A 3-minute morning and evening routine to turn Gemini into your 'task-decomposition secretary' and automatically fill your Google Calendar
0. Introduction
Good evening, this is t_ueno.
Without further ado, please try answering this question.
Which of the following is your answer?
I don't know
I'm free after [Time] on [Date]
Depending on the choice, this question can lead to a bad ending, right?
If you answered '1. I don't know,' this article is for you.
You don't have a grasp of your own schedule. Things you need to do are swirling in your head, but you haven't decided when to do what. You freeze every morning thinking, 'What should I start with today...'
In this article, I will share how to break out of that state. All you need is Gemini and Google Calendar. A 3-minute morning and 3-minute evening habit will turn your brain from a 'place for thinking' into a 'place for acting'.
*The methods in this article may change due to Gemini version updates. Also, depending on settings, it may not be available for corporate accounts.
1. To you, who has exhausted your brain's memory
*If you want to know the specific steps before the brain science, please skip to '3. 4 steps to activate your 'secretary' starting tomorrow'
1-1. The reason you can't decide what to start with in the morning
You sit at your desk in the morning and open your computer.
You check your emails and look at your to-do list.
And then, you freeze.
'What was I supposed to start with today?'
Replying to a client
Revising the project proposal
Meeting preparation
Expense reporting, etc...
Countless things to do are floating around in your head.
But you have absolutely no idea which one to start with.
Before you know it, the morning is over, and you are struck by the despair of thinking, 'I didn't get anything done again today...'
Have you ever had a similar experience?
This can happen not only with work but also with personal tasks.
1-2. Inability to manage tasks is a structural problem of the brain
Strangely enough, the more serious you are, the more you fall into this trap.
Because you think, 'I have to do this properly,' you list tasks in detail.
But as your To-Do list grows to 20 or 30 items, your brain starts to shut down.
Why? The answer is simple.
The human brain can only process 5 to 7 pieces of information at the same time.
Yet, dozens of tasks are constantly swirling in your head.
Your brain tries to set priorities, estimate the time required, and think about necessary confirmation items. All of this happens at once, and your brain's memory reaches its limit in an instant.
Furthermore, psychological research has revealed that the act of 'making a plan' itself places an extreme burden on the brain.
In other words, continuing to think about 'what to do and when' from the morning is draining a massive amount of energy from your brain.
And then, there is no energy left for the crucial part: 'actually doing the work.'
The reason you cannot manage tasks is not because you have low ability. It is a structural limitation of the brain.
1-3. Solution: Leave planning to Gemini and use your brain only for execution
If so, the answer is simple: detach the task of 'making a plan' from your brain.
This is where Gemini comes in.
You just talk to Gemini about what you need to do today, just as it comes to mind.
Then, Gemini instantly determines 'when,' 'how many minutes,' and 'in what order' you should do them, and automatically puts the schedule into your Google Calendar.
Just by talking to your smartphone for 3 minutes in the morning about 'what you want to do today,' your daily action plan is complete.
Your brain no longer needs to be used for planning. Let's focus only on execution.
2. Why make Gemini your 'Task Decomposition Secretary'?
2-1. The only AI that can directly access Google Calendar and Gmail
When you hear 'task management with AI,' many people think of ChatGPT.
ChatGPT is certainly excellent, but it has a fatal weakness for the purpose of task management.
That is, according to the specifications at this moment (2/10 19:30),it cannot see your calendar (strictly speaking, it is possible, but it requires very troublesome preparation).
Even if you ask ChatGPT to 'organize today's tasks,' it cannot suggest an appropriate time allocation unless you manually explain, 'I have a meeting from 10:00 to 12:00, and another appointment from 14:00.'
On the other hand, Gemini can directly access your Google Calendar and Gmail through its 'App Extension' feature. It can automatically identify the free time in your schedule and register appointments directly into it.
2-2. Filling your calendar with just your voice—this is its greatest strength
'I want to finish the project proposal today. I also want to get the expense reports done.'
Just by speaking to your smartphone like this, Gemini will break down your tasks into 5 to 15-minute segments and automatically place them into the free slots on your calendar.
There is no need to open an app or copy and paste anything. From under your covers or on your morning commute, you can complete your daily plan using only your voice. Even on mornings when you don't have the energy to type on a keyboard, you can still speak. This is the power of voice input.
What a secretary needs is not just intelligence, but the ability to 'access your schedule' and 'be available for consultation at any time.' Gemini is the one that fulfills these two requirements.
3. Four steps to activate your 'secretary' starting tomorrow
STEP 1: Enable app extensions in 30 seconds
Configure Gemini so it can access your Google Calendar.
