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How I Built a Free AI-Powered Life Management System (and transformed my daily workflow)

by Hrvoje Pavlinovic
Essay #4
Productivity
AI
Life Management
109
4
4m
2d ago

I've been using Obsidian + AI to manage my entire life for months. The results have been transformative.

Here's the exact setup that's outperforming expensive productivity tools:

The Problem with Traditional Systems

Most productivity apps create more work than they solve. You end up spending more time organizing than executing.

Plus, the app fragmentation is insane:

  • Todoist for tasks
  • Habitica for habits
  • Calendar for scheduling
  • Notes scattered everywhere

Each has overlapping data but zero context sharing. You're managing multiple apps instead of focusing on what matters.

The Solution: Cognitive Delegation

I use Obsidian as my "external brain" but here's the key insight: I don't manage it myself.

AI acts as my personal assistant that:

  • Updates my daily logs automatically
  • Structures my thoughts
  • Identifies patterns I miss
  • Provides strategic insights

Why I Switched from Cursor to Gemini CLI

I originally used Cursor IDE for this workflow, but after Cursor's June 2025 pricing changes made it prohibitively expensive for personal use, I switched to Gemini CLI. The disappointment with Cursor's new pricing model pushed me to find a better solution, and Gemini CLI's generous free tier means you'll likely never hit the limits.

This is Google's AI that can edit files directly. Perfect for anyone who wants to automate their life management without coding.

The key is file manipulation capability - Gemini CLI can read and update your Obsidian notes automatically.

Version Control and Backup: Use GitHub

To make this system even more robust, I recommend creating a private GitHub repository for your notes. Use Gemini CLI to commit changes frequently—this gives you a free backup, version history, and the ability to view your notes on the go using the GitHub mobile app.

The Daily Structure

Each day gets one note with this template:

✅ Strategic Context - Links to priorities and goals
✅ Timeline - Time-based events
✅ Activities - Categorized as:
    🎯 Self-Planned (what I decided)
    📅 Obligations (meetings, commitments)
    ⚡ Spontaneous (unexpected events)
✅ Reflection - Wins/Challenges/Tomorrow Priority

The Magic: Pattern Recognition

This categorization reveals incredible insights:

  • Execution Rate: How well do you follow through? (I hit 83% on self-planned tasks)
  • External Dependencies: How much of your day is driven by others?
  • Spontaneous Wins: Which unexpected events drive success?

The AI Workflow

Instead of manual updates:

  1. I tell AI what happened ("had a workout at 6pm")
  2. It updates the structured format instantly
  3. It identifies patterns ("energy low after poor sleep")
  4. It suggests priorities ("focus on sleep hygiene")

Zero cognitive overhead.

Why This Beats Traditional Apps

Traditional productivity apps are static. They can't:

  • Analyze your patterns
  • Adapt to your changing life
  • Provide personalized insights
  • Update themselves

You're managing multiple apps instead of having one system that learns about YOU.

The Compound Effect

After months of this system:

  • I make better decisions (data-driven)
  • I waste less time on unimportant tasks
  • I spot opportunities faster
  • My strategic thinking has improved dramatically
  • I feel more in control of my life

The Real Win

I'm not just more productive. I'm more strategic.

Instead of wondering "what should I work on?" I know exactly where I am, where I'm going, and what's working.

That clarity is worth everything.

Personally, I use macOS voice dictation (just press ctrl twice) whenever I don't feel like writing—it's surprisingly fast and accurate.

Getting Started

You need:

  • Obsidian (free)
  • Gemini CLI (generous free tier)
  • Template structure (reach out if you need inspo)

Total cost: Practically free

The setup takes 30 minutes. The results last a lifetime.

Building This Into a Product

This workflow has been so transformative that I'm building it into a proper product: Memoato. It's an AI-powered life tracking platform that replaces 5+ productivity apps with one intelligent solution. Voice/text/app integration for effortless input, automatic AI categorization, and personalized insights—all the benefits of this system, but packaged for anyone who wants to get better without the complexity.

It's still in early alpha, but if this workflow resonates with you, you might want to check it out. The vision is to finally create an app that gets your beautifully chaotic life.

Hrvoje Pavlinovic, July 2025
Building systems that work