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Using AI to breakdown tasks and generate task lists

Thursday October 26, 2023
Using AI to breakdown tasks and generate task lists

The world of AI is evolving at breakneck speed. From self-driving cars to smart home devices, AI's footprint is everywhere. But have you ever thought about how AI can make task management a breeze?

In this article, we'll explore how you can use AI tools to help you break down tasks and generate task lists.


A quick dive into AI

πŸ€– Artificial Intelligence, often just referred to as AI, is the simulation of human intelligence in machines. The goal? Making machines think and act like humans. In recent years, AI's capabilities have expanded tremendously, enabling machines to learn from experience, adjust to new inputs, and even perform tasks that once required human intelligence.

Latest developments in AI

Technology is always on the move, and AI is no different. From creative arts to predicting stock market trends, AI is making significant strides in numerous fields. One of the standout developments in recent years has been in the realm of language models.

Language models - A revolution in AI text generation

πŸ“– What are language models?: In simple terms, language models are AI systems that have been trained on vast amounts of text. Their primary function is to predict the next word in a sequence, but their applications go far beyond just that.

πŸš€ Evolution and impact: Over the past few years, language models have grown exponentially in both size and capabilities. We've seen models like OpenAI's GPT series transform the way we interact with AI, enabling more natural conversations, creating content, and even coding assistance.

πŸ€– Real-world applications: Today, language models are being used in chatbots, content generation, translation, and even in tools that assist developers in writing code. Their ability to understand context and generate human-like text has opened up a world of possibilities.

πŸ›  The tooling aspect: For developers and businesses, the advent of platforms that allow fine-tuning and integration of these models means that custom AI solutions are more accessible than ever. Whether it's automating customer support, drafting content, or even aiding in education, language models are at the forefront.

Back to the broader AI landscape, other significant developments include AI being used in medical diagnoses, smart home integrations, and even assisting in artistic creation. But for the everyday user, AI's integration into productivity tools and task management has been notable, making processes more intuitive and effective.

AI tools you can use today

Now that we understand what AI is and how it can help, let's dive into some of the tools that harness the power of AI to give you an edge in your daily tasks.


In an era brimming with productivity tools, 'dypt' is a new approach. Merging the power of AI with intuitive and simple design, dypt promises not just organization, but a smarter way to get things done.

What is dypt?

I've designed dypt from the outset to be focused on being an easy-to-use task manager that helps you get things done. Whether you're juggling work projects, personal to-dos, or brainstorming the next big idea, dypt's AI-powered features ensure you're always ahead of the curve.


  • AI-Powered Task Breakdown: Transform vague ideas into actionable steps. Input a goal, and watch dypt's AI dissect it into manageable tasks. Create shopping and packing lists, taking the guesswork out of your next trip.
  • Infinite depth: Breakdown your tasks into a hierarchy of sub-tasks. You can go many levels deep, so you're never stuck wondering where to start.
  • Shared tasks: Seamlessly share your tasks and use tasks created by others as a starting point with a single click.
  • Due dates and reminders: Set due dates and reminders to ensure you never miss a deadline. Get notified on your device when a reminder is due.
  • Add notes: Add notes to your tasks to provide additional context or instructions without cluttering the task itself.
  • Prioritize tasks: Add priorities to tasks, ensuring that the most important ones are always at the top of the list.
  • Filter tasks: Filter tasks by title, status, priority, due date, and more, so you can always find the tasks you need for any given moment.
  • Cross-Platform Accessibility: Whether at your desk or on the move, dypt ensures your tasks are always a tap away. It works on any browser and can be installed to your device as a web app.
  • First class keyboard support: On desktop, dypt is designed to be used with a keyboard, so you can get things done without having to reach for your mouse.


While dypt offers robust capabilities, the current features are entirely free.

We do plan to offer a paid tier in the future, but the core features will always be free.

Thoughts on dypt

Dypt isn't just about doing more; it's about achieving your goals in the most efficient way possible. By harnessing the power of AI, dypt ensures that you're always on top of your tasks, no matter how complex they may be.

Use dypt if you want a task-focused tool helps you get things done for the low low price of free.


The first option isn't a traditional task manager, but it's worth highlighting as it's the breakthrough option that has driven the space forward. It also powers many of the AI tools you'll come across.

