I love structure. I love process. I love automation. I love tools.

I do NOT love managing details.

Give me 10,000 lines of code and I’m in heaven.

Give me 50 ClickUp tasks that need to be organized, assigned and planned out over the next month . . . and I’m in HELL.

I’ve been experimenting with an idea.

What if I could just dump everything I know about myself, my business, my processes, my tools, my ideal day, my projects—EVERYTHING—into a single document and build an AI assistant around that?

It knows my business.

It knows my tools.

It knows my core values.

It knows my personal challenges, strengths, and weaknesses.

It ties into our ClickUp, Google Calendar and all of my other tools.

It knows my projects and priorities.

Get the picture?

Here is the first part of my knowledge base for my AI assistant.

It’s not my real data, but it’s a variation of what mine looks like

It has access to all of my tools, my schedule and my ideal day.

I use this to give context to what I have at my disposal and how I want my day to look.

As I’m using AI to plan and manage my day, it knows both what I have and what I want the day to look like.

This is just the start of the AI foundational knowledge framework that I’l dig into more tomorrow!

My Professional Time Management Profile

Tools & Systems

• Task Management: Asana (client projects & team tasks) and Todoist (personal tasks & quick captures)

• Calendar: Google Calendar with time blocking, integrated with Calendly for client bookings

• Communication: Slack (team), Gmail (clients), WhatsApp (urgent client needs)

• Time Tracking: Toggl for client work, RescueTime for personal productivity analysis

• Automation Tools: Zapier connecting Asana/Slack/Gmail, TextExpander for common responses

• Other Essential Tools: Loom for quick client videos, Notion for client documentation

Current Schedule

• Wake Time: 6:30 AM (but want it to be 5:30 AM)

• Core Work Hours: 9:00 AM - 5:00 PM

• Regular Meetings:

  • Monday 9:00 AM team huddle

  • Wednesday 2:00 PM client check-ins

  • Friday 4:00 PM week review with project managers

• Daily Habits:

  • Check email at 9:00 AM, 12:00 PM, 4:00 PM

  • Slack check every 2 hours

  • Coffee while reviewing daily agenda

• Sleep Time: 11:30 PM (target is 10:00 PM)

Ideal Life

• Wake up at 5:30 AM #notdoing

• Exercise before work #notdoing

• No client communication after 6:00 PM #doing

• Inbox zero daily #notdoing

• Read industry news for 30 minutes #doing

• Weekly meal prep #notdoing

• Date night with spouse #doing

• Delegate client meetings to team #notdoing

• No laptop work in bed #notdoing

• Meditate 10 minutes daily #notdoing

• Write one thought leadership article weekly #notdoing

• No meetings on Fridays #notdoing

• Block time for strategic planning #notdoing

• Regular team one-on-ones #doing

• Keep project profitability above 30% #doing

Due to scheduling conflicts, we are bumping the boot camp by one week. Our boot camp registration is officially open, and we're excited to welcome a large group! We'll now be launching next Thursday, February 27.

As a valued newsletter subscriber, use coupon code BCV2100 to join at the discounted price of $499.

Plus, when you sign up using our referral link, you'll receive a $200, 60-day credit on DigitalOcean.

Sign up for our boot camp today!

Troy's One Cool Thing of the Day

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• 🤖 AI-driven content generation tailored for SEO

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The Bottom Line: SE Ranking AI Writer empowers non-technical business owners to efficiently create SEO-optimized content. It automates content creation, offers competitive insights, and helps entrepreneurs focus on content strategy, sparking new ideas for marketing and online visibility.

Disclaimer: Just a heads-up! Some of the links in this newsletter might be affiliate links, which means I could earn a small commission if you make a purchase. No extra cost to you… just a way to keep the magic coming!