Plan My Day Setup

Is a simple step-by-step guide I've created to help you set up a little personal assistant inside Claude using voice notes from your phone.

Instead of trying to remember everything yourself, you can send Claude a quick voice note and let it help you make sense of your day. That might mean checking what you’ve got on, planning your time, or setting reminders without having to stop and type it all out.

So rather than digging through your calendar or hoping you’ll remember that dentist appointment next Tuesday, you can just ask things like, “Have I got anything on at 2pm today?” or “Can you remind me I’ve got a dentist appointment next Tuesday?”

It is designed to be simple, practical, and genuinely useful. Especially if your brain already has enough tabs open.

1. Install Claude Code

This will get Claude running on your computer.  You don't need a technical background to do this.

WHAT IS THIS

Claude Code is a terminal-based AI tool that can read and write files on your computer, manage your calendar, process emails, and automate workflows. Everything in these guides runs through Claude Code. Here's how to install it on a Mac.

STEPS

1. Click the magnifying glass in the top right of your screen
2. Type Terminal
3. Open it
4. Copy this script:

curl -fsSL https://claude.ai/install.sh | bash

5. Paste it into the terminal and hit Enter

That's it. Follow the prompts, and you'll be up and running
If you've never used the terminal before, don't worry - Claude's guide for new terminal users is very good.

2. Context directory & daily notes

Give Claude a memory so it gets better over time.

What this is

Before any of the other workflows, you need this. A context directory is a folder on your computer where Claude stores what it learns about how you work - your preferences, your schedule history, what's worked and what hasn't. Without it, every conversation starts from zero. With it, Claude gets smarter about you over time.

Part 1: Create the folder structure

  1. Open Claude Code
  2. Type the following:

"Create a folder called `context` in my home directory. Inside it, create a folder called `Plan my day`. Inside `plan my day`, create two things: a folder called `daily-notes` and a file called `preferences.md`. The daily-notes folder should be organised with subfolders by year (e.g., `2026`) and then by month (e.g., `03-March`). Create the current year and month folders to start."

Claude will create the structure. It looks like this:

~/context/
  admin/
    preferences.md
    daily-notes/
      2026/
        03-March/

Part 2: Set up your preferences

This is where Claude learns how you work. Tell it:

"I want you to ask me three questions to understand my work style and energy patterns, then write what you learn into `preferences.md`. After that, pay attention to what's working and not working for me over time, and proactively suggest updates to preferences when you notice patterns."

Claude will ask you things like:

  • When do you do your best focused work?
  • What are your hard constraints (meetings, kids' schedules, commute)?
  • What tends to derail your day?

Your answers go into preferences.md. Over time, as you plan days together and reflect on what worked, Claude will suggest additions - things like "morning warm-up time helps you ease into focus" or "you consistently overpack your schedule, pick 3 priorities max." You approve or reject the updates. The file gets smarter.

Part 3: Set up daily notes

Daily notes are created automatically when you plan your day. Tell Claude:

"When I say 'plan my day,' after we lock in the schedule and update my calendar, create a daily note at `~/context/admin/daily-notes/YYYY/MM-Month/YYYY-MM-DD.md`. It should have a schedule table, a running log section for tracking what actually happens during the day, and an end-of-day reflection template."

Claude will add this instruction to your CLAUDE.md file. From then on, every time you plan your day, a note like this gets created automatically:

# Wednesday, March 4, 2026
## Schedule
| Time        | Block                    |
|-------------|--------------------------|
| 9:00-9:30   | Day planning             |
| 9:30-11:30  | Deep work: project X     |
| 12:00-1:00  | Lunch + walk             |
| 1:30-3:00   | Emails + admin           |
## Log
- 9:05 - Planned the day, 3 priorities locked in
- 9:35 - Started project X draft
- 11:00 - Finished first pass
## End of Day Reflection
What got done?
What didn't get done?
What worked?
What would make tomorrow better?

The log builds throughout the day as you work with Claude (see Part 4). The reflection is for you to fill in (or dictate to Claude) when you wrap up.

Part 4: Turn on the running log

This is the part that makes daily notes actually useful. Tell Claude:

"Throughout every conversation, I want you to keep a running log in today's daily note. When something meaningful happens - I finish a task, start something new, hit a road block, make a decision, switch contexts - add a one-line timestamped entry to the Log section. Don't tell me you're doing it, just do it quietly in the background."