Developed by OpenAI, it stands as a testament to the advancements in the realm of language models. But what exactly is it, and how can it be of value to you?

What is ChatGPT?

ChatGPT is a variant of the GPT (Generative Pre-trained Transformer) model, fine-tuned specifically for human-like conversations. It's designed to understand and generate text, making it capable of engaging in detailed and coherent conversation with users.


  1. Conversational Fluidity: ChatGPT can engage in diverse topics, from tech and science to pop culture and everyday queries.
  2. Task Assistance: Need help drafting content, brainstorming ideas, or even coding? ChatGPT is up for the task.
  3. Learning and Adaptation: The more you interact with it, the better it gets at understanding context and providing relevant responses.
  4. Multilingual: While English might be its forte, ChatGPT can converse in multiple languages.


OpenAI offers a tiered pricing model for ChatGPT:

  • Free Access: For casual users and enthusiasts to experience the capabilities of ChatGPT.
  • Plus: $20 pm - Offers more intelligent models, faster response times, and priority access to new features and improvements.

Thoughts on ChatGPT

Whilst it doesn't have a traditional task interface, it can breakdown your tasks for you in a conversational style.

Use ChatGPT if you're looking for AI driven breakdowns that you manually copy into a task manager of your choosing.


Notion has quickly risen to prominence as a versatile workspace tool, catering to both individual users and large teams.

What is Notion?

At its core, Notion is a collaborative workspace that combines note-taking, task management, databases, and more into a single platform. Its modular approach allows users to create customized workspaces, from simple to-do lists to complex project boards.


  • Versatile Editor: Notion's drag-and-drop interface lets users mix and match content types, be it text, images, checklists, or databases.
  • Templates: For those looking for a quick start, Notion offers a wide range of templates, from reading lists to roadmaps.
  • Collaboration: Share pages, assign tasks, and comment in real-time.
  • Integrations: Notion plays well with other tools, offering integrations with platforms like Google Calendar, Trello, and Evernote.
  • Cross-Platform: Available on multiple platforms


Notion adopts a tiered pricing approach:

  • Free plan: Ideal for individual users, offering unlimited blocks with some sharing restrictions.
  • Plus $10 pm: A step up, this plan offers unlimited file uploads, 30d version history, and guest support.
  • Business $18 pm: Tailored for companies using notion to connect teams and tools, includes things like bulk PDF export, advanced analytics and more guests
  • Notion AI $8 pm addon: Notion's AI-powered tool that helps you generate summaries, action items and insights

Thoughts on Notion

Notion is a fully featured blank canvas style tool. Whilst not explicity task orientated, you can use it to craft task style workspaces or use a template to get going. AI features are limited to the Notion AI addon, which is a paid extra.

Use Notion if you want a full blank canvas workspace that you can customize to include task management.


Todoist offers blend of simplicity and powerful features. Let’s unravel what has made Todoist a favorite among productivity enthusiasts.

What is Todoist?

Todoist is a task management and organization tool designed to help individuals and teams capture, organize, and prioritize tasks. Its intuitive design ensures that users can quickly jot down ideas and to-dos, ensuring nothing falls through the cracks.


  • Task Prioritization: Add priorities to tasks, ensuring that the most important ones are always at the top of the list.
  • Recurring Tasks: Set daily, weekly, or custom reminders ensuring recurring tasks are never missed.
  • Project Organization: Tasks can be organized under projects, making it easier to manage work, personal, or any specific category of tasks.
  • Collaboration: Share projects, assign tasks, and discuss details with team members directly within the app.
  • Integrations: Todoist seamlessly integrates with tools like Google Calendar, Dropbox, and Slack, enhancing its functionality.
  • Cross-Platform: Whether you're on a desktop, mobile device, or even a wearable, Todoist has got you covered.
  • AI features: AI features are available via the AI Assistant integration.


Todoist offers a variety of pricing options to cater to different user needs:

  • Free: A basic plan for individuals looking to manage their daily tasks, features 5 projects
  • Pro $5 pm: Offers features like 300 projects, 100 MB file uploads, and reminders.
  • Business $8 pm: Tailored for teams, this plan includes 500 projects, unlimited collaborators, and admin roles.

