📅 Forgot Again? AI Took Notes.

👣 You meant to follow up. You really did. But three Slack messages, an urgent invoice, and a disappearing afternoon later… it’s Thursday. Again.

This week’s focus: AI that doesn’t miss a beat. From smart calendars that quietly clean up chaos, to nifty smart phone hacks that transform voice memos into profitable client outreach, these tools help freelancers and small teams stay ahead. (3-minute read)

🔦 Week’s Highlights:

• Tool Spotlight: Motion picks up your week when it implodes; Reclaim protects time for forgotten priorities (your “actually get paid” window).

• Sherpa’s Shortcuts: Turn client calls into instant summaries; pitch from your phone with voice-to-email magic.

• The Ridgeline news: Bots replace teams, and freelancers go full action figure.

• 😬 Tools Gone Wild: Claude writes a better apology than you—and knows it.

AI tool spotlight:

Tool Sherpa explores the flood of new AI apps and carefully selects only proven tools.

🔍 Motion: When Monday Implodes, It Rebuilds

Why It Matters:

Motion isn’t for people with perfect plans. It’s for those whose schedules dissolve by 10 a.m., then need an app to quietly reschedule the mess. Tasks you didn’t finish? Moved. Deadlines that crept up? Automatically reprioritized. All without the drag-and-drop dance.

Who Should Use This:

• Freelancers who consistently underestimate how long deep work takes

• Creators and consultants with meeting-heavy schedules, or juggling chaos

• Anyone whose to-do list doesn’t match their calendar

Best Use Case:
You blocked 90 minutes to revise a proposal—but your afternoon call runs long. Motion instantly reshuffles your next task, based on urgency and deadlines into the next best slot. You open your calendar later and find your week still intact.

Pros:
Also integrates seamlessly with Google Calendar—no overhaul required. Also manages projects, task planning and docs in one place.

Cons:
Motion might feel too structured If you prefer a flexible, task-first workflow (without time blocking).

Pricing:
Free trial available. Paid starts at $19/month per seat.
👉 Try Motion for free

🔍 Reclaim.ai: Guard the Time No One Else Sees

Why It Matters:
Instead of reacting to chaos, Reclaim quietly blocks space for your most important (but often forgotten) work—like writing, marketing, or lead followups. It defends your focus before someone else steals it, then molds around real life changes.

If Motion is the EMT, Reclaim is your daily vitamins. Less drama. Better long-term results.

Who Should Use This:

• Freelancers who show up for everyone but themselves

• Creators who never get to the “marketing” part of their job

• Teams who want rhythm without micromanagement

Best Use Case:
You plan to post on LinkedIn every Wednesday. But client work always expands. Reclaim blocks that window before anyone else can grab it—then quietly moves it if your schedule changes. It makes sure your work gets done, too.

Pros:
Reclaim protects time for work that doesn’t scream—like marketing, admin, or strategy, and shifts routines, not just one-off tasks. And it integrates deeply with Google Calendar and Slack.

Cons:
Motion may be the better fit for more chaotic schedules. Reclaim excels when there’s some rhythm to defend.

Pricing:
Free plan available. Paid plans start at $8/month.
👉 Try Reclaim for free

_{Disclaimer: Some links may earn us a small commission, but they never affect what we recommend.}

Sherpa’s shortcuts 🪓 (iPhone & Android Edition)

Sherpa-approved hacks to save time and streamline your workflow in today’s most popular AI apps.

Hack#1: 📱 Never Forget a Call (Even When You Already Did)

Problem:
You just wrapped a great client call—full of ideas, action items, and casual promises you no longer remember.

Solution:
Tap Otter.ai’s mobile app on Android or iPhone to record and transcribe calls in real time. Then paste the transcript into your favorite AI chatbot—ChatGPT, Claude, Gemini, or Notion AI—and ask it to recap the brilliance. Within minutes, you’ll have a tidy summary, next steps, and no excuse to forget what you agreed to.

