Business leaders and professionals are constantly juggling tasks—emails, scheduling, reports, and everything in between. The challenge is knowing which tasks to automate, optimize, or delegate while keeping control of work that requires human expertise.
I do this exercise all the time. At this point, I can’t even look at a task without automatically assessing whether AI can take some (or all) of it off my plate. Being AI-empowered means AI isn’t an afterthought—it’s a core part of my workflow. If AI can get me 60% of the way there, I’m not spending my time reinventing the wheel.
That’s where The DO Lists Framework comes in. It helps you categorize tasks into three lists: TO DO (routine busy work), SHOULD DO (growth activities), and COULD DO (bigger impact tasks). The goal? Free up your time for the work that actually needs you.
Once you’ve built your lists, the next step is to tag each task with A, B, or C to determine how AI can help:
- A = AI-Ready (AI can handle 80%+ of the task with little loss in quality, or possibly even better than manual effort)
- B = Begin with AI (AI can help, but requires human refinement and oversight)
- C = Cannot be done by AI (tasks requiring human judgment, strategy, or interaction, though AI can support related steps)
This structured approach ensures that AI is used where it makes the most sense, without losing control of essential work.
Step 1: Create Your DO Lists
First, map out your tasks under these three categories:
TO DO (Routine Tasks AI Can Assist With)
✅ Writing emails (Getting past the blank page struggle is real!)
✅ Data entry
✅ Writing reports
✅ Drafting documents
✅ Writing job descriptions
I used to spend hours on these tasks before realizing AI could do most of the heavy lifting. Now, I let AI get me 80% of the way there, and I just refine what’s needed.
SHOULD DO (Tasks That AI Can Speed Up)
✅ Social media posts
✅ Training staff / documenting processes
✅ Personalized client messages
✅ Getting testimonials
✅ Competitive research
✅ Win/loss reports
For example, AI helps me draft LinkedIn posts, create variations for different audiences, and even suggest relevant hashtags. What used to be a time-consuming process now happens in minutes.
COULD DO (Higher-Impact Tasks AI Can Help With)
✅ Customer case studies
✅ Analyzing data for insights
✅ Revamping processes
✅ Adding new capabilities
✅ Summarizing and reviewing saved articles
I used to hoard articles, swearing I’d read them “later.” Now, I have AI summarize them for me, so I can digest key points in minutes rather than letting them sit in my reading list forever.
Step 2: Apply the A, B, C System
Once your lists are ready, go through them and tag each task:
- A: AI-Ready – Tasks AI can handle with minimal oversight. Examples: drafting multiple email variations, generating structured reports, summarizing meetings.
- B: Begin with AI – AI can assist, but human review is needed. Examples: report writing, strategy analysis, or competitor research.
- C: Not AI-Ready – Tasks requiring human expertise, such as performance reviews, direct client calls, or creative strategy development. However, AI can assist with preparation, follow-up, and documentation.
💡 Tip: Consider tasks that occur regularly. AI thrives on repetition, meaning a reusable prompt can shift a task from “B” to “A” over time.
Step 3: The 20-60-20 Rule for AI Implementation
AI is not an all-or-nothing tool. The 20-60-20 rule provides a framework for integrating AI effectively:
- 20% Human Strategy: Define the goal, choose the right tools, and provide clear instructions.
- 60% AI Execution: Let AI generate drafts, analyze data, and complete routine work.
- 20% Human Oversight: Review, refine, and ensure final quality.
For example, instead of writing client proposals manually, AI drafts them based on past data (60%), and I refine them for final delivery (20%). It saves time without sacrificing quality.
Step 4: Build Your AI-DO List
If a task is consistently handled by AI, it may be time to fully automate it. Tools like Fathom.video record, transcribe, and summarize meetings automatically, eliminating the need for manual note-taking.
I don’t waste time capturing and sending meeting notes anymore—AI does it faster and better than I ever could. That’s one less thing on my list.
Beyond simple automation, Agentic AI can handle multi-step workflows. As AI systems evolve, consider how AI agents could streamline entire processes, such as lead nurturing or real-time market analysis.
The result? More time for what AI can’t do. Connecting with clients, coaching teams, and making strategic decisions.
Next Steps: Take Action Today
AI is here to support, not replace, your expertise. The goal is to shift from “what AI can do” to “what AI can do for you.”
💡 Your next step? Build your DO Lists, tag tasks with A, B, or C, and pick one AI-DO task to automate today.
📩 Let’s connect! If you want to help your team work smarter with AI, let’s talk about how to apply this framework to your business.