Thoughts on Todoist

We share Todoist's love of simplicity, it's a great option for those looking for a simple task manager with a clean interface.

AI isn't a core offering, but is available by integrating with the AI Assistant addon.

It's worth noting that reminders and in depth filtering is only available on the paid plans.

Use Todoist if you want a simple task manager with a clean interface and are willing to pay for reminders and filtering.


Evernote has been a long time presence in the world of note taking, offering users a dynamic space to capture thoughts, ideas, and more.

What is Evernote?

Evernote is a digital note-taking and organization platform that allows users to save notes, web clippings, images, and even voice memos. Think of it as a digital notebook that you can access from anywhere, anytime.


  • Versatile Note-taking: From simple text notes to complex PDFs or web clippings, Evernote can handle it all.
  • To-do Lists: Turn your notes into actionable to-do lists.
  • Notebook & Tagging System: Organize your notes into notebooks and use tags for efficient categorization and retrieval.
  • Web Clipper: A browser extension that lets you quickly save web pages, articles, or images directly into your Evernote account.
  • Document Scanning: Use your device's camera to scan and save documents, business cards, and handwritten notes.
  • Cross-Platform: Accessible on desktop, mobile, and web, ensuring your notes are always within reach.


Evernote's pricing caters to a range of users:

  • Free plan: A starter plan for casual note-takers, with a limited monthly upload limit.
  • Personal $15 pm: Unlock features like unlimited devices, reminders, offline access, more storage, and advanced search capabilities.
  • Professional $18 pm: Designed for teams, this tier offers more storage, workplace tool integration, team collaboration features, admin tools, and more.

Thoughts on Evernote

Evernote acts as a personal digital library, helping users capture, organize, and retrieve information effortlessly. Its longevity in the market is a testament to its adaptability and continuous commitment to user needs.

It's primary focus is around note taking and organization, so it's not a traditional task manager but it supports them within the context of notes.

AI features are a only available in the paid plans, they are focused on searching through your notes intelligently rather than task creation. Similarly, reminders are only available in the paid plans.

Use Evernote if you want a digital notebook that you can access from anywhere, anytime and add tasks to your notes.

Making the most of AI in task management

With all these tools at your disposal, it's all about finding the right approach that works for you.

Review the "Thoughts on ..." sections above to see which tool is the best fit for your needs.

Examples of using AI for task breakdown

Harnessing the power of AI can transform the way we approach complex tasks, turning them into broken down manageable action items. Here's ten captivating examples of how AI can assist in breaking down tasks:

  1. 🏠 Home Renovation: Input "Renovate my kitchen"

  2. 🌿 Gardening Project: Input "Start a vegetable garden"

  3. πŸ“š Write a Novel: Input "Begin writing a mystery novel"

  4. πŸŽ’ Plan a Vacation: Input "Plan a two-week trip to Japan"

  5. πŸŽ‰ Organize an Event: Input "Host a charity gala"

  6. πŸš€ Launch a Product: Input "Introduce a new tech gadget"

  7. 🎡 Produce an Album: Input "Make a jazz album"

  8. 🍝 Learn a New Recipe: Input "Bake a vegan chocolate cake"

  9. πŸ“Έ Photography Portfolio: Input "Create a nature photography portfolio"

  10. 🌍 Learn a New Language: Input "Become fluent in Spanish"

I generated all these examples using dypt's AI task breakdown feature. You can click on any of the links above to see the full breakdown and even make a copy to your own dypt account.

By integrating AI into the task breakdown process, even the most overwhelming projects can become approachable and actionable. It's all about taking that first step!

Why dypt stands out

I'm obviously a little biased here - while all the mentioned tools have their strengths, dypt's purest focus on providing the best task management experience is what sets it apart.

dypt is also the only tool that offers AI features for free, so you can get stuck in without paying a penny.

Wrapping up

AI is here to stay, and its applications in task management are just the tip of the iceberg. Embracing these tools, can revolutionise how you approach your daily tasks.

πŸ“£ I'd love to hear your thoughts on AI in task management. Have you tried any other tools that you swear by? Can't live without a feature that dypt is missing? Please get in touch πŸ’¬

Until next time friends,

Dane ❀️

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