How to turn messages into a task list with AI
This post explains how to use an AI tool to create a task list from your group chats. You will learn how to get the AI to identify tasks, owners, status, and follow-up dates. You will also learn how to check and confirm the details.
Why turn messages into a task list with AI?
Group chats are good for quick conversations and sharing ideas. But important tasks can get lost in many messages. It can be hard to remember who said what, who needs to do what, and when. Manually going through a chat to find all the tasks takes time and can lead to mistakes. Using an AI tool to turn messages into a task list with AI can help. It can quickly find tasks and organise them for you. This means you spend less time sorting through messages and more time on your actual work. It helps make sure nothing important is missed.
What to prepare before you start
Before you ask an AI tool to create a task list, gather the chat messages you want to use. Make sure you have the full conversation. It is best to copy and paste the text directly from the chat into the AI tool. This makes sure the AI has all the information it needs. Think about what details you want in your task list. For example, you might want to know the task itself, who is responsible for it, its current status, and any follow-up dates. Having a clear idea of what you need will help you give better instructions to the AI.
Step-by-step: How to create your task list
First, open your chosen AI tool. Paste the chat messages into the input area. Then, give the AI clear instructions. For example, you can ask the AI to read the chat messages and create a task list. You can ask it to include the task description, the person responsible, the current status, and any follow-up date mentioned. You can also ask for specific columns, such as for the task, the owner, the status, and any follow-up date. The more specific you are, the better the result will be. The AI will then process the messages and give you a task list. This list might be in a table format or as a simple bullet point list, depending on the tool and your request.
Checking and confirming the results
After the AI gives you a task list, it is very important to check it carefully. The AI is a tool, and it can sometimes make mistakes or misunderstand parts of the conversation. Read through each task. Make sure the task description is correct. Check that the right person is assigned as the owner. Confirm the status and any follow-up dates. If something is not right, you can tell the AI to fix it. For example, you might ask the AI to change the owner for a specific task to another person's name. Always confirm the details with the people involved before you act on the list. This makes sure everyone agrees on the tasks and responsibilities.
Common problems and how to fix them
Sometimes, the AI might not create the perfect task list on the first try. One common problem is missing tasks. This can happen if the chat messages are unclear or if the task was implied rather than stated directly. To fix this, you can point out the missing task to the AI and ask it to add it. Another problem might be incorrect owners or statuses. If this happens, tell the AI the correct information. You can ask the AI to change who owns a task. If the AI is struggling to understand, try rephrasing your instructions. You can also break down your request into smaller steps. For example, first ask for a list of tasks, then ask for owners, and then for statuses.
Keeping control of your task list
Using AI to create a task list is a starting point. You are always in control of the final list. The AI provides a draft, but you decide what goes into the final version. If the AI suggests a task that is no longer relevant, you can remove it. If it misses a task, you can add it. You can also change the wording of tasks to make them clearer. Remember that the AI does not understand the context or relationships between people in the same way a human does. Always use your judgment and knowledge of the situation to refine the task list. This ensures the list is accurate and useful for your team.
Next steps for your tasks
Once you have a confirmed task list, you can use it to manage your work. Share the list with your team so everyone knows their responsibilities. You can use the list in your project management tools or simply keep it as a shared document. Regularly review the list to update statuses and track progress. This helps keep everyone on track and makes sure tasks are completed on time. You can also use the AI tool again to update the list if there are new chat messages or changes to tasks.
If you would like support to build this skill for your own goal, AI mentoring is an upcoming aXai program for people with disability, where you learn to use AI tools for your own tasks at your own pace; you can register your interest now.
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.
Easy Read version
Turn messages into a task list with AI
This post tells you how to use an AI tool.
It helps you make a task list from your group chats.
You will learn how to find tasks.
You will find out who owns them.
You will learn about their status.
You will learn about follow-up dates.
You will also learn how to check the list.
Why use AI for tasks?
Group chats are good for talking fast.
But tasks can get lost.
It is hard to remember who does what.
It takes time to find tasks in a chat.
AI can find tasks quickly.
It helps you organise them.
This means you spend less time sorting messages.
You spend more time on your work.
It helps you not miss important things.
What to do first
Copy the chat messages you want to use.
Make sure you have all the messages.
Paste the messages into the AI tool.
Think about what details you want.
For example, you might want the task.
You might want who owns it.
You might want its status.
You might want a follow-up date.
This helps you tell the AI what to do.
How to make your task list
Open your AI tool.
Paste the chat messages into it.
Tell the AI what to do.
For example, say to make a task list from these messages.
Say to include the task, who owns it, its status, and any follow-up date.
You can ask for a column for each task, its owner, its status and any follow-up date.
The more you tell it, the better the list will be.
The AI will then give you a task list.
It might be in a table.
It might be a list of points.
Check your list
Always check the list the AI gives you.
The AI is a tool.
It can make mistakes.
Read each task.
Is the task right?
Is the right person the owner?
Is the status correct?
Are the follow-up dates right?
If something is wrong, tell the AI to fix it.
You can ask the AI to change who owns a task.
Always check with people before you use the list.
This makes sure everyone agrees.
What if there are problems?
Sometimes the AI does not get it right the first time.
Some tasks might be missing.
This can happen if the chat was not clear.
Tell the AI about the missing task.
Ask it to add it.
Sometimes the owner or status is wrong.
Tell the AI the correct information.
You can ask the AI to change who owns a task.
If the AI does not understand, try saying it in a different way.
Or ask for things in small steps.
You are in control
AI helps you start a task list.
You are always in control of the final list.
The AI gives you a draft.
But you decide what to keep.
If a task is not needed, take it out.
If a task is missing, add it.
You can change the words to make tasks clearer.
AI does not understand everything like a person does.
Always use your own judgment.
This makes sure the list is correct and useful.
What to do next
Now you have a task list.
You can use it to manage your work.
Share the list with your team.
Everyone will know their jobs.
You can use the list in your work tools.
Or keep it as a shared paper.
Check the list often.
Update what is happening with tasks.
This helps everyone stay on track.
It helps get tasks done on time.
You can use the AI tool again to update the list.
AI mentoring is an upcoming aXai program for people with disability.
You learn to use AI tools for your own goal.
You can register your interest now.
aXai is a company led by people with disability.
Skilled people with disability do the work.
They have real jobs with proper pay.
AI removes the barriers.