Stop Wasting Your Time Organizing… Use AI Instead!

I just don't want you wasting your time pushing completely just nonmeaningful tasks around like I love my content calendar but it doesn't need to be a job in itself to manage it's supposed to help me save time not add to it so I have a Content number reconciliation and a daily move content so this is essentially a reconciling of the uh you know content pushing over a day and then this is the reconciling of the number okay so let me walk through each of them one by one hi my name is Demitri panichi and I'm a content creator agency owner and AI Enthusiast you're listening to the AI agents podcast brought to you by jot form and featuring our very own CEO and founder idin tank this is the show where artificial intelligence meets Innovation productivity and the tools shaping the future of work enjoy

the show hey there and welcome back to another episode of the AI agents podcast in today's episode we're going to dive into how you can really save a lot of of time using AI agents in any workflow that you can imagine and this especially is going to be true in cases where you would be organizing now I'm going to show you a few use cases in this episode so if you are someone who's listening on the audio version make sure to go to our YouTube channel by looking up the AI agents podcast and checking out the link in the show notes what I'm essentially going to show you is a few different examples of how I save time in my content creation system by preventing a couple different you know just like upkeep tasks that honestly don't mean anything but essentially are prevented from being

done in a fast and consistent basis just by the virtue of having a lot of clients and them being very tedious so here are a couple things that I do in order to keep things organized inside of my system and these AI agents that I make are going to be very beneficial to anyone who tries them out all right so as usual I'm going to be using make.com as my main automation platform and I'm going to be using my notion account to show off what my system looks like so for example on this content calendar right here what I have is a essentially nice little setup that showcases all of the different content that I have produced with the team here at the agents podcast and what you'll notice inside of this is essentially a setup that is broken up into things like long form

videos podcast short videos and stuff like that now uh there are a couple things that happen when it comes to these different categories that are really frustrating one is that numbering can get out of order so say for example I'm somebody who works very consistently in this client and a lot of other clients I really just can't stand the fact that you know uh when a new piece of content is made and for example a publish date would go in front of another publish date this numbering gets uh you know missorted so to say you may be saying what does this even mean all right all this is essentially a stepbystep example for you so first of all if I started the podcast with uh idin on December you'll see that the first episode is going to be the earliest date and then the second

earliest episode would be the second number so on and so forth right all the way up to what looks like 18 but somehow it got misnumbered whether it's me you know automations that can occur outside of this you know like trying to add an automatic number this type of stuff is just annoying all right so what I'd usually have to do was I would have to go and like okay let me just renumber this and change it to like 18 or whatever okay that's cool now that's a small thing that needs to be done however I make hundreds of pieces of content a month across many clients so someone going in and literally just checking this every day oh God that would that would not be fun what I've managed to do though is take an Automation and prevent this from being an issue right

so let me just show you how that is the case and how I can prevent this from being a problem first of all that is the kind of big you know issue that I I have but there's also a second issue that I want to cover really quick so many times you know we have a gold published date and for some reason someone didn't finish it on time I don't know maybe I'm just a little slow I'm working on stuff for example let's say it is is uh this day you know it's about to be the 17th and on the 16th I didn't finish this recording okay no big deal let's just take these and move them to today seems simple enough but the same thing happens on a daily basis where I go ah dang wait a second how many clients do I have

oh I like you know have to bump like 5 10 15 different things oh that's actually kind of a lot wait a second I missed doing that over a couple days oh wait why is half my calendar like a couple days off it's cuz you didn't have something automatically pushing stuff around and honestly why would you want to magically well not magically automatically push it around yourself it's a waste of time of course it is your time should be spent doing other things renumbering and pushing things around you don't want to be a pencil Pusher and you sure as heck don't want to be a calendar Pusher so let me show you how I've made an automation that makes this work practically so I have two different automations that I'll show you one for the numbers one for the calendars and these are essentially just

