The workflows I built so I don't have to remember anything

My work is AI-heavy — I build automations and systems for clients, and I do the same for myself. These are two workflows I built to keep my business organised without having to stop and manually track everything.

The context pipeline

One thing that makes all the difference in my business is my second brain. It holds all the information on me, my work and my clients' work and businesses — and it helps me perform better every day.

What keeps it up to date is the context pipeline workflow. Every week I feed into my second brain a markdown file with all the context across everything I did that week — client work, work calls and personal projects.

Every day, I record my clients' calls with Granola — this gives me a transcription of the call and this way there's nothing I'm missing. What happened before I started using Granola was that I would quickly make notes of the calls but after a couple of hours or days the context would get lost and some of those notes would not make sense anymore.

Another layer of this workflow is my setup with Claude. After every relevant and finished session, I have Claude output a markdown file called "Work Contributions" — it states the task I performed, how I performed it and what the contribution was for my client. Not every chat I have with Claude is a work task, so in my instructions to Claude I made sure to define what counts as a client-related task, who my clients are, what work I do for them, and most importantly what a completed task looks like — otherwise I would get incomplete MD files that only create unnecessary noise in my second brain and make it unreliable.

At the end of every week, I have Claude pulling all those transcripts plus all the markdown files from my Claude sessions that week. With all this content, Claude prepares a final markdown file with all the information to add to my second brain in Obsidian. This markdown file is then uploaded to the raw sources of my second brain and then ingested by Claude, which updates each file in my Wiki accordingly.

For my clients, each client has its own folder in my companies root folder with everything: company context, my role, the systems we've built, decisions we've made, problems we've run into.

This is my most used workflow since it's an easy way for me to store all the new progress made in my clients' projects, all the processes I use with each client and all my work contributions. Having a system that stores all this progress — and that I can actually chat with to understand the status of everything or brainstorm new ideas for work — has been a life saver and has saved me so much time and workload when it comes to remembering stuff.

This workflow became super useful when I was onboarding a new client with a lot of systems already built by someone else — everything was all over the place and nothing was documented. I had calls with the person who built them but with so many processes, workflows, tables and apps it was hard to keep up. Having the context pipeline already running meant that whenever a workflow I wasn't familiar with broke, I could explain what happened to my second brain and it would tell me exactly where to look and what the original logic was. I could create diagrams, optimize workflows and troubleshoot without needing anyone's help.

Calls into tasks

This second system is much simpler but it turned my calls into actionable items on my to-do list that I could get done much quicker and without forgetting anything. During the morning I have some client calls and since I'm busy and, again, notes lose context a few hours after I have a meeting, I would forget a few topics discussed in those calls.

A proactive and easy way I found to keep my to-do list always updated was to build an automation with Claude that during my lunch break would pull all my calls from the morning, analyze the transcript and turn those call transcripts into actionable items that I had to do during that day. This prioritized to-do list is then sent to my iPhone through an iMessage and put into my Notion task board automatically.

This way I never had to add tasks there myself and my to-do list is always updated without me having to spend time on it or forgetting something discussed on the call.

Both of these do the same important thing: they make sure important stuff does not fall through without me having to spend additional time managing additional work. This way I can stay focused and still make sure all information is stored and nothing is forgotten.

- Mariana