Comment by halfcat
6 hours ago
For what it’s worth:
- Workflowy is great for taking notes in meetings, allowing ad-hoc moving things around. It’s also great for reference material (what was that long command SQL query I use). But yes it’s also a graveyard.
- AirTable worked somewhat to keep moving projects forward, without growing unbounded. But only when there is a workflow. That looks like: dump tasks into rows, then create the steps as views of those tasks with different filters. So tasks essentially move systematically from uncategorized, no time estimate, no schedule, to getting tagged with all of that, and then I can narrow it down to see just what’s on the agenda for today’s date. I also have it show the sum of estimated time per date, because I inevitably end up scheduling 30 hours of tasks for a day, so that helps keep me honest on what’s achievable. I did the same thing in Workflowy with custom JavaScript but AirTable seemed more effective for this. Tasks also get linked to project buckets, and I basically then just try to keep every bucket moving forward (don’t let any active bucket get starved).
- I could throw all of this into an LLM and have it tell me what I should be working on, remind me about what I’m forgetting, and so on. But I’m basically not interested, because I’d have to give it additional context that would be beyond what I’m interested or allowed to share. Like, I’ll ask a generic question for advice to an LLM but if an LLM is going to remind me to ”call Robert about Project Mayhem, then it needs to know about Robert and Project Mayhem.
This is really helpful detail — and I think your Airtable description nails the core: the value isn’t “having tasks”, it’s having a workflow that progressively turns vague items into schedulable commitments, plus capacity constraints so you don’t lie to yourself about time.
On the LLM point, I agree with your hesitation. For anything that touches real people/projects, the default needs to be privacy-first: either local-only, or scoped so the model never needs sensitive identifiers. One approach I’m exploring is separating “private entities” from “public knowledge”: let the system operate on generic project states and action types, and only you see the real names. Another is: no pushy assistant at all—just a pull-based daily view that helps you move buckets forward with the workflow you already trust.
If you had to pick one improvement that doesn’t require sharing sensitive context, would you want:
1. better workflow scaffolding (turn uncategorized into scheduled + estimated + bucketed faster), or
2. a way to attach lightweight “done/decision logs” back to tasks so the graveyard stops growing?
Details in my HN profile/bio if you’re curious what I’m validating.