Do you have tasks scattered across multiple apps, sticky notes, and even handwritten pages? If so, you’re not alone. Many people struggle with managing tasks from various sources. But there’s a simple solution: using ChatGPT to gather and organize everything into one list—fast.
Why It’s Hard to Stay Organized
Apps are great. But switching between them can be exhausting. Add in sticky notes, whiteboards, and paper notes, and it’s easy to feel overwhelmed. The key problem is fragmentation. Your to-dos are everywhere, and it takes too much time to collect them.
The Simple Screenshot Trick
One of the fastest ways to gather information for ChatGPT is using your computer’s screenshot tool. Most Windows and Mac devices come with one built-in. All you have to do is take screenshots of your task lists, sticky notes, or handwritten pages.
Once you have your screenshots, paste them into ChatGPT. You don’t need to add any instructions at first. Just paste them in.
Why Screenshots Work So Well
Sometimes, you can’t copy and paste your tasks. For example, Google Tasks doesn’t let you select multiple items to copy. Trying to do so only moves them around. Even in apps where copy/paste is possible, it might be faster to take a screenshot.
Screenshots also work for handwritten notes. Think about sticky notes or whiteboards. Snap a picture, grab a screenshot, and paste it into ChatGPT.
Turn Screenshots Into One Task List
Now that your screenshots are in ChatGPT, give it a simple instruction: “Put these three task lists into a single list.” It doesn’t even matter how many screenshots you added. ChatGPT will extract the text and combine everything.
It will also count your tasks for you. This can be helpful when you're trying to get a sense of how much you need to do. For example, you might find out you have 21 tasks—something that wasn’t easy to count manually.
Take It to Your Favorite App
Now that you have your unified list, copy it and paste it into your favorite task manager. In this example, I use Trello. But you can do the same in Notion, Todoist, or many others.
Paste the list into a new card or note. Many apps are smart enough to ask if you want to split the list into multiple tasks. Choose to create separate tasks, and suddenly, you have 21 individual cards or items that you can organize further.
Use ChatGPT to Categorize Tasks
You can also use ChatGPT to prioritize your list. Add a prompt like: “Group these tasks into three categories: Urgent, Important, and Not a Priority.”
ChatGPT will break down the list. For example, urgent tasks might include scheduling meetings or sending reminders. Important tasks might relate to ongoing projects. Less critical items fall into the Not a Priority group.
Even if it’s not perfect, this method gives you a quick way to reduce mental load and increase focus.
See Your Tasks Clearly
Once your list is categorized, it becomes much easier to act. You can label tasks, set deadlines, or even assign them to team members if you're using a collaboration tool.
You’ll go from a mess of random ideas to a clean, structured task list. And the best part? It takes just a few minutes.
Why This Method Works
The secret is reducing friction. You don’t have to type everything out. You don’t have to switch between five apps. You just screenshot and paste. ChatGPT does the rest.
You’re also making use of what you already have. Instead of re-writing your sticky notes or transferring data by hand, you use tools and tech to streamline the process.
Start Today
Try it yourself. Grab a few screenshots of your current task mess and paste them into ChatGPT. See how quickly you can turn chaos into clarity.
This isn’t just about getting organized. It’s about saving time, reducing stress, and focusing on what matters. ChatGPT isn’t just smart—it’s your new productivity assistant!
