Boost Your Productivity Using CustomGPT for Time and Task Management

A CustomGPT can completely transform the way you handle time and task management in your business. Instead of juggling sticky notes, calendar alerts, and endless to-do lists, you can delegate much of the heavy lifting to a chatbot that’s trained specifically to help you get stuff done faster and more effectively.

I have one that I can dump my never-ending to-do list into and it'll help me prioritize what needs to get done right now and what I can reasonably get done in the time i have available at this moment (and then schedule my other tasks for when I have more time). Nothing worse than getting into focus mode only to have to drop your task partway through because you have another commitment, amiright?!

When you create a CustomGPT with time and task management in mind, you’re building a personalized productivity assistant—one that understands your business tasks, knows your preferences, and can help you plan your day, prioritize your workload, and stay focused on what really matters.

What Is a CustomGPT?

A CustomGPT is your own version of ChatGPT that’s been trained with specific instructions and helpful resources. You tell it what it should know and how it should behave. Think of it as a virtual assistant that follows your rules and understands your business workflow.

What Is a CustomGPT for Time And Task Management?

With a CustomGPT built for time and task management, you can ask it to help you:

• Prioritize your daily to-do list
• Break down projects into manageable tasks
• Suggest what to focus on next based on deadlines or importance
• Remind you of recurring tasks or time blocks
• Organize tasks using your favorite time management method (like time blocking, Pomodoro, or the Eisenhower Matrix)

You’re no longer stuck figuring out what to do next or rewriting the same planning list over and over.

Why CustomGPT Helps You Manage Time Better

You already know that being productive doesn’t mean doing more. It means doing the right things with less stress and less decision fatigue. That’s where this tool shines.

With a CustomGPT trained to understand your business goals and how you like to work, you can spend more time doing and less time deciding. Here’s how it helps:

It Keeps You Focused on Priorities

If your brain is constantly bouncing between “write blog post,” “schedule Instagram content,” and “reply to that email,” you’ll love how a CustomGPT can organize your thoughts for each. For example, a CustomGPT for organizing your social media is going to deal with that Instagram content!. You can drop in a messy brain dump (here's a free spreadsheet to you can fill out and just paste a picture into your CustomGPT) and ask it to organize your list using the ABC Method, Pareto Principle, or even just by deadline. It’ll sort and clean up the list in seconds so you can act fast.

If you're in my Efficient Biz Builder (EBB) Membership, you can grab several different trackers to plop the information the GPT gives you. So easy, right?!

It Knows Your Routines

If you run your day using time blocking or work cycles like the Pomodoro Technique, your CustomGPT can help you stick to it. You can tell it: “I have 4 Pomodoros free today. What should I focus on based on my priority list?” And it’ll break your day into logical work sessions.

It can also help you build these habits. Ask it to remind you when to switch tasks, to start your deep work block, or to take your scheduled break.

Need help setting up a system? Try this post on Time Blocking or Pomodoro Technique to get ideas for how to design your own workflow first.

It Understands Your Business Tasks

You can train your GPT on your own processes. For example, if you have a blog post SOP, launch SOP, or content batching plan, you can paste it in and ask your GPT to walk you through it step-by-step. This is so useful when you’re tired, distracted, or just don’t want to figure out what’s next.

Even better? You can ask it to rewrite your SOPs into a checklist or Google Sheet for easier tracking.

If you don’t have these documented yet, you can create a CustomGPT for SOP's or check out the SOP templates and CustomGPT (yup, there's one already made for you) in the Efficient Biz Builder membership.

What to Include in Your Time Management CustomGPT

To make this tool work like magic for your schedule, give it a few pieces of key information:

1. Your Weekly Time Template

Give it a sample of your ideal work week, including meetings, deep work blocks, breaks, and admin time. That way, it can help you schedule new tasks into actual time slots without overloading your day.

2. Your Business SOPs and Recurring Tasks

Train your GPT on the actual steps for common business tasks like publishing blog posts, sending emails, launching products, or maintaining your website. You can then ask things like, “What steps do I need to do today to publish a blog post on Friday?” and it’ll break that down for you.

If you've followed me long enough you have your Business Dashboard or Second Brain up and running – your SOP's should be linked in there so this shouldn't be a difficult task to grab them. 😊

3. Your Task Lists or Google Sheets

If you already use a spreadsheet like the Brain Dump Template or Daily Habit Tracker, you can copy/paste that data right into the GPT. Ask it to organize the list, sort it, or even rewrite it using a different productivity framework.

4. Your Preferred Planning Style

Whether you love Sunsama, like I do, for weekly planning or live by a paper planner, your GPT can be told how you plan. You can ask, “Help me plan next week like I do in Sunsama—one major focus per day, weekly review every Sunday, deep work Monday–Wednesday.” It will remember that and suggest a schedule accordingly.

Now you might be asking at this point why I still use Sunsama, and my number one answer is that it automatically rolls over items to the next day, I have rules set that if I ignore a task for three days it goes to a backlog list so it doesn't clog my days (from rolling over day after day) and the tags/metrics. I have it set up perfectly for me that I just still love it! I still use my CustomGPT though to help me prioritize and then Sunsama to track.

Practical Ways to Use It Every Day

• Ask it to review your brain dump and sort tasks into “Do, Delegate, Defer, or Delete” (Eisenhower Method)
• Request a weekly plan with top 3 tasks per day, spaced for your energy levels
• Break down large projects (like “launch new course”) into weekly milestones
• Create SOPs from your scattered notes and turn them into a checklist
• Rewrite your time audit results into better routines or a Google Sheet format

Something I totally recommend while we're on the topic of time and task management is to do a time audit – find out where you're REALLY spending all your time. I do one about every three months and each time, I am surprised by how many 30 minutes spots I'm like “scrolling Facebook 🙄”. You can grab a Time Audit below:

FAQ: Using CustomGPT for Time and Task Management

How do I create a CustomGPT for this?
Head to the ChatGPT “Explore GPTs” page, click “Create,” and follow the steps to add your instructions, tone preferences, files, and prompts. You don’t need coding skills—just clearly tell it how you work.

My mentor Sadie has this great blog post about how to create a CustomGPT in 15 minutes or less, OR if you're really serious her and Pam Allen created this amazing course (GPT Boss Mode) that walks you through how to create a

Do I need to integrate it with anything like Google Calendar?
Nope! You can just copy and paste your schedule or tasks into the GPT. If you want full integration, there are advanced workarounds, but most users just chat with it like a productivity assistant.

Can I use it for team planning?
Yes, you can train your GPT to understand team roles and SOPs, so you can ask, “What tasks should I delegate this week to my VA?” or “Create a launch plan for me and my designer.”

Will it work if I use spreadsheets?
Absolutely! You can paste in your spreadsheet data, like your product tracker or blog content calendar, and ask your GPT to help you sort, prioritize, or plan from it.

Don’t Let Your To-Do List Boss You Around

Your time should serve your goals, not just your tasks. When you use a CustomGPT for time and task management, you're creating a system that respects your energy, your focus, and your business vision. At the end of the day, you need to get your list done, but you also want to do it stress-free and still have time to go out and live!

Combine your new Custom GPT for Time and Task Management with your favorite Google Sheets productivity templates, build out a few core SOPs, and you’ll have a business brain that runs smoother every single week. Oh and don't forget the Second Brain!

Need to get started today and don't have the time to create your own CustomGPT. No worries, I have three CustomGPT Prompts (using regular ChatGPT) that you can use right away and one of them is for Time and Task Mangement!