ideas right to give you Concepts on how you can take these step-by-step things that you're pushing and essentially fix your workflows and have you take way less time in your day-to-day I just don't want you wasting your time pushing completely just nonmeaningful tasks around like I love my content calendar but it doesn't need to be a job in itself to manage it's supposed to help me save time not add to it so I have a Content number reconciliation and a daily move content so this is essentially a a reconciling of the uh you know content pushing over a day and then this is the reconciling of the number okay so let me walk through each of them one by one so the previous content um reconciliation basically where it's like a day off this one's actually a little bit more straightforward um so let's take

a look at this I'm just going to filter this out to only being for this client to show you how it works so just for example I'm going to push these to this day and filter this to be only for the AI agents podcast content and you what you'll find is essentially uh these bits of content right are pieces of content that essentially these two guys right here are unfortunately not in line with what we want okay so these should be on the 16th but what ended up happening is that was slow to finish them and that stinks but what we can do is essentially have this automatically run very early in the morning before I even log in so basically it gets that crossover content that like would have gotten pushed forward and what it's going to do is it's going to find Future

content see if there's any future content on that next day and if there isn't it's going to push it a day forward so it's finding the content that's on that same day and what you'll notice is since there was no content that isn't published on this day it'll push it to this day now more reasonably you know you'll notice this ends up helping out with not only like client content I can have this set up for my own internal content it's pretty cool and all this does is it essentially looks for you know those different clients content that is delayed and I guess it's good that only that one's popping up on my list but it does happen on a daily basis that it pushes stuff so let's say it finds previous content right once again after finding it just overall for any client and

then it specifically has the same parameters of finding basically anything that is before today that's not published or scheduled and uh the content would be for the specific content type and client that I was looking at so I essentially put it into a aggregator and group it by client name and content type and then I look for it at a content type and client level and I'm essentially looking for the first previous content so I'm finding that like first one on the list for that type and then I'll search for content on that same day so say for example there's content on that same day what I want to make sure is that I don't like overlap on them so what this is doing is it's then finding that client content that is the same content type and it's not archived scheduled published and it's

not like a piece of content that I have like locked on the calendar what it's going to do is if the content has no other bundles on that day meaning there's like nothing that's going to be in Conflict it just pushes it to the next day but if there is content that's in Conflict what it'll do is it'll push the content that's in Conflict forward right so it's going to find the same things right here and it's got the the same kind of concept except it's not that first piece of content that's found and then what it'll do is it's going to search for the same content on that day that's step by step past it by checking the bundle order position here so bundle loer position means like okay so say for example I'm finding all the future content I'll show you an example

of this really quick that I did in an automation right so if I go here to find all future content cool this is seven pieces of content kind of in a row that's basically we're trying to double check does or does not have to get pushed forward so in this first one you'll find that there is multiple pieces of content that's on the same day so then we have to push those content forward okay so imagine basically this automation would check okay wait a second there's not only content here that would be on this day rather than there being nothing there so what it would do is it would like okay push these guys forward and then push these guys forward which is a really really small thing that essentially everyone would do if they're able to make that happen however here's the thing in

a daily system where everyone's managing everything and it just gets bogged down you're not going to have the time to click and drag these over and why would you want to so this essentially just prevents you from having it in a long stack um just kind of like if the push step by step like oh wait a second this was due today let's push it to the next day oh but there's two pieces of content that's the same on the same day we don't want that let's just push it push it push it yeah doing that for a bunch of clients a day I used to do that it's not not fun sure you could just finish the work on time but deadlines are not as critical for some of these clients and they just kind of want it to be produced so what this

is doing is essentially just like rolling everything along rather than like you needing to be so concrete on these dates and then you know when the date falls apart it just makes the whole relationship sour and uh I I kind of work in a relationship where it's like yeah we have quotas per month and stuff like that but specific days aren't as important for like these long form videos so this really helps me there and then the other automation here is a Content number reordering so what is this doing this is essentially finding clients right in the same way so we got clients here and what this is doing is this is essentially figuring out the different content for each client and from there figuring out whether the content list is in order now this is hardcoded Javascript that we have utilized dumpling. to organize