This is a one-time task for the first time only.
*If you have not registered for a Google account or have not installed Gemini on your smartphone, please start by registering and installing it.
[Procedure]
1. Open Gemini
Open the PC version or the smartphone app version of Gemini
2. Enable app extensions
PC: Settings and Help -> Extensions -> Turn ON Google Workspace
Smartphone app: Profile image in the top right -> Extensions -> Turn ON Google Workspace
3. Approve access permissions
You may be asked for permission to access your Google account for the first time only.
In that case, please press 'Allow'.
This completes the setup.
[A little magic spell] How to ensure a connection
Even after enabling app extensions, there are times when it may not be able to access them properly.
In such cases, please be sure to say this before organizing your tasks:
"Check today's calendar"
This will cause Gemini to read your calendar and establish a connection.
If you still get an error, please access Gemini again or restart the app and try again.
STEP 2: [3 minutes in the morning] Have it break down tasks into 5-15 minute segments
When you wake up in the morning, pick up your smartphone and talk to Gemini.
[Basic Prompt]
おはよう。今日のカレンダーを確認してから、これから言うタスクを5〜15分単位に細かく分解して、空いている時間にスケジュールを入れてください。
今日やりたいことは：
・[タスク1]
・[タスク2]
・[タスク3]
各タスクを実行可能なステップに分けて、Googleカレンダーに登録してください。[Actual Example (Casual is fine)]
おはよう。今日のカレンダー見てから整理して。
田中さんへの提案書を仕上げたい。第2章と第3章が残ってる。
あと経費精算3件片付けたい。
来週の会議資料も手を付けたいけど、今日は構成案だけでいいかな。
山田さんにメールの返信も。
これ全部、5〜15分の小さいタスクに分けて、空いてる時間に入れてくれる？Feel free to speak in whatever order things come to mind. Gemini will organize your words and convert them into concrete actions.
[Tip: Be more specific]
NG: "Finish the proposal"
OK: "Write chapters 2 and 3 of the proposal. Decide on the headings before writing the body text"
You don't need to be perfect from the start.
It's okay to start by giving a rough idea and answering if Gemini asks you questions.
Once Gemini makes a suggestion, check the content, and if there are no issues, say "Please do it" to have it automatically registered in your calendar.
If adjustments are needed, just say "I have a meeting at 10:00, so move it before that," and it will readjust for you.
STEP 3: Tips for giving instructions to automatically fill your calendar
[Tip 1: Communicate your preferred time slots]
"Put tasks that require concentration in the morning"
"Make the afternoon for tasks that don't require much brainpower"
[Tip 2: Ensure you have buffer time]
"Keep 1:00 PM to 2:00 PM open for lunch and a break."
"Don't schedule anything after 5:00 PM."
[Tip 3: Clarify priorities]
"Make the proposal my top priority today. Everything else can wait until tomorrow."
"I won't push myself too hard today. Just doing what I can is fine."
The strength of Gemini is that it can flexibly adjust to your mood and physical condition.
STEP 4: [3 minutes at night] Reschedule incomplete tasks with zero guilt
At the end of the day, right before you go to sleep, talk to Gemini once more.
"Check how much of today's tasks I completed. Move the unfinished tasks to tomorrow."
Gemini will list the incomplete tasks and ask, "Chapter 3 of the proposal is unfinished; would you like to move it to tomorrow?"
"Yes, move it to tomorrow morning."
With just this, it is automatically incorporated into the next day's schedule.
The important thing is not to feel guilty.
There is always a reason why a task didn't get completed.
Was the estimate too optimistic?
Were there unexpected interruptions?
Was I not feeling well—
Gemini will calmly suggest, "Then let's move it to tomorrow."
[Shutting down the brain]
Finally, tell it this:
"Organize tomorrow's tasks too. I want to confirm what I need to do tomorrow."
Gemini will display your schedule for tomorrow. Seeing this will put your mind at ease.
"What I need to do tomorrow is already decided. I don't need to think about it."
This peace of mind improves the quality of your sleep.
Plan your day in 3 minutes in the morning, and prepare for the next day in 3 minutes at night. With just this, your life will start to turn around.
4. Hire your 'secretary' today
Thank you for reading this far.
You now have two choices.
The first is to close this page and return to your daily routine of worrying about 'what to start with' starting tomorrow.
The second is to pick up your smartphone right now, launch Gemini, and spend just 3 minutes talking to it.
Which one you choose is up to you.
But please remember this.
Change starts today. Not tomorrow.
The tasks you put off today will remain for tomorrow.
They will remain for next week, too.
