Ever feel like you’re drowning in a sea of school emails? I’ve been there, and it’s not pretty.

Picture this: It’s 7 AM, you’re gulping down coffee, and your kid says, “Dad, I need a Roman costume for school today.” Cue panic mode. Sound familiar?

Here’s the kicker: this nightmare scenario is totally avoidable. How? Let me introduce you to your new best friend: A.I.

I stumbled upon this game-changer by accident. One day, after missing yet another “bring your favorite stuffed animal” day (cue kid tears), I thought, “There’s got to be a better way.”

Spoiler alert: There is.

Examples of what A.I. can do

I got A.I. to read all my kid’s emails and send me a text message with a summary of any action items. Here’s some real examples:

**DEADLINE: Monday, 12 Aug. 2024**

🚨 IMPORTANT: Action required for school lunch ordering for T*** and H***

Summary:
- Order lunch for August 2024 before the deadline
- New users: Log in within 48 hours of receiving initial password and change it
- Existing users: Use previous year's password
- Order monthly, can order partially
- Complete payment within 10 minutes
- Check Order/Payment History to confirm successful transaction

Action items:
1. Order lunch for T*** and H*** before August 12, 2024
2. Log in to the lunch ordering system and change password if new user
3. Ensure payment is completed within 10 minutes of ordering

Contact for questions: [redacted]@[redacted].com

**Deadline: Today and tomorrow for conferences**

Lunch order summary! Don’t want to miss that.

🚨 IMPORTANT: Updated Zoom link for parent-teacher conferences with [redacted]'s teacher,[redacted].

Action items:
1. Use the new Zoom link: https://[redacted].zoom.us/j/[redacted]
2. Meeting ID: [redacted]
3. Attend the scheduled conference today or tomorrow

The email provides updated Zoom information for parent-teacher conferences due to technical difficulties. It's important to use this new link instead of the one on the class blog for today and tomorrow's meetings.

Important zoom meeting? yes, please.

Download my n8n template

Want to copy my workflow? I’ve created an official template you can just use with 1 click.

The Email Avalanche: Why We’re Drowning

Let’s face it: school communication has gone digital, and it’s overwhelming. Remember when a crumpled note in your kid’s backpack was all you had to worry about? Those days are long gone.

Now, it’s a constant barrage of emails. Class updates, PTA meetings, fundraisers, field trips – the list is endless. And let’s not even talk about the multiple platforms. Emails, apps, online portals – it’s like schools are trying to test our tech skills along with our parenting ones.

The problem? Important info gets buried. Fast. That crucial detail about the science fair? It’s hiding in paragraph seven of a 1000-word email about the school’s new recycling program. Fun times.

The Real Cost of Missing Deadlines

“It’s just a missed deadline,” you might think. But oh boy, it’s so much more than that.

1. Your kids feel the heat
   Nothing screams “my parents don’t care” like being the only kid without a costume on dress-up day. Trust me, I’ve seen that look. It’s heartbreaking.
2. Your stress levels skyrocket
   That last-minute scramble? It’s not just annoying – it’s unhealthy. Cortisol city, population: you.
3. Your relationship takes a hit
   “You never remember anything!” Not exactly the sweet nothings you want to hear from your spouse, right?
4. School staff get frustrated
   Teachers are superheroes, but even they have limits. Constantly chasing parents for responses? Not fun for anyone.

Enter A.I.: Your New Personal Assistant

Now, imagine having a super-smart intern who never sleeps, sorting through your emails 24/7. That’s A.I.

Here’s the secret sauce: I created a workflow in n8n/make.com that reads school emails for me. I fed it info about my kids – names, classes, activities – and boom! It scans emails like a pro.

The result? A daily summary on my phone, highlighting only the stuff that matters. No more missed deadlines, no more last-minute panic.

I’m using Openrouter.ai so I can choose my LLM. The beauty of my setup is that I’m using a FREE LLM. So you can do this all for free!

How It Works: The Nitty-Gritty

Okay, tech nerds (I say that with love), here’s how the magic happens:

1. Email Integration
   First, I connected my email account to n8n. I use IMAP because IMAP is just for reading the emails. I’m using Google and the problem with using SMTP is that although I can send emails, every 30 days I need to log into Google and renew my API keys. IMAP, I can just set and forget.
2. Keyword Training
   I created a list of important keywords: “deadline,” “due date,” “costume,” “bring,” etc. The A.I. uses these to flag important emails.
3. Personal Info Input
   I fed the system my kids’ names, classes, and activities. This helps the A.I. understand context.
4. Natural Language Processing
   This is the cool part. The A.I. doesn’t just search for keywords – it understands context. So “Please bring a white shirt for the choir performance next Friday” gets flagged, even if “deadline” isn’t mentioned.
5. Summary Generation
   The A.I. compiles all the important info into a concise daily summary. No fluff, just the facts.
6. Push Notifications
   The summary gets sent to my phone as a push notification. I can read it over my morning coffee, and I’m set for the day.

Here’s the A.I. prompt:

My wife's name is [insert name] and her email is [insert name]@gmail.com.