That's it. From then on, as you work with Claude during the day, the log fills itself in. You'll end up with entries like:

## Log
- 9:05 - Planned the day, 3 priorities locked in
- 9:35 - Started draft of project proposal
- 10:20 - Finished first pass
- 10:45 - Emailed Sarah re: timeline - waiting to hear back
- 11:30 - Switched to admin - knocked out 4 emails
- 1:15 - Hit a wall on budget spreadsheet, need numbers from Jake
- 2:00 - Back on proposal, incorporated feedback

You never have to write any of this. It just accumulates. Then, when you ask, "Wait, where was I?" or do a weekly review, the log is there. It's also what feeds the end-of-day reflection.  When you wrap up, Claude can look at the log and help you fill in what you managed to get done and what didn't.

Why this matters

After a few weeks, you'll have:

  • A preferences file that actually reflects how you work, not how you think you should work
  • A history of daily notes you can look back on during weekly reviews
  • A Claude that remembers your patterns and plans around them instead of asking the same questions every time

This is just the foundation you need to use so that everything else builds on.

3. Voice to reminders

Dictate a voice note from anywhere and have Claude remember it and organise it for you.

What this is

Double-tap the back of your phone, dictate a thought or a to-do. It will then land in your Reminders app on your iPhone, and Claude will sync and organise it on your next 'plan your day.' session.

Part 1: Create the "Inbox" list in Reminders

Skip this if you already have one.

  1. Open the Reminders app
  2. Tap Add List (bottom right)
  3. Name it Inbox
  4. Tap Done

Part 2: Build the Shortcut

  1. Open the Shortcuts app
  2. Tap + (top right) to create a new shortcut
  3. Tap Add Action

Action 1 - Dictate Text:

  1. Search for Dictate Text and add it
  2. Set "Stop Listening" to After Pause (it'll stop automatically when you stop talking - no need to tap anything)

Action 2 - Add New Reminder:

  1. Tap + below the first action
  2. Search for Add New Reminder and add it
  3. Tap the reminder title field and make sure it's set to the blue "Dictated Text" variable from the previous step (it should auto-populate - if not, tap the field and select it from the variables)
  4. Tap List and select Inbox

Name it:

  1. Tap the shortcut name at the top, rename it to Add to Inbox
  2. Tap Done

Part 3: Set up Back Tap

  1. Open Settings
  2. Go to Accessibility → Touch → Back Tap
  3. Tap Double Tap
  4. Scroll down to the Shortcuts section
  5. Select Add to Inbox
  6. Tap back to save

Now double-tap the back of your phone. You should see the dictation interface pop up. Say your reminder, pause, and it'll be added to your Inbox list automatically.

Part 4: Connect it to Claude Code

This is where the magic happens. You're going to tell Claude to build the bridge between your Reminders app and a markdown file that it can read and organise for you.

  1. Open Claude Code (the CLI - in your terminal)
  2. Type the following, then hit enter:

"I have a Reminders list called Inbox on my Mac. I want you to write a script that pulls all the open items from that list into a markdown file. Then I want you to keep an organised version of my reminders in a separate markdown file - categorised by topic. When I say 'plan my day,' sync my reminders automatically as part of that process."

  1. Claude will write an AppleScript that reads your Reminders app and dumps the items to a file. It'll save the script somewhere in your project folder. You'll need to grant permission the first time it runs - macOS will ask if the terminal can access Reminders. Say yes.
  2. Claude will add an instruction to your CLAUDE.md file so that syncing reminders happens automatically whenever you plan your day.

After that, this is how you use it:

  • You dictate reminders throughout the day whenever they come to you (Parts 1-3)
  • When you sit down to plan, just say "plan my day"
  • Claude automatically syncs your Reminders app, organises everything by category, and uses that list when helping you build your schedule

That's it. You talk to your phone, then you talk to Claude. Everything in between is handled.

Tips

  • Double vs. triple tap: Double is faster but can fire accidentally (setting your phone down, adjusting grip). If that bugs you, use triple-tap instead.
  • Thick cases: Back Tap uses the accelerometer. Heavy cases can make it less responsive. Tap firmly near the centre of the back.
  • No confirmation sound: The shortcut runs silently. You'll see a brief overlay but no audio confirmation. Trust it or spot-check in Reminders.
  • Works from the lock screen but may prompt Face ID before completing.
  • The Reminders app sync is one-directional: Claude reads from Reminders but doesn't write back to it. Clear completed items in the Reminders app yourself, or they'll keep showing up in the sync.
4. Connect your calendar

Let Claude connect to your calendar so it can see and add to your schedule.

What this is

Before "Plan My Day" works, Claude needs access to your calendar. The good news: you don't need to figure out how to set this up. Just ask.

