How to set up an AI project manager that keeps your projects moving
Give Claude, ChatGPT or Gemini the admin of running a project: the plan, the weekly check and the update. Humble is where it keeps the work, so nothing starts from zero.
In short
Projects slip in the gaps between meetings, chats and emails.
Give each project one home in Humble: a folder and a short brief.
Your AI app plans the work, checks it every week and writes the update, linked to the finished tasks.
On a team, a shared briefing note lets everyone ask where the project stands.
It suggests. You decide. It only changes a task when you say so.
Why do projects fall behind when everyone is busy?
Most projects do not fail because the work is hard. They slip because nobody is keeping track. A task agreed in a meeting never gets written down. A deadline moves and nobody notices. You find out on Thursday that you were waiting on someone since Monday.
Keeping track is a job of its own. Someone has to make the plan, check it every week, chase what is late and write the update. On a small team, that someone is usually you, on top of your real work.
If your mind works differently, this part can cost the most. Remembering what is due, switching between projects and writing status updates all draw on the same limited energy.
The admin of a project is the part an AI app can do well, if it has somewhere to keep the work.
Chapter 02~2 min read
What an AI project manager is
What does it do, and what does it not do?
An AI project manager is your AI app, such as Claude, ChatGPT or Gemini, given the admin of running your projects. It is not a new app. It is the one you already use, connected to Humble.
On its own, an AI app forgets. Each chat starts from zero, so it cannot keep a plan for weeks. With the Humble AI connector (MCP), it can read and add to your Humble tasks and notes. So the plan, the brief and every update stay in one place, and the next chat picks up where the last one ended.
It plansTurns a goal or a brief into small tasks, with due dates and Now, Next or Later.
It checksLooks at every project each week. Spots what is late, due soon or waiting on someone.
It reportsWrites the weekly update from what got done, ready to paste into Slack or an email.
It remembersKeeps the brief, the decisions and the history of each project in Humble, not in a chat.
What it does not do
It does not decide for you, and it does not message people for you. It writes plans and updates, and it suggests changes. You choose what happens. That matters most for the weekly check: the guide’s prompts ask it to write a note and leave your tasks alone, so nothing moves while you are not looking.
Chapter 03~2 min read
Give each project a home
What does your AI app need before it can help?
Your AI app can only manage what it can find. Give each project two things in Humble: a folder and a brief.
What goes where for each project
What
Where in Humble
Why it helps
The project
One folder, named after it, such as “Tidewell launch”
Your AI app can look at one project’s tasks and notes at a time.
The brief
One note in the folder, titled “Tidewell launch · brief”
The goal, the deadline and the decisions, in one place it reads first.
The work
Tasks in the folder, each with a due date and Now, Next or Later
It can see what is late, what is next and what can wait.
The people
Contacts, linked to the tasks and notes they are part of
It knows who each piece of work is with.
A brief you can copy
Keep the brief short. Five lines is enough to start. Your AI app adds to it as the project moves.
Project: Tidewell launch
Goal: what “done” looks like, in one sentence
Deadline: the date it has to be done by
People: who is involved, and who decides
Decisions: (your AI app adds these, with the date)
Working with a team?
Your folders are yours alone. No one else sees them. If the project is shared, put the work in a shared space in Humble for teams. Then your AI app sees who each task is assigned to, and each teammate’s AI app can read the same plan. The company brain guide shows how.
Chapter 04~4 min read · six jobs
Six jobs to give your AI project manager
What can you hand over first?
Start with one job. Add the next once it works. Each one has a prompt you can copy. Change the project name to yours.
1. Turn a goal into a plan
The situation
You know what the project is for, but not the steps. The blank page is the hardest part, so the project waits.
The prompt
I am starting a project called Tidewell launch. Here is what it is for: [paste your brief or notes]. Break it into stages, then into tasks that each take half a day or less. Show me the plan first. When I say yes, create each task in Humble in a folder called Tidewell launch, with a due date and Now, Next or Later. Then save the brief as a Humble note called "Tidewell launch · brief" in the same folder, and link each task to it.
Check this: are the first three tasks small enough to start today? If not, ask it to split them again.
A goal in your head becomes a list of small, dated tasks you can start on.
Monday morning, five projects, and no idea where to start. You spend the first hour working out what to work on.
The prompt
Set this to run every Monday morning as a scheduled task (see chapter 05).
