A capture inbox where every task lands, gets sized and routed to its project, so nothing lives in your head overnight.
Category
Time & Priorities
Return
1–2 hrs / week
Stack
Notion · Claude
The Problem
Tasks arrive from six directions: email, messages, meetings, your own head at 11pm. Some get written down in different places, some don't, and the mind keeps a background process running to hold them. That process is expensive, and it leaks.
The Solution
One capture inbox where every task lands the moment it appears, and an AI pass that sorts what lands. Each task gets a size, a category and a destination, and your head gets to stop being the tracking system.
How It Works
- A single inbox in Notion receives tasks from anywhere: a quick phone note, a forwarded email, a line from a meeting.
- Claude reviews new arrivals on a schedule and labels each one: project, effort size, deadline if stated or implied.
- Tasks route to their project or area, and vague entries come back with a clarifying question instead of rotting untagged.
- Anything that's really a follow-up or a calendar event gets routed to those systems instead.
- The sorted list feeds Priority Scoring, so ranking starts from clean data.
Built With
- A capture inbox and task database in Notion
- A scheduled Claude pass that labels, sizes and routes
- Routing rules connecting tasks, follow-ups and calendar
It feeds the Priority Scoring formula and the Morning Brief, and it receives delegated items from the Inbox Management.
What You Get
- One place where every task lives, whatever door it came in through
- Tasks that arrive pre-sorted instead of pre-forgotten
- A head that's free for thinking because it's no longer the database
The Numbers
One day to build the inbox and the sorting pass. It returns one to two hours a week of collecting and re-finding, and the tasks that used to vanish stop vanishing.