What to do

  1. Open Claude Code
  2. Type:

"I want to connect you to my Google Calendar so you can see my events and add new ones. Walk me through the steps to do that in the simplest way possible."

  1. Claude will walk you through it. It'll likely involve setting up an MCP server (a plugin that lets Claude talk to Google Calendar). You'll need to authorise it with your Google account. Claude will tell you exactly what to click and where.
  2. If something doesn't work the first time, just tell Claude what happened. "It gave me an error" or "I don't see that option" is enough. It'll troubleshoot with you.

That's it. Once it's connected, Claude can check what's on your calendar, find conflicts, and add events directly. You'll use this every time you plan your day.

Tips

  • Multiple calendars: If you have a work calendar and a personal calendar (or a partner's calendar), mention that upfront. Claude can check all of them for conflicts.
  • Permissions: Google will ask you to approve access. This is normal. Claude needs read and write access to see your events and add new ones.
  • If the connection breaks: Just tell Claude. "My calendar connection isn't working" is enough. It'll walk you through fixing it.
5. Plan your day

Pull everything together so that you have a schedule and a day that runs exactly the way you work.

What this is

This is the workflow that ties it all together. You say "plan my day" and Claude pulls your reminders, checks your calendar, and helps you build a realistic schedule. Then it adds the events to your calendar and creates a daily note to track everything. This works best after you've set up the previous guides - your context directory, voice-to-reminders, and calendar connection. But even with just a calendar, it's useful.

What happens when you say "plan my day"

  1. Open Claude Code
  2. Say: "Plan my day"

Claude will:

  • Sync your reminders - pulls in anything you've dictated since last time
  • Check your calendar - see what meetings and commitments are already locked in
  • Show you the lay of the land - "You have 3 meetings today, here's what's on your reminders list, and here's what rolled over from yesterday"
  • Ask what else you need to get done - this is where you add anything that's on your mind. You can type it or dictate it. "Oh yeah, I need to send that email, and I want to work on the proposal, and I should probably deal with that insurance thing."

Then you go back and forth. Claude proposes a schedule, you push back - "move that earlier," "I won't have time for that," "I need a break after that meeting." It's a conversation, not a form. You talk it out until the schedule feels right.

What to tell Claude to set this up

Tell Claude:

"When I say 'plan my day,' I want you to do the following: First, sync my reminders. Then check my calendar for today's existing events. Show me what's already scheduled and what's on my list. Ask me what else I need to get done. Then help me build a schedule around my fixed commitments. Once I agree, add the time blocks to my calendar and create a daily note."

Claude will add this to your CLAUDE.md file so it remembers the routine.

The back-and-forth is the point

This isn't "Claude makes a schedule and you accept it." The conversation is where the value is. You might say:

  • "That's too many things. What are the top 3?"
  • "I'm not going to have energy for deep work after that meeting, move it to the morning"
  • "Can you check if my daughter has any after-school activities today? I'll need to make sure I can pick her up"
  • "Actually, forget the insurance thing. It can wait."

Claude will adjust. If you're packing too much in (and you will), it'll push back - "Based on your patterns, you usually get through about 3 big things. Which 3 matter most today?" This only gets better over time as your preferences file builds up.

After you agree

Once the schedule is locked:

  • Calendar updated - time blocks added around your existing meetings
  • Daily note created - schedule table, empty log section, end-of-day reflection template
  • Running log starts - as you work with Claude throughout the day, it tracks what you're actually doing (see the Context Directory guide, Part 4)

When your day falls apart

It will. The baby will have a meltdown, a meeting will run long, something urgent will come up. When that happens, just come back and say:

"Shit's hit the fan, and I didn't get anything I wanted to get done this morning. Help me figure out what still matters and replan the rest of the day."

Claude will look at what you planned, what you've actually done (from the log), and what time you have left. Then it'll help you pick the one or two things that still matter and let go of the rest.

Tips

  • Use dictation. Talking through your day out loud is faster and more natural than typing it. Just hold the mic button and ramble.
  • Don't overplan. If Claude suggests 3 priorities and you want to add a 4th, it might push back. That's by design. You can override it, but it's usually right.
  • It gets better. The first few times, Claude won't know your patterns. It'll schedule things at the wrong time or underestimate how long meetings drain you. Correct it and tell it to remember. After a couple of weeks, the plans get surprisingly good.

Hey!

I'm Robyn

I help busy parents in business turn AI from a blank chatbot into practical support for real life.

That means helping you understand it, set it up properly, and use it for the things that actually fill your week — work, home life, admin, ideas, and the messy middle in between.

I keep things simple, practical, and as human as possible, so AI feels useful instead of overwhelming.