Andrew Williams • April 5th, 2025

We're approaching the time of AI assistants. They’ll soon be writing all your emails and summarizing your meetings. They’ll generate your presentations and create entire marketing campaigns with a few prompts. There’s a lot we don’t know about where AI goes next, but there’s one thing I can say with absolute confidence: AI won't solve your most fundamental organizational problems.

In fact, I'd argue that our rush to outsource thinking to LLMs might be making some of our core workflow issues worse, not better.

What AI Does Brilliantly

Let's give credit where it's due. AI tools have revolutionized several aspects of knowledge work:

• Research: What used to take hours of digging through sources can now be accomplished in minutes. AI can find patterns across vast amounts of information and surface relevant insights that might have taken us days to discover.
• Analysis: From crunching numbers to identifying trends in data, AI excels at analytical tasks that would overwhelm most humans. It can process complex datasets and deliver meaningful interpretations faster than we ever could manually.
• Editing: Beyond just catching typos, today's AI can refine tone, improve clarity, and even restructure arguments for greater impact. It's like having an expert editor on standby 24/7.

These efficiency gains are real and valuable. They've freed up countless hours for creative thinking and higher-level work. But there's a problem with how we're approaching all this newfound productivity. The more efficient we are, the more we stress our organizational systems, and the more complicated it is to manage it all. More Productivity More Problems.

Where AI Hits Its Limits

Specifically, AI falls short in two critical areas:

1. Organized Workflow

AI can't build a workflow system that works for you. It can't determine the right structure for your specific needs, habits, and circumstances. Why? Because effective workflow systems aren't universal—they're deeply personal.

Think about it: your brain processes information differently than mine. Your energy peaks at different times. Your responsibilities have unique rhythms and requirements. An AI might suggest generic systems and templates based on productivity literature, but it can't feel the friction points in your day or intuit which approaches will stick based on your personality.

2. Motivation

This might be the biggest blind spot in our AI enthusiasm. Motivation isn't a technical problem—it's a human one. AI can remind you of deadlines and generate encouraging messages, but it won’t help you confront your internal forces of resistance. It won’t be able to provide the deep, intrinsic motivation that sustains long-term effort.

Motivation comes from meaning, purpose, and connection. It comes from the alignment between your values and your actions. No algorithm, however sophisticated, can create this alignment for you or generate the authentic sense of purpose that drives sustained effort.

The Personal Nature of Workflow

Here's what we often forget: your workflow structure must be yours. You have to implement it, test it, refine it, and ultimately own it.