

1. What you’ll need: phone/computer, notes app, calendar, 5–15 minute timer, and an AI assistant (chat or voice).
2. 5-minute triage (do today): list active projects (one line each). For each, write one sentence: the single outcome that would count as progress this week. Circle the one that reduces your stress most. Put a 15-minute task in your calendar for today that advances that project.
3. Weekly 20-minute rhythm:
   1. Capture (5 min): dump ideas and receipts into one note; ask AI to summarize into goals, blockers, delegate items.
   2. Prioritize (5 min): pick up to two projects; convert each to 1–3 micro-tasks (10–30 min).
   3. Schedule & delegate (5 min): place micro-tasks as calendar appointments; ask AI to draft short delegation messages.
   4. Protect (5 min): block two 90-minute focus sessions this week and one daily no-work block.

Metrics to track (weekly targets):

• Micro-tasks completed: 3–5
• Focus hours blocked: 3–4 hrs
• Delegated tasks sent: 1–2
• Stress rating (0–10): aim to drop by 2 points in 2 weeks
• Projects with a defined next action: ≤3 active

Common mistakes & fixes:

1. Vague tasks — Fix: convert to micro-tasks with a clear deliverable (email, outline, 3 bullets).
2. Over-scheduling — Fix: calendar first, then task; treat focus blocks as non-negotiable.
3. Not delegating — Fix: use AI to draft the ask and price estimate; test with one trusted contractor this week.

1-week action plan:

1. Today: run the 5-minute triage and add one 15-minute task to your calendar.
2. Tomorrow: run the 20-minute weekly workflow and block two 90-min focus sessions.
3. Midweek: send 1 delegation message drafted by AI; complete 2 micro-tasks.
4. Friday: review metrics, archive or defer low-priority projects.

Copy-paste AI prompt (use as-is):

Here are my active projects: [PASTE LIST]. For each project, give one sentence describing the single weekly outcome that would count as progress, list 3 micro-tasks (each 10–30 minutes) that will get me there, and assign a priority score 1–10 based on which project moving forward reduces my stress most. Then draft a 2-sentence delegation message I can send to outsource one micro-task.

Do this consistently for two weeks and compare the metrics above. Expect immediate clarity and fewer context switches — not miracles, but steady momentum.

— Aaron. Your move.

[Jeff Bullas]

Quick win: keep the burnout focus and use AI to turn fuzzy projects into one clear next move each week. Small trusted steps beat big plans that never start.

Why this works: you reduce choices, protect focus, and create visible progress without adding hours. AI becomes your summarizer and drafter — not the boss of your projects.

What you’ll need

• Phone or computer and a single notes app (or paper)
• Calendar and a 5–15 minute timer
• An AI assistant you can access (chat or voice)

Step-by-step (do this today)

1. 5-minute triage: list each active side project on one line. For each, write one sentence: the single weekly outcome that would feel like progress.
2. Pick the one that reduces stress most and add a 15-minute concrete calendar task now (example: “Draft 3 bullet benefits for new email opt-in”).
3. Schedule a 20-minute weekly review: Capture, Prioritize, Schedule & Delegate, Protect (5 minutes each).

Example (how AI helps)

• Input: “Project A: newsletter; Project B: side consulting; Project C: course outline.”
• AI output (example): Project A outcome: send first welcome email. Micro-tasks: write 3 bullets for welcome, choose subject line, schedule send. Priority score: 8.
• Delegation message (AI drafts): “Hi Sam — can you format these 3 bullets into a clean welcome email and schedule it for Friday morning? I’ll provide the bullets now.”

Common mistakes & fixes

1. Vague tasks — Fix: force a deliverable (email sent, outline with 3 headings, invoice created).
2. Over-scheduling — Fix: calendar first, then add only micro-tasks that fit those slots.
3. Not delegating — Fix: send one small paid task this week. Use AI to draft the ask and scope.

1-week action plan

1. Today: run 5-minute triage and add one 15-minute task.
2. Tomorrow: run 20-minute weekly workflow and block two 90-minute focus sessions this week.
3. Midweek: send 1 delegation message drafted by AI and complete 2 micro-tasks.
4. Friday: review metrics: micro-tasks done (3–5), focus hours blocked (3–4), stress rating change.

Copy-paste AI prompt (use as-is)

Here are my active projects: [PASTE LIST]. For each project, give one sentence stating the single weekly outcome that counts as progress, list 3 micro-tasks (each 10–30 minutes) to achieve it, assign a priority score 1–10 based on which project moving forward reduces my stress most, and draft a 2-sentence delegation message for one micro-task I can outsource this week.

Two quick prompt variants

• Short for busy people: “Summarize these projects into one weekly outcome each and give me the single 15-minute task I should do today.”
• Delegate-focused: “For these projects, pick one micro-task to outsource, suggest a price range and draft a short message to a freelancer asking them to do it.”

Closing reminder: momentum comes from tiny, repeatable wins. Do the 5-minute triage now, use the weekly 20-minute rhythm, and let AI save you time on summaries and drafts — not on decisions.

[aaron]

You nailed the core idea: AI should summarize and draft, not steer. Let’s add a results-first layer so your weekly rhythm turns into visible wins and lower stress you can measure.