Find each of my Humble notes with "brief" in the title. For each one, look at the open tasks in the same folder. Write one Humble note called "Week plan · [today's date]". For each project, list: the three tasks to do first this week, anything overdue, anything due this week, and anything I am waiting on from someone else. Do not change any tasks. End with up to three questions I should answer this week.
Check this: does the plan fit the time you have? If a week has three days of meetings, tell it, and ask for a shorter list.
You start the week with a plan, instead of making one.
A deadline passes quietly. By the time you notice, it is a problem, not a task.
The prompt
Look at my open Humble tasks. List anything overdue and anything due in the next two days. For each one, suggest one thing: do it now, move the date, or drop it. Add the list to the end of this week's "Week plan" note in Humble. Do not change any tasks.
Check this: read the list, then reply in a chat with what you choose, such as “Move the venue task to Friday. Drop the survey.” It makes the changes you name, and only those.
Late work shows up two days early, while there is still time to do something about it.
It is Friday afternoon. Someone wants to know where things stand, and you have to piece the week back together.
The prompt
Open this week's "Week plan" note in Humble. Check which of its tasks are now complete. Then write a short update for each project: what got done, what is next, what is stuck, and what I need from other people. Save it as a Humble note called "Weekly update · [today's date]", Link the note to each task that is now complete, and each of those tasks back to the note. Write it in plain words, so I can paste it into Slack or an email.
Check this: read it before you send it. Your AI app knows what is in Humble, not what happened in the corridor.
The proof behind it
Every line of the update links back to the finished task it is about. Open one to see its notes, emails and the people involved.
For the raw record, open the Timeline. It shows each task on the day it was finished, beside the notes and meetings from that day, and the update note sits there too, on the day you saved it. In Humble for teams, the team timeline adds what everyone finished and the Linear tickets and GitHub pull requests that closed.
The update is a short story of the week. The tasks and the Timeline are the evidence, one click away.
Three weeks in, someone asks why you chose the smaller venue. Nobody remembers, so you have the same discussion again.
The prompt
Use it straight after a meeting or a call.
Find my Humble note "Tidewell launch · brief". Add this to the end, under Decisions, with today's date: [what we decided, and why]. If the decision changes any open task in the Tidewell launch folder, tell me which ones. Do not change them yet.
Check this: one line per decision is enough. Write the reason, not only the choice.
Every decision has a date and a reason, in the place your AI app reads first.
6. Keep one briefing note the whole team can ask
The situation
Someone joins the project, covers for you on holiday or just wants to know where things stand. The answer is spread across your head, your chats and your tasks, so a handover takes an afternoon.
The prompt
Read the brief and every open task and note for the Tidewell launch in Humble. Write a briefing note: the goal, where things stand today, what is still open and who it is with, the decisions made so far, and where to find things. Save it as "Tidewell launch · briefing", and link it to each open task. If the note is already there, rewrite it with today's date at the top instead of making a new one.
Check this: add anything only you know. Then put the briefing note, and the project’s tasks and notes, in the project’s shared space in Humble. Your AI app cannot move things into a space for you yet, so this step is yours.
What the team gets
Once the project lives in a shared space, it works as a second brain for everyone on it. Each person’s AI app can read the same briefing, tasks and notes, so anyone can ask:
“Where does the Tidewell launch stand today?” It answers from the briefing and the open tasks.
“Why did we choose the smaller venue?” It finds the decision in the brief.
“What is waiting on me?” It lists the shared tasks assigned to them.
Schedule the prompt for Friday, after the weekly update, and the briefing stays current without anyone writing it. The company brain guide shows how to set up shared spaces.
There is no handover to write. The project’s state is always written down, and the whole team can ask about it.
Chapter 05~2 min read
Give it a weekly rhythm
How does it keep going without you asking?
A project manager is useful because they check in without being asked. Your AI app can do the same with scheduled tasks: a prompt that runs on its own, at the time you choose. The result waits for you as a Humble note.
Monday, 08:30 · Plan the week
Job 2 runs and writes the “Week plan” note. Read it with your first coffee. Reply in a chat with any changes.
Every weekday, 16:30 · Catch what is slipping
Job 3 runs and adds to the week plan. Two minutes to read. Decide what to move or drop.
Job 4 runs and writes the “Weekly update” note, linked to the tasks you finished. Check it against your Timeline, then send it. Job 6 then refreshes the briefing note for the team.
How to schedule a prompt
In Claude. Select Scheduled in the sidebar, then New task and Set up manually. Name it, such as “Monday plan”, paste the prompt, choose when it runs, then select Save.