things so what is this hardcoded JavaScript saying basically sort the array of the different pieces of content in the different content type categories that are grouped by publish date and the created date so basically if the published date and created date are in alignment and the content numbers are in alignment as I showed you earlier you know proper alignment is uh this guy right here being 18 instead of 19 and the numbers being sequential oh wait there's two 14s that doesn't make any sense right like this is why it's jacked up you know there's there's like some numbering problems here what we got to do is we got to fix this however manually going through and fixing this every day is annoying is not worth it rather what I'd have us do is have it figure out whether there's a yes or a no on

whether it's the right order and if it's a yes then what it's going to do is it's going to utilize a GPT individual prompt here that then cross references the Json data from here earlier and this aggregated text and figures out the proper order and then after the proper order is there what we do is we make sure to code it correctly so that it can be parsed into some Json and then from there we iterate the Json bundle into uh finding the content once again that we want to renum so then finding that client again finding the content type that's there making sure it's the right publish date and created time and then last but not least we update this to have the updated content number and also updates a media folder and thumbnail folder as well as media file and thumbnail file if

those are actually in there now for me I actually have an entire Google drive to notion sync that if you ever are interested in let me know but I've synced everything in my content calendars uh to a Google Drive that I made myself so I I handbuilt this integration which is awesome but essentially you know it's going to update the number in here which would also update the synced Google drive folder number as well so let's try this out for our client and what you're watching right now let's actually do this and this runs at a Monday Wednesday Friday level because it does kind of take up a decent amount of automation so let's run this and what it's essentially going to do is exactly what I said it's going to find the clients I have and obviously the agents podcast is the one I

filtered it too right so it finds this podcast it then parses the Json into different content types that are here finds the content types relative to the different types here so as you can see it found out that no it's not in the right order that stinks watch it do its magic though and rumber everything I'm really excited about this so inside of this system it's going to renumber everything and Hallelujah I need I needed that so let's try it out and as you'll see here it starts to update the different pieces of content so starting with number 12 here right should have been numbered properly as 12 um it was misnumbered okay so then we got 13 right then we got 14 15 16 17 and it's going to switch to 18 just give it a second so it's essentially going to go through

and it's going to figure out here is the content number not equal to what it's supposed to be and did it find that same piece of content here so let's just work through that real quick so see it's going to update a couple of them we're on 17 let's get to the next number here and look at that we got this right order here so we got 11 12 13 14 yeah and 18's the same number here so we got the same amount in this this order this is perfect this is amazing this is what we wanted and that obviously is going to go through for the podcast after that right like we went through from a content type by content type basis uh that's a specific property within the uh system we have and that's the great thing about this it it's going to

go through client by client it's going to go through content type by content type so we make sure that it's only you know keeping this uh updated numbering and updating you know day of the week sort of thing and like when it is actually going to be published based on the factors that matter because content numbers go up for each content type specifically and we don't want two pieces of content of the same content type to be posted on the same day unless we do something specifically to override that so since those principles are what matter to me to keep things organized I'm going to have it automatically do it because why would I trust anything when it comes to people doing it manually because let's be honest I'm not saying people are lazy I'm just saying being a stickler for systems like that is

not usually what are within people's uh capabilities so I'd rather just have the system do it for them so with that in mind what are the different ways that you can maybe utilize systems like this in order to save time and do more in your own business if you're a small business that has various if then factors I seriously recommend that you find a way to build AI agent workflows just like this one if you can't find ways to have this built then simply put uh I don't think think that you're thinking in that if then logic right like it just updated the podcast that's great and imagine that just didn't happen for you know one client and one piece of content that's misnumbered imagine that happened for a bunch of different clients over days and weeks this is something where it's essentially like 500

times a month these things are probably needed and rather than it taking a couple minutes of time from people you know it's like working on this for like five even 15 20 minutes a day over a week you know that's anywhere from like 2 to 3 hours and that's like 10 hours a month of work for the cost of what is essentially a few dollars even if you're just paying $10 an hour right like it's 100 bucks so this is something that obviously I can't tell you enough you got to start thinking in this if then logic and then more AI agent stuff is possible than you could even imagine if you're interested in other workflows just like this make sure to hit that like button and subscribe we're really excited to show you more stuff just like this one in future episodes make sure

to leave give us a review on Apple podcast be on the lookout for future episodes thank you for watching and we'll see you in the next one