And the memory of 'I couldn't do it again' will continue to pile up.
On the other hand, if you start taking action today, a small success experience of 'I did it' will be born tomorrow. If that continues for a week, it will turn into confidence; if it continues for a month, it will turn into a habit; and if it continues for three months, your life itself will change.
3 minutes in the morning, 3 minutes at night.
With just that, your 'thinking time' will become zero, and your 'action time' will be maximized.
Why not hire a 'secretary' named Gemini starting today?
5. Finally
It is not your fault that you cannot manage your tasks. The volume and complexity of tasks required by modern society simply exceed the processing capacity of the human brain.
Therefore, let's use an 'external brain' called Gemini.
Also, there is a good reason why you haven't noticed the appeal of Gemini until now.
As you continue the conversation, the points tend to scatter, making it difficult to handle.
It was too multi-functional, making it hard to understand where to even start.
There was too much information (videos, note articles, etc.) overflowing, making it impossible to see the right answer.
But don't worry anymore.
This time, you'll leave only the task breakdown and calendar registration to Gemini, and your job will simply be to walk the path Gemini has created for you.
You no longer have to worry about "what to start with" or "not having enough time."
【3 Steps to Start Right Now】
Open the Gemini app on your smartphone
Enable app integration
Say, "Good morning. Please organize what I want to do today."
Your new life begins with these three steps.
Bonus: A Collection of Gemini-Specific Prompts by Situation
To help you make the most of Gemini, I'm providing a collection of practical prompts. You can use all of them by copying and pasting.
【Morning】 Prompts by Situation
■ A morning when you don't feel motivated
おはよう。正直、今日はあまりやる気が出ない。最低限やるべきことを、簡単なタスクから順番に並べて、カレンダーに入れて。5分でできることから始めたい。■ A morning when you're panicking because you have too many tasks
おはよう。今日やることが多すぎて何から手を付けるか分からない。全部言うから、本当に今日やるべきことだけをピックアップして、優先順位をつけて。(After that, list as many tasks as you can think of)
■ A morning when you're not feeling well
おはよう。今日は体調があまり良くないから、無理しないスケジュールを組みたい。頭を使わないタスクを中心に、余裕を持ったスケジュールを作って。午後は軽めにして。■ A morning when you want to focus on important tasks
おはよう。今日は[タスク名]に集中したい。これを最優先で、午前中の一番集中できる時間に配置して。他のタスクは後回しでいい。【Evening】 Prompts by Situation
■ A day that didn't go as planned
お疲れ様。今日は予定通りに進まなかった。できなかったタスクを確認して、明日以降に振り分けて。無理のないスケジュールで組み直して。■ An evening when you're anxious about tomorrow
明日のスケジュールを確認したい。何時に何をやるか、全体の流れを教えて。もし詰め込みすぎていたら、調整して。■ A Friday evening before the weekend
お疲れ様。今週やり残したタスクを確認して、来週のスケジュールに組み込んで。月曜日が重くならないように、火曜〜水曜に分散して。【Emergency】 Response Prompts
■ Sudden interruptive tasks occur
急ぎのタスクが入った。[タスク内容]を今日中に終わらせなきゃいけない。今日の予定を見直して、このタスクを最優先で入れて。他は明日以降に回してもいい。■ Meetings or appointments are scheduled suddenly
[時間帯]に急遽予定が入った。その時間のタスクを、別の時間に移動して。今日中に終わらないなら、明日に回して。■ Panic response right before a deadline
[タスク名]の締め切りが明日なのに、まだ終わっていない。残りの作業を細かく分解して、今日と明日のスケジュールに詰め込んで。23時以降は予定を入れないで。[Long-term planning] Prompt
■ Planning for long-term projects
[プロジェクト名]を[期限]までに完成させたい。このプロジェクトを週単位、日単位のタスクに分解して、今日から毎日少しずつ進められるようにスケジュールを組んで。[Ultimate Weapon] Emergency relief command for days with zero motivation
For those days when you really have no motivation, please remember just this one thing.
正直、今日は何もやりたくない。でも、何もしないと罪悪感がある。最低限これだけやれば『今日も頑張った』と思える、一番簡単で短いタスクを1つだけ提案して。Gemini will pick out just one task from your tasks for today that is the easiest and can be completed in the shortest amount of time.
"Today, let's just do this. It will only take 10 minutes. Once this is done, you can rest."
This "just one thing" approach is surprisingly effective. You might intend to do 10 minutes and find yourself continuing for an hour—that happens too. But even if you really finish in 10 minutes, that is fine. It is not zero; it is a small but certain step forward.