Productivity Tricks for Overwhelmed Leaders

How to build custom GPTs, simplify coding, and organize your chaotic schedule with AI that works for you.

I'm writing this while juggling three things that perfectly capture why I love this AI-first world we're living in.

I'm prepping for a last-minute trip to Portland, where I'll be running a 3-hour AI workshop, and setting up a live session this Friday, where I'll walk you through the whole custom GPT setup process.

While I’m super busy managing a workload that would be impossible without AI, the secret to keeping my head above water is Akiflow, my organizational superhero.

It's one of those weeks where I'm not just teaching AI—I'm living it, breathing it, and proving to myself (again) that the right tools can turn chaos into clarity.

That's exactly what I want to share with you this week—from a step-by-step guide to building your own custom GPTs to how to build a web app with Claude Code.

Today at a glance:

  • Live session on custom GPTs this Friday - join me!

  • News: GitHub CEO predicts more developers with AI, Cursor launches mobile coding, and AI helps a couple have a baby after 18 years

  • Guide: Build your own custom GPT assistant in 30 minutes

  • Media: See vibe-coding in action with Claude Code

  • Tool: Akiflow: the productivity system that's keeping me sane

News: 

Smart Companies Will Hire More Developers

GitHub CEO Thomas Dohmke says the smartest companies will hire MORE software engineers as AI develops, not fewer. He says it’s because AI makes developers 10x more efficient, meaning 10 developers can now do 100x the work.

I completely agree with this. It’s exactly what I aim to show everyone—that AI makes you more efficient, not irrelevant.

Cursor Brings AI Coding Everywhere

Cursor's AI coding assistant is now available on web and mobile, letting you write code, run tasks in the background, and collaborate with your team from any device.

I've been experimenting with vibe coding a lot, so the ability to do this on mobile is bringing everything to the next level! You no longer need 3 screens and 10 years of expertise to start building—anyone can now build from anywhere.

AI Helps Couple Have Baby After 18 Years

After 18 years of infertility, a couple finally had a baby thanks to AI that scanned millions of images in a semen sample to find viable sperm in hours, rather than days, enabling successful fertilization.

Seeing AI help people experience one of the most beautiful and blessed experiences in the world (I am quite familiar, as I have two wonderful kids) is incredible, and I nearly shed a tear when I read this news.

One Guide: Build Your Own AI Assistant in 30 Minutes

Custom GPTs are like having specialized AI team members tailored to your specific business needs. I've created several for my own business that save me hours each week. Here's how you can build your own in about 30 minutes:

Step 1: Access the GPT Builder

Go to ChatGPT and click "Explore GPTs" in the sidebar. Then hit "Create" to open the GPT Builder interface.

Step 2: Start with the basics

The builder will guide you through naming your GPT, defining its purpose, and writing a short description. Keep it simple at first, as you can always refine later.

Add a few conversation starters to help users engage with your GPT. These are like sample questions that show people how to interact with your assistant.

Step 3: Feed it your business knowledge

This is where your GPT becomes truly yours. Upload documents that contain your business expertise—standard operating procedures, proposal templates, training materials, brand guidelines, or any specialized knowledge.

Enable capabilities like web browsing if your assistant needs to access current information, or code interpretation if it will help with technical tasks.

Step 4: Write clear instructions

Think of this as training your new digital team member. Use simple, structured directions to define:

  • What the GPT should do and not do

  • The tone of voice it should use

  • How it should handle different types of questions

  • What format its responses should take

Include examples of ideal responses. The more specific your instructions, the better your results will be.

Step 5: Select the right model

You now have options for which AI model powers your GPT. For example:

  • GPT-4.5 works well for natural-sounding content creation

  • GPT-4o offers good all-around performance with faster speed

  • o3 for reasoning and more complex tasks

I typically recommend starting with GPT-4o for most business applications—it balances capability and speed nicely.

Step 6: Test thoroughly

Test your GPT with real-world scenarios—I typically spend at least 15 minutes testing different scenarios.

Refine your instructions based on what you discover. This iterative process is how you'll create a truly useful tool.

Pro tips

  • Pull multiple GPTs together with the @ symbol. For example, when working on a client proposal, I might bring in @ProposalWriter, @PricingStrategist, and @CompetitiveAnalyst all in one conversation.

  • Set a calendar reminder to review and refresh the GPT’s information monthly.

  • Measure the impact by tracking time saved or output quality. A well-designed GPT should deliver noticeable efficiency gains within the first week of use.

What business process would you like to enhance with a custom GPT? Start small, focus on a specific task, and you'll be amazed at the results.

One Media: When Coding Feels More Like Conversation

I created a video showing how Claude Code works as a "vibe-coding" tool. Instead of needing to know programming languages, you can essentially describe what you want, and Claude Code helps bring your vision to life through natural conversation.

What excites me most about this approach is how it removes the technical barrier between having a great business idea and actually building it. You can focus on the what and why while Claude handles the how, making software development feel more like collaborating with a skilled partner.

One Tool: Order the Chaos in Your Work Life

After years of bouncing between task managers, calendar apps, and Chrome extensions, I found THE tool that works for my ADHD brain.

Akiflow combines your calendar, task list, and an AI assistant into one intelligent command center.

Here’s why I love it:

  • Aki, your AI assistant — Tell it, “Clear my afternoon and move non-urgent tasks to tomorrow”, and watch the magic happen.

  • One inbox for everything — Pulls tasks from Gmail, Notion, Slack, Asana (and 3,000+ other tools) into one clean view.

  • Instant task capture — Create tasks instantly from anywhere on your computer, even in the middle of a call.

  • Time-blocking that makes sense — Drag tasks directly onto your calendar without switching apps.

  • Daily rituals built in — Morning and evening routines that create structure without rigidity.

As someone who leads multiple projects and teams, I’ve felt the constant pull between keeping up and actually making progress. Akiflow keeps everything clear for me.

If you’re someone who:

  • Manages multiple projects and needs everything visible at once

  • Loses tasks scattered across different platforms

  • Wants AI handling the tedious scheduling work

  • Needs to capture ideas without breaking focus

Then you should definitely try it out! Here's my affiliate link, where you'll receive a $10 credit upon signing up, and I'll get one, too, if you decide to purchase.

TL;DR:

  • I'm juggling Portland workshop prep and setting up a live session on custom GPTs this Friday —you should definitely join.

  • GitHub's CEO predicts companies will hire more developers with AI, Cursor launches mobile coding tools, and AI helps a couple have a baby after 18 years of trying.

  • The guide walks you through building your own custom GPT in 30 minutes, from basic setup to advanced integration.

  • My latest video is on vibe-coding with Claude Code, showing how non-technical business leaders can create functional solutions without coding expertise.

  • Akiflow is my productivity buddy (together with ChatGPT), combining calendar, tasks, and AI assistance.