How to turn messages into a task list with AI

This post will show you how to use an AI tool to create a task list from your group chats. You will learn how to identify tasks, assign them to people, and track their progress. This can help you keep track of what needs to be done and by whom.

Why make a task list from your messages?

Group chats are a common way for people to share information and make plans. However, important tasks and decisions can sometimes get lost in a long conversation. It can be hard to remember who is responsible for what, and when things need to be followed up. An AI tool can turn your messages into a task list. This makes these details easier to manage. This approach helps you to keep track of commitments and actions, making sure nothing is missed. It also helps everyone involved to see their responsibilities clearly.

What to prepare before you start

Before you ask an AI tool to help, gather the chat messages you want to use. Make sure you have the full conversation, or at least the parts that contain tasks and decisions. You will need to copy and paste these messages into the AI tool. It is also helpful to have a clear idea of what you want the task list to include. For example, you might want to identify the task itself, the person responsible, the status (like 'to do' or 'in progress'), and any follow-up dates. Thinking about these details beforehand will help you write a clear request for the AI tool.

Step-by-step: How to create your task list

First, open your AI tool. Then, copy the relevant messages from your group chat. Paste these messages into the AI tool's input area. Next, write a clear request. For example, you could ask the AI to make a task list from the messages. You might ask it to include the task description, the person responsible, a suggested due date, and a column for the current status. You might also ask it to identify any follow-up actions and who is responsible for them. The more specific your request, the better the result will be. Remember to review the output carefully, as the AI's suggestions are unverified until you confirm them.

Checking the AI's suggestions

After the AI tool generates a task list, it is important to check it carefully. The AI makes suggestions based on the text it reads, but it does not understand the context of your conversation in the same way you do. Look at each task to make sure it is accurate. Check that the right person is assigned to each task. Confirm that any suggested due dates make sense. If something is unclear or incorrect, you will need to edit it. This step is crucial because the AI's output is a starting point, not a final, confirmed list. Always confirm the details with the people involved before acting on the list.

Common problems and how to fix them

Sometimes, the AI might miss a task or assign it to the wrong person. This can happen if the chat messages are unclear or if there are many different topics in the conversation. If the AI misses a task, you can add it manually to the list. If a task is assigned incorrectly, simply change the name of the responsible person. You can also refine your request to the AI. For example, if the AI is not picking up on follow-up dates, you could specifically ask it to pay close attention to any mentions of future dates or deadlines. If the initial output is not quite right, try rephrasing your prompt or giving more context. For more help with refining your requests, you might find our post on how to use AI to summarise a letter useful.

Keeping control of your task list

Once you have a task list, it is important to keep it updated. As tasks are completed or new ones arise, make sure to change their status. You can share the task list with everyone involved so they can see the progress. This helps to keep everyone on the same page and accountable. You might choose to use a simple document, a spreadsheet, or a dedicated task management tool to store and update your list. Regularly reviewing the list helps to ensure that all tasks are moving forward. You can also use this approach for other types of conversations, such as meeting notes or email threads.

Next steps for your tasks

Now you have a task list from your chat messages. The next step is to put it into action. Share the list with the people involved and confirm the tasks and deadlines. Then, start working through the tasks. This method helps you stay organised and ensures that important actions are not forgotten.

If you would like support to build this skill, AI mentoring is aXai's program for people with disability who want to learn AI tools for their own goals, at their own pace. You can register your interest on the page.

aXai is a disability-led AI, software and accessibility company, delivering through AI-supported work: skilled people with disability in real, properly paid roles, with AI removing the barriers. Read how AI-supported work works.