Create a Project Management System

Productivity System Design & Automation Project
Project Overview

I am looking for an experienced productivity systems consultant and automation specialist to design and implement a personal productivity and knowledge management system.

The goal is to create a centralized workflow where:

All actionable items end up in Todoist
All notes and reference information end up in Evernote
All reading material ends up in Notion

This project involves both system design and technical implementation, including integrations, automations, workflows, SOPs, and user training.

Current Technology Stack
Task Management
Todoist
Notes & Knowledge Management
Evernote
Reading & Research Library
Notion
Communication Platforms
Gmail
Slack
iMessage
Zoom
Fathom AI
ActiveCampaign
Pulse CRM
Expensify
Automation Platforms (Open to Recommendation)
Zapier
----------
n8n
Other appropriate tools
Desired Outcome

I want a system where information is automatically routed to the correct destination with minimal manual processing.

Example

If a meeting occurs:

Meeting notes are stored in Evernote
Action items are automatically sent to Todoist

If an article is discovered:

It is saved to Notion for later reading

If an email contains a task:

It becomes a Todoist task

The system should reduce friction and eliminate the need to manually re-enter information.

Primary Objectives
1. Task Capture System

Create workflows so that actionable items from the following sources can be captured and routed into Todoist:

Gmail
Slack
Fatho ---------- eting summaries
Pulse CRM
ActiveCampaign
Expensify
Evernote
iMessage (if possible)

Deliverables:

Inbox workflow
Task creation rules
Labels and project structure
Automation recommendations
2. Knowledge Management System

Create a system for capturing and organizing:

Client notes
Meeting notes
Discovery calls
Prospect information
Internal documentation
Research
Strategic planning notes

Destination:

Evernote

Deliverables:

Notebook architecture
Tagging structure
Capture workflows
Automation recommendations
3. Reading & Research System

Create a workflow for collecting and organizing:

Articles
Blog posts
Newsletters
Research reports
Web content

Destination:

Notion

Deliverables:

Notion database design
Categorization structure
Read Later workflow
Reference library workflow
4. Automation & Integration

Identify opportunities to automate workflows between platforms.

Examples:

Fathom ? Evernote
Fathom Action Items ? Todoist
Gmail ? Todoist
Slack ? Todoist
Website content ? Notion

Deliverables:

Complete automation map
Implemented automations
Documentation
5. Standard Operating Procedures

Create simple SOPs documenting:

Daily processing workflow
Weekly review process
Inbox management
Note capture process
Reading management process

The goal is for the system to remain sustainable long-term.

Deliverables

At project completion I expect:

System Design Document
Complete workflow architecture
Visual workflow diagrams
Implemented System
Configured applications
Automations installed and tested
SOP Documentation
Step-by-step usage guides
Training Session
60–90 minute walkthrough
Recorded session preferred
Ideal Candidate

Looking for someone with experience in:

Productivity systems
Personal knowledge management (PKM)
Todoist
Evernote
Notion
Zapier
----------
Workflow automation
AI-powered productivity tools

Bonus if you have experience implementing:

GTD (Getting Things Done)
PARA
Second Brain methodologies
AI-assisted workflow systems
Proposal Requirements

Please include:

Relevant examples of similar systems you have built.
Tools you would recommend.
Estimated project timeline.
Fixed-fee project estimate.
Brief explanation of how you would approach this project.

I am looking for someone who can both design and implement the system—not just provide recommendations.