AgenToDo

Daily & Weekly Workflows

A productivity system only works if you use it. These routines are short, practical, and designed to become automatic.

The Three Habits

Everything below boils down to three habits:

  1. Capture immediately. When a thought enters your head, it goes into AgenToDo. Not later. Now.
  2. Decide daily. Spend two minutes each morning choosing what matters. Spend one minute each evening clearing the inbox.
  3. Review weekly. Fifteen minutes to step back and look at the whole picture.

That's the whole system. Everything else is detail.

Morning Planning

2–3 minutes. Before your first meeting or deep work block.

1. Open ⭐ Today

Your tasks and calendar, side by side. This is your daily cockpit — everything that needs your attention today in one view.

2. Check the commitment meter

AgenToDo shows you if your day is realistic. If the meter is in the red, something has to move. Be honest with yourself now — not at 6pm when you're behind.

3. Choose your 1–3

Flag the tasks that must happen today. Not "would be nice" — must. If you complete these three things and nothing else, today was a success.

4. Time-block if needed

For deep work, drag a task onto a time slot in the 📅 Calendar view. This blocks time on your schedule and protects it from meetings.

Morning Briefing: On Mac, AgenToDo can send you a Morning Briefing notification at your chosen time. Tap it to see a window with your day at a glance — tasks, meetings, commitment load, and AI insights. Enable it in Settings.

AI shortcut: Tell AgenToDo "What should I focus on today?" and it'll suggest priorities based on due dates, flags, and project status.

During the Day

Zero friction capture. Handle what you can. Let the rest wait.

Capture everything

Thought in a meeting? Quick Entry. Idea while coding? Quick Entry. Someone asks you for something? Quick Entry. Share from any app — forward an email, share a Safari link, or select text and share. It becomes a task instantly. The inbox exists so you don't have to make decisions in the moment.

The two-minute rule

If something takes less than two minutes — do it now. Replying to a short email, confirming a time, filing a document. Don't create a task for it. Just do it.

Work in context

Got 10 minutes between meetings? Filter by #calls and knock out a quick call. Waiting in line? Check #errands. At your desk with deep focus time? Filter #deep-focus.

The 📍 Nearby perspective does this automatically for location — tasks tagged to your current location surface on their own.

When someone else needs to act

Delegated something? Move it to ⏳ Waiting On and attach the person's name. Don't just tell someone to do something and hope you'll remember to follow up — track it.

Evening Shutdown

1–2 minutes. Before you close your laptop.

1. Clear the inbox

Process everything you captured during the day. For each item: is it actionable? Assign a project, tag, and date — or delete it. Get to inbox zero.

Too many items? Tell AgenToDo "Sort my inbox" and review the AI's suggestions in batch.

2. Glance at tomorrow

Open 📅 Forecast. Anything time-sensitive? Any meetings that need prep? Knowing what's coming lets your brain actually rest tonight.

3. Close the app

Seriously. Once you've processed your inbox and checked tomorrow, you're done. Your system has everything. You can let go.

Why this matters: The evening shutdown is what lets you stop thinking about work. If your system is current, there's nothing to worry about — it's all captured, it's all decided, it's all waiting for tomorrow.

The Weekly Review

15–30 minutes. Friday afternoon is ideal.

The weekly review is the most important habit in any productivity system. It's the difference between "I use a task app" and "I trust my system." Here's the full routine:

Phase 1: Get current (5 minutes)

  1. Empty your head. Anything floating around that isn't captured yet? Add it to the inbox now.
  2. Process inbox to zero. Clarify every item. No exceptions.
  3. Check notes, papers, browser tabs. Anything actionable hiding in other places? Capture it.

The Review perspective walks you through a six-step guided review — weekly, project, perspective, process, goal, reflection — with coaching text at each step.

Phase 2: Review your system (5–10 minutes)

  1. Open 👁️ Review. AgenToDo walks through each project:
    • Is this project still relevant?
    • What's the next action? (Every active project needs one.)
    • Is anything stuck or stale?
  2. Check ⏳ Waiting On. Anything overdue? Time to follow up?
  3. Scan 📅 Forecast. What's the week ahead look like? Any deadlines? Events that need prep?
  4. Skim Someday/Maybe. Anything to activate? Anything to drop?

Phase 3: Look ahead (5 minutes)

  1. Check your calendar for the next 1–2 weeks. Any conflicts? Prep needed?
  2. Flag your top priorities for next week.
  3. Celebrate what you completed. Check the Completed perspective. You probably did more than you think.

AI-guided review: Tell AgenToDo "Guide my weekly review" and it walks through each phase — surfacing stale projects, overdue items, and tasks without next actions. Faster than doing it manually.

Meeting Workflow

Before, during, and after every meeting.

Before

  • Check ⏳ Waiting On for items related to the people you're meeting with.
  • Review the project associated with the meeting. Any decisions needed?

During

  • Use Quick Entry to capture action items as they come up. Don't try to organize — just capture.
  • Note who's responsible for each action item. You'll add names later.

After

  • Process your meeting captures: assign projects, people, dates.
  • Move delegated items to Waiting On with the person attached.
  • If you use Read.ai, AgenToDo can pull action items from meeting transcripts automatically.

Monthly Check-In

Optional but powerful. 30 minutes, once a month.

Step further back than the weekly review:

  • Review your areas of responsibility. Work, health, finances, relationships, personal growth. Is anything being neglected?
  • Review your goals. Are your active projects moving you toward what actually matters?
  • Clean house. Archive completed projects. Remove tags you're not using. Simplify.
  • Update your Someday list. Anything ready to become a real project? Anything you can let go of?

Tips That Stick

Start small

Don't try to implement everything at once. Start with capture + daily check-in. Add the weekly review after a week. Add contexts and advanced workflows after a month.

Inbox zero is not "do everything"

It means "decide about everything." Deleting, deferring, and delegating are valid decisions. An empty inbox means you're in control, not that you're overworked.

One task, one next action

Every active project should have a clear next physical action. Not "plan vacation" — but "search flights to Lisbon for June." If the next action isn't obvious, the project is stuck.

Use flags sparingly

If everything is flagged, nothing is. Reserve flags for the 1–3 things that truly matter today.

Trust the system

The biggest benefit of a good system is not thinking about it. When everything is captured and reviewed, your brain stops nagging you at 2am. That peace of mind is the real product.

Further reading: See GTD with AgenToDo for the full methodology mapping, or All Features for everything AgenToDo can do.