Todo Manager

Todo Manager is the second link. It takes raw ideas from Idea Logger and transforms them into concrete tasks: defined, prioritized, with an estimated duration and execution context. It also manages tasks day-to-day — you can ask it what you should do right now, mark tasks as done, or add new ones.

How it works

Automatic mode — idea transformation

Each evening, an n8n workflow retrieves Notion ideas marked as “task” but not yet processed. GPT-4o breaks them down into actionable tasks with:

• A precise title (not “work on X” but “write the first paragraph of Y”)
• A realistic estimated duration (15 min / 30 min / 1h / 2h+)
• A required energy level (high focus / routine / creative)
• An associated project
• A recalculated ICE score (Impact × Confidence × Ease)

Interactive mode — daily management

You talk to the Telegram bot in natural language:

• “What should I do now?” → it selects 3 tasks based on your current energy
• “I finished X” → it marks the task as completed in Notion
• “Add a task: …” → it creates and structures the task directly

Architecture

n8n — Dual workflow

Workflow 1 (automatic, triggered in the evening):

• Retrieves unprocessed “task” ideas from Notion
• GPT-4o call with decomposition prompt
• Writes structured tasks to Notion

Workflow 2 (interactive, triggered by Telegram webhook):

• Interprets natural language message
• Queries Notion based on context (current energy, time, active project)
• Responds in Telegram with recommended tasks

Notion — Single source of truth

• Tasks database with all structured fields
• “Today” view: tasks scheduled for the day
• “Backlog” view: all tasks prioritized by ICE score
• View by project and by energy level

Connection with Smart Focus

The tasks managed by Todo Manager are the ones Smart Focus retrieves to display during work sessions. The pipeline is complete: idea → structured task → execution in focus.

→ See the Productivity Stack page for the full pipeline.

Key features

• Automatic transformation of ideas into actionable tasks
• Intelligent decomposition by GPT-4o (duration, energy, priority)
• Natural language interaction via Telegram
• Contextual task selection (energy, availability, time of day)
• Task completion marking from Telegram
• Two-way sync with Notion

In daily use since January 2026 — the heart of the system.