Here’s how to do it:

1. Open the Otter.ai app and hit record before your call (or five seconds into it—we won’t tell).

2. After the call, tap export or copy the transcript.

3. Paste it into your AI sidekick and say: “Summarize this. What did I agree to? What needs follow-up?”

4. Drop the summary into your task list, send a smarter follow-up, or just bask in the illusion of having it all together.

Pricing: 🛠 Otter’s free plan gives you 300 transcription minutes/month and up to 30 minutes per call.

💡 Sherpa’s Tip: Use the same follow-up prompt every time. It trains your AI to anticipate your brain fog and politely clean up after you.

🔗 Tool Links: Otter.ai, ChatGPT, Claude, Notion AI

🗣️ Hack #2: Talk Your Way Into a New Client

Problem:
You had a great idea—or met a lead—and now it’s evaporating somewhere between the parking lot and your inbox.

Solution:
Use your phone’s Voice Memos or Recorder app to blurt out whatever half-formed pitch you can manage. Later, copy the transcript into ChatGPT or Claude and let your chatbot create a polished outreach email. You sound smart, responsive, and like someone who definitely wasn’t pacing the frozen food aisle when inspiration struck.

Steps:

1. Record a quick voice note using Voice Memos (iPhone) or Google Recorder (Android).

2. Tap “Copy Transcript” or “Share” to grab the text.

3. Paste it into ChatGPT and prompt: “Turn this into a warm outreach email with a Subject Line and Call to Action.

4. Send it.

💡 Sherpa’s Tip: You don’t need the perfect words on the first try. Bonus: With AI, you’ll sound composed—even if you were bagging your dog’s stuff during the call.

🔗 Tool Links: ChatGPT, Claude, Voice Memos (iPhone), Google Recorder

The Ridgeline 🏔️

News on how AI is rewriting the rules for solopreneurs and small teams.

Your face is now merch, your coffee knows your name, and your team finally hit a deadline—with no Slack threats. Let’s trek:

💰Solos Hitting $10K Months: You don’t need a team to hit six figures—just smart systems and zero tolerance for busywork. 🔗 Steal their system

📦 Built a Biz With Bots: This founder let AI run the show—from branding to onboarding—and ended up with multiple revenue streams and a lot more sleep. 🔗 See the blueprint

🪆You, But Miniaturized: Ditch the business cards—AI can now turn your face into a custom action figure. Slightly unhinged? Maybe. Memorable? Definitely. 🔗Print yourself

📋 Leading Without Micromanaging: Skip the Slack reminders. These AI-backed strategies help your team stay accountable without making you feel like a full-time babysitter. 🔗Stay chill. Stay on track.

☕ Robot Barista Remembers You: In San Jose, a humanoid barista takes your order, remembers your name, and speaks four languages—plus it never forgets your usual. 🔗 Watch it serve sass and espresso

⚡AI = Your Secret Weapon: Need more hours in the day? These five under-the-radar AI tricks make everyday tasks faster, smoother, and way less annoying. 🔗 Make time bend to your will

🎥 Final Sip:
Your coffee’s got memory. Your inbox has backup. Your desk now includes a tiny plastic version of you. Strange times—but oddly efficient.

Tools gone wild! 😜(Success Edition)

Let’s end with a laugh — when AI tools detour off the happy path.

AI Nailed the Apology Email

The Washington Post tested five AI email assistants—including ChatGPT, Claude, Copilot, and Gemini—on their ability to handle life’s most awkward messages: apologizing to a neighbor, asking for a raise, and even laying someone off.

Claude crushed it. Editors scored its responses higher than the human-written ones—for tone, clarity, and empathy.

📌Lesson Learned: So the next time you need to say:

• “Sorry I missed the deadline.”

• “This is out of scope.”

• “It’s not you, it’s... scope creep.” … Let your chatbot do the client groveling (or wooing). It won’t panic, overshare, or CC the wrong person.

🧭 What’s Next?

You’ve got tools that catch the slip-ups, hacks that handle the handoffs, and a chatbot that apologizes better than you do. But next week? We’re diving even deeper into that freelancer brain of yours. You don’t have to climb alone.

📬 Know someone who needs this kind of backup? Be a helper and 👉 Send them this link. It’s free, fast, and plays nice with your coffee break.

— Your Sherpa Team