In ChatGPT. Start a new chat. Paste the prompt, and add: “Run this every Monday at 08:30.” ChatGPT makes a scheduled task and tells you when it will run.
In another AI app. If it cannot schedule a prompt, save the prompts somewhere easy to find and paste them yourself. A Monday reminder in Humble works well.
Scheduled tasks need a paid plan in Claude (Pro, Max, Team or Enterprise) or ChatGPT (Plus, Pro, Business or Enterprise).
Chapter 06~2 min read
You stay in charge
How do you trust it with your projects?
Three habits keep an AI project manager useful and safe.
Scheduled prompts write, they do not change. Every scheduled job in this guide writes a note and leaves your tasks as they are. Changes only happen in a chat, when you ask.
Ask for the plan before the tasks. “Show me first” costs one message and saves you deleting twenty tasks.
Read the update before you send it. It knows what is in Humble. It does not know what was said in the corridor.
What it can and cannot do today
What your AI app can do in Humble today
You want it to…
Today
Make, update and complete your tasks
Yes. With due dates, Now, Next or Later, and in your folders.
Write and add to notes
Yes. It can add to the end of a note without touching the rest.
Link tasks, notes and people
Yes. Such as each task to the project brief.
See who a shared task is assigned to
Yes, for tasks shared with you.
Make a task for someone else
Not yet. Tasks it makes are yours. You can assign them in Humble afterwards.
Your AI app sees only what you can see in Humble: your own work, and what is shared with you. Humble asks you to allow it first, and you can disconnect it at any time. How we look after your data.
Chapter 07~2 min read · eight use cases
Use cases, step by step
What does each job look like, step by step?
The first four are jobs 1 to 4, with every step shown and the set-up for Claude and ChatGPT. The other four work well alongside them. Each one opens its own page.
“The problem: I know what the project is for. I do not know where to start.
How to set up your AI project manager in 15 minutes
Start with one project. Add the rest once it works.
0–3 minutesConnect your AI app to Humble. It works with Claude, ChatGPT and Gemini.You’ll have: An AI app that can read and add to Humble.
3–6 minutesPick one project you are working on now. Copy the brief and fill in the five lines.You’ll have: A brief for your first project.
6–10 minutesPaste the brief into job 1. Check the plan, then say yes.You’ll have: A project folder, a brief and a list of tasks.
10–15 minutesSchedule job 2 for Monday mornings and job 4 for Friday afternoons.You’ll have: A plan every Monday and an update every Friday.
Good to know
Humble is free to start. Connecting your AI app costs nothing extra. Some AI apps need a paid plan of their own to add a custom connector or to schedule prompts.
Give it two weeks. The first week plan will be rough. It gets better as your tasks get due dates and your brief gets decisions.
One project first. Once that one runs itself, add a brief to the next.
Chapter 09~1 min read
Common questions
Your AI app, such as Claude, ChatGPT or Gemini, given the admin of running a project: making the plan, checking it every week and writing the update. Connected to Humble, it keeps the plan, the brief and the decisions in one place, so each chat picks up where the last one ended.
Not with the prompts in this guide. The scheduled ones only write a note. Your AI app changes a task only when you ask it to, in a chat.
Not yet. Tasks your AI app makes are assigned to you. You can assign them to someone else in Humble afterwards. It can see who a task is assigned to when the task is shared with you.
Your closed Linear tickets and merged GitHub pull requests appear on your Humble timeline. Your AI app cannot change Linear tickets through Humble.
Claude, ChatGPT, Gemini and other AI apps that can add a custom connector (MCP). To run prompts on a schedule, you need a paid Claude or ChatGPT plan.
No. Folders are yours alone. To run a project with your team, put the work in a shared space in Humble for teams.
Yes, with Humble for teams. Put the project’s briefing note, tasks and notes in a shared space. Then each person’s AI app can read them and answer questions such as “Where does the Tidewell launch stand today?”
Humble is free to start, and connecting your AI app costs nothing extra. Some AI apps need a paid plan of their own to add a custom connector or to schedule prompts.
See how it works in Humble
Everything in this guide works in Humble today, with Claude, ChatGPT and Gemini.
See how your AI app connects to your Humble tasks, notes, contacts and folders, and what it can and cannot see.
This guide was written by the Humble team. It shows one way to hand the admin of a project to your AI app, not the only way.
AI apps change often. Check your AI app’s own plans and settings before you start. Company names in the examples, such as Tidewell, are invented. The guide describes Humble as of November 2026.
You decide
ChatGPT
Gemini