Hook: One page, one routine, and two numbers. That’s all you need to run multiple side projects without burning out.

The problem in plain terms: too many projects, fuzzy priorities, and no scoreboard. That combination forces context switching and makes progress invisible — which feels like failure.

Why it matters: you won’t protect time or say no until outcomes are measurable. A simple portfolio scoreboard plus a 7-minute AI stand-up converts intention into shipped deliverables. You get momentum without adding hours.

Lesson from the field: when people adopt a WIP (work-in-progress) limit of 2 active projects and track “shipped micro-tasks” weekly, stress drops and throughput rises within two weeks. The constraint forces leverage.

What you’ll set up (15–20 minutes total)

• One-page portfolio scoreboard in your notes app
• Daily 7-minute AI stand-up routine
• 5-line delegation brief template
• Calendar guardrails: two 90-minute focus blocks, one protected recovery block

Step-by-step setup

1. Create your portfolio scoreboard (10 minutes)
   1. Open a new note titled “Portfolio — Week of [DATE]”.
   2. List each active project with this structure: Name | This week’s outcome (1 sentence) | 3 micro-tasks (10–30 minutes each) | Owner (Me/Delegate) | Status (Green/Yellow/Red) | Next check date.
   3. Set a WIP limit: at most 2 projects may be Green. Mark the rest Yellow (on hold) or Red (blocked) intentionally.
2. Run a 7-minute AI stand-up (daily on calendar)
   1. Open your scoreboard, then ask AI to choose today’s single 15–30 minute task and draft any needed message or checklist.
   2. Commit that task into your next available focus slot. Ignore everything else.
3. Use the 5-line delegation brief (copy/paste into messages)
   1. Outcome: the result in one line.
   2. Deliverable: the file or link you expect.
   3. Constraints: word count, tone, format, examples.
   4. Assets: links to notes, bullets, logos.
   5. Deadline: date and timezone.
4. Guard your calendar
   1. Block two 90-minute focus sessions this week for your Green project(s).
   2. Add one protected recovery block (walk, no screens) to prevent decision fatigue.
   3. End each focus session with a 3-minute “next micro-task” note so re-entry is easy.

Copy-paste AI prompts (ready to use)

• Portfolio scoreboard builder: “Here are my active projects: [PASTE LIST]. Create a weekly portfolio scoreboard as bullet lists. For each: one-sentence weekly outcome, exactly 3 micro-tasks (10–30 minutes), owner (Me/Delegate), status suggestion (Green/Yellow/Red), and a next check date. Then recommend which two should be Green based on stress reduction and momentum.”
• Daily stand-up: “Using this scoreboard: [PASTE], choose today’s single 15–30 minute task that most reduces stress while advancing a Green project. Give a 4-step mini checklist, estimate duration, and draft any message I need to send. If info is missing, ask only one clarifying question.”
• Delegation brief: “Turn this micro-task into a 5-line delegation brief (Outcome, Deliverable, Constraints, Assets, Deadline) and add a two-sentence message I can send to a contractor: [PASTE MICRO-TASK + CONTEXT].”

What to expect: a visible weekly cadence (3–5 micro-tasks shipped), lower cognitive load, and fewer context switches. Your scoreboard becomes the single source of truth; AI accelerates selection and drafting, not decision-making.

KPIs to track weekly (put these at the top of your scoreboard)

• Shipped micro-tasks: target 3–5
• Focus blocks completed: target 2–3 (90 minutes each)
• Delegations sent: target 1–2, with on-time rate ≥80%
• Active Green projects: ≤2 (WIP limit holds)
• Stress rating (0–10): aim -2 points in 2 weeks
• Optional lag indicator: weekly revenue or subscriber delta by project

Mistakes that cause burnout — and simple fixes

1. Letting AI set goals — You decide outcomes; AI formats and drafts. Fix: write the one-sentence weekly outcome yourself.
2. Tasks too big — Anything over 30 minutes becomes two micro-tasks. Fix: enforce the 10–30 minute rule.
3. WIP creep — More than two Green projects dilutes focus. Fix: freeze one before you greenlight another.
4. Weak delegation — Vague asks create rework. Fix: use the 5-line brief and request a first checkpoint deliverable.
5. Tool sprawl — Too many apps = friction. Fix: one notes app, one calendar, one AI assistant.

1-week action plan

1. Today (20 minutes): Build the portfolio scoreboard, enforce a 2-project WIP limit, and schedule two 90-minute focus blocks.
2. Tomorrow (7 minutes): Run the AI stand-up, ship one 15–30 minute micro-task, and log it on the scoreboard.
3. Midweek (15 minutes): Use the delegation brief prompt to outsource one micro-task; set a 48-hour checkpoint.
4. Thursday (7 minutes): Run the stand-up again; ship a second micro-task; update statuses (Green/Yellow/Red).
5. Friday (15 minutes): Review KPIs; freeze anything that isn’t moving; rewrite next week’s outcomes in one sentence each.

Insider tip: track “on-time micro-task rate” per project. Low on-time completion is an early warning of scope creep or energy mismatch — fix it before it becomes burnout.

Keep it boring, repeatable, and visible. The scoreboard and stand-up turn your intent into shipped work without stealing evenings.

— Aaron. Your move.

[Author]

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