Theory is inspiring—but life happens in practice. And when we talk about productivity with artificial intelligence, the real challenge lies in knowing where to start and how to integrate this new ally into your work routine without it feeling like you're just piling on more tools.

The idea here is simple: design a real, functional, and light routine with AI support—balancing automation with intuition. Think of it as a “smart schedule” that helps you stay organized, save time, and still protect space to think, create, and breathe.

First Things First: Understand Your Current Routine

s your calendar constantly chaotic? Knowing what drains your energy is the first step to using AI intentionally.

Before jumping into new tools, take a step back and reflect: where’s your biggest bottleneck? Do you lose time on repetitive tasks? Struggle to write? Is your calendar constantly chaotic? Knowing what drains your energy is the first step to using AI intentionally.

Morning: Focus and Organization

Suggested Tools: Notion AI + ChatGPT

Use Notion AI to auto-generate a to-do list and ChatGPT to structure replies, draft texts, or suggest titles.

Daily Planning: Use Notion AI to auto-generate a to-do list based on your weekly goals. It can suggest priorities, deadlines, and even schedule breaks.

Writing or Ideation: Early in the day, when tackling email responses or reviewing content ideas, use ChatGPT to structure replies, draft texts, or suggest titles.

Pro Tip: Block 15 minutes of deep focus and give ChatGPT a clear command, like:“Write a professional response to a client who's unsure about a delivery deadline.”

Midday: Execution

Don’t aim for perfection. Let AI deliver a high-quality first draft, then refine it with your human touch.

Suggested Tools: Canva Magic Studio + Grammarly (or LanguageTool)

Visual Content Creation: Use Canva’s AI to create slides, visual proposals, or social posts in minutes. Just type your goal, and the platform will suggest layouts and designs.

Text Review: If you’re writing in English, Grammarly’s AI can polish your language and keep the tone professional. For Portuguese, LanguageTool offers a similar experience.

Pro Tip: Don’t aim for perfection. Let AI deliver a high-quality first draft, then refine it with your human touch.

Late Afternoon: Review and Learning

Ongoing learning

Suggested Tools: ChatGPT + Notion AI

Daily Wrap-Up: Ask ChatGPT to turn loose notes into a clear summary of your day or a meeting recap.

Ongoing Learning: Try new prompts, test ideas, or get AI-generated summaries of complex articles.

Pro Tip: End your day with a guided reflection:“ChatGPT, help me identify what worked today and what I can adjust tomorrow to be more effective.”

Weekly Routine (Realistic Example)

Day	AI Priority
Monday	Plan the week with Notion AI
Tuesday	Write content with ChatGPT
Wednesday	Build presentations with Canva
Thursday	Automate emails with AI support
Friday	Review and analyze with AI

This model is just a starting point. Feel free to adapt it to your own pace, role, and style. Efficient AI is the one that molds to you—not the other way around.

Productivity That Respects Your Humanity

You’re the one who sets the pace and direction.

This isn’t about doing more. It’s about doing better—with more clarity and less noise. Artificial intelligence can be a gentle ally: one that organizes, suggests, and enhances.

But you’re the one who sets the pace and direction.

And if you want to keep moving forward intentionally, in the next article I’ll share something essential: the most common mistakes people make when using AI at work—and how you can avoid them with strategy and elegance. See you there!