My younger son is [insert name].
My older son is [insert name]. 

[insert name] was born [redacted]. He's on the U13 boys soccer team. He is in grade [redacted], room [redacted].

[insert name] was born [redacted]. He's on the U7 boys soccer team. He is in grade [redacted], room [redacted].

[insert name] is [insert name] teacher and his email is [insert email].

[insert name] is [insert name] teacher and her email is [insert email].

Both [insert name] and [insert name] take soccer lessons with [redacted]. It sends me emails from [insert email].

They take additional soccer lessons from [redacted]. Usually the email comes from [insert email].com. Make sure you find if there's any action items like signing up or bringing certain kit. 

They also take aquatics (swimming) and get emails from [insert email].

Pay attention to all the emails from [school name]. Also pay attention to my wife's emails.

I want you to read and summarize all the emails. If it's not important, just give me a short summary with less than 10 words.

Highlight as important if it is, add an emoji to indicate it is urgent:
- content related to my wife and kids
- or anything you deem important.

For the relevant content, find any action items and deadlines. Sometimes I need to sign up before a certain date or pay before a certain date, please highlight that in the summary for me. 

Put the deadline in BOLD at the top. If the email is not important, keep the summary short to 1 sentence only.

Here's the email content for you to read:
Sender name: {{14.from.name}}
Sender email address:{{14.from.address}}
Subject: {{14.subject}}
{{14.text}}

If you want the make.com workflow, email me rumjahn [at] gmail.com with the subject “Email workflow please”.

The Results: More Than Just Organization

But here’s the real magic: it’s not just about staying organized. It’s about being present.

1. Quality Time Skyrockets
   Now, instead of stressing over emails, I’m chatting with my kids about their day. I know what’s coming up without being glued to my inbox.
2. Proactive Parenting
   I’m no longer reacting to school events – I’m planning for them. Costume day? I’ve got it marked on my calendar a week in advance.
3. Improved School Relationships
   Teachers appreciate parents who are on top of things. I’ve gone from “that dad who never responds” to “that dad who’s always prepared.”
4. Stress Levels Plummet
   No more Sunday night panic attacks wondering what I’ve forgotten. The A.I. has my back.
5. Marriage Saver
   My wife? She’s thrilled. No more “Why don’t you ever help with this stuff?” conversations. Win-win.

But What About Privacy?

I get it. The idea of A.I. reading your emails might sound a bit… Big Brother-ish. But here’s the deal:

1. It’s Not Skynet
   We’re not talking about a sentient A.I. here. It’s a tool, like a very smart spam filter.
2. You’re in Control
   You decide what information to feed it. It only sees what you allow it to see.
3. It’s Not Storing Data
   The A.I. processes the emails, extracts the important info, and moves on. It’s not keeping a creepy database of your life.
4. It’s Probably More Secure Than You Are
   Let’s be honest – how many of us have our email open on our phones 24/7? The A.I. is like a bouncer, only letting the important stuff through.

Getting Started: Your Step-by-Step Guide

Look, I get it. A.I. sounds intimidating. But trust me, if I can do it, anyone can. It’s like having a superpower in your pocket.

Here’s how to get started:

1. Choose Your Platform
   I use n8n and make.com, but there are others like Zapier or IFTTT. Shop around, see what fits your style.
2. Connect Your Email
   Most platforms have easy guides for this. It’s usually just a matter of logging in and giving permission.
3. Set Up Your Keywords
   Start with the basics: “deadline,” “due date,” “bring,” etc. You can always add more later.
4. Input Personal Info
   Add your kids’ names, classes, and any regular activities. This helps the A.I. understand what’s relevant to you.
5. Create Your Workflow
   This is where you tell the A.I. what to do with the info it finds. Most platforms have templates you can use as a starting point.
6. Test and Refine
   Start small. Maybe just have it look for emails from your kid’s main teacher. As you get comfortable, you can expand its reach.
7. Enjoy Your Free Time
   Seriously. Go play with your kids. Have a date night. The A.I.’s got this.

The Future of Parenting: A.I. as Your Sidekick

Here’s a mind-bender for you: what if A.I. could do more than just sort emails? What if it could:

• Predict when your kid might need extra help in a subject based on teacher feedback?
• Suggest age-appropriate activities based on school curricula?
• Automatically add school events to your family calendar?

The possibilities are endless. We’re just scratching the surface of what A.I. can do for parents.

The Bottom Line: Technology Should Work for Us

Remember: Technology should work for us, not the other way around. Let’s put A.I. to work and get back to what really matters – being there for our kids.

Think about it: How much stress could you eliminate from your life with this simple setup? How many more meaningful conversations could you have with your kids if you weren’t constantly playing catch-up with school communications?

Ready to reclaim your sanity and never miss a school deadline again? Give A.I. a shot. Your future self (and your family) will thank you.

Who’s with me? Let’s revolutionize parenting, one A.I. assistant at a time.

P.S. If you try this out, I’d love to hear how it goes. Drop me a line, share your success stories, or even your hilarious mishaps. After all, we’re all in this parenting adventure together!