task-manager

# Task Manager - Three-Level Priority System This skill provides **three-level** standardized task list management: - **Execution Layer**: Eisenhower Four Quadrants (personal tasks) - **Future Layer**: Maybe List (ideas that may or may not be done) - **Management Layer**: Delegation List (tasks delegated to team members, periodic review) ## 📊 Three-Level Management System ### 🔷 Execution Layer: Eisenhower Four Quadrants | Quadrant | Characteristic | Strategy | Typical Scenarios | |----------|-----------------|----------|-------------------| | 🔥 **Q1** | Important + Urgent | **Do Immediately** | Deadlines passed, blocking others, hard deadlines | | 💼 **Q2** | Important + Not Urgent | **Plan & Schedule** | OKRs, team building, strategic tasks | | ⚡ **Q3** | Not Important + Urgent | **Batch Process** | Daily maintenance, tech fixes, delegatable | | 🧘 **Q4** | Not Important + Not Urgent | **Postpone/Delete** | Exploratory research, learning tasks, optional features | ### 🔶 Micro Layer: P0/P1/P2 Three-Tier Sorting Refine priority within the **same quadrant** using three tiers: - **🔴 P0**: Must do today (hard deadline or blocking others) - **🟡 P1**: Complete within this week (near-term high priority) - **🟢 P2**: Within this month/quarter (important but not urgent) **Why only three tiers?** - Simplified decision-making: too many tiers cause indecision - Core scenarios covered: urgent/near-term/long-term is enough - Lower maintenance cost: less frequent adjustments ### 🌱 Future Layer: Maybe List Collects all "**may do later**" ideas and inspirations, temporarily not placed in quadrants: - **Applicable Scenarios**: - Ideas not mature enough, need more information - Timing not right, waiting for the right opportunity - Low interest, temporarily set aside but reluctant to delete - Need further research to judge importance/urgency - **Management Principles**: - ✅ Quick capture to avoid forgetting - ✅ Regular review (weekly/monthly) - ✅ Move to quadrants or delete - ❌ Don't pile up too many (keep <20) **Note**: Maybe List = Future List, for storing ideas that are temporarily uncertain whether to do, or timing is not yet mature. ### 👑 Management Layer: Delegation List Used for **managing tasks delegated to subordinates**, periodic review of progress and quality: - **Applicable Scenarios**: - Assign tasks to team members - Track project progress and quality - Regular review of completion status - Evaluate subordinate capability and growth - **Management Principles**: - ✅ **Clear owner and deadline** - ✅ **Regular review** (weekly/bi-weekly) - ✅ **Track progress and quality** - ✅ **Timely feedback and guidance** - ❌ **Don't micromanage** (give autonomy) - ❌ **Don't pile up too many** (keep <15) ## 🎯 Usage Principles ### 1. **Determine Level First, Then Priority** ```markdown Step 1: Judge task type → Determine level (Execution/Future/Management) Step 2: If execution task → Determine quadrant position Step 3: Compare urgency within same quadrant → Assign P0/P1/P2 ``` **Examples**: - "Hiring" → Personal execution → **Q1** → Must do today → **P0** - "AI Business Scenario Discovery" → Personal execution → **Q2** → This week focus → **P1** - "Process Lark messages" → Personal execution → **Q3** → Batch on schedule → **P1** - "Code Agent Research" → Personal execution → **Q4** → Tabled → **P2** - "Let Xiao Wang take responsibility for Project X" → Delegation → **Delegation List** → Review next week - "Research AI Painting" → Uncertain → **Maybe List** → Pending evaluation ### 2. **Level > Quadrant > Number** - Prioritize **task level** (Execution/Future/Management) - Within Execution Layer, prioritize **quadrant distribution** - Within same quadrant, P0/P1/P2 used for **specific execution order** ### 3. **Dynamic Adjustment** - Tasks may **flow across levels** (e.g., Maybe List → Quadrants) - Tasks may **flow across quadrants** (e.g., Q2 → Q1) - P0/P1/P2 can be adjusted **within same quadrant** - Regular review to optimize distribution ### 4. **Maybe List Rotation Mechanism** ```markdown New Idea → Maybe List (quick record) ↓ Regular Review (weekly/monthly) ↓ Decision → Move to Quadrant / Delete / Keep Pending ``` **Review Criteria**: - **Important + Urgent** → Q1 - **Important + Not Urgent** → Q2 - **Not Important + Urgent** → Q3 - **Not Important + Not Urgent** → Q4 or Delete ### 5. **Delegation List Rotation Mechanism** ```markdown Delegated Task → Delegation List (record owner + deadline) ↓ Regular Review (weekly/bi-weekly) ↓ Decision → Mark Complete / Extend / Re-delegate / Remove ``` **Review Criteria**: - **Completed** → Archive and summarize - **In Progress** → Check progress, provide guidance - **At Risk** → Help resolve difficulties or adjust deadline - **Poor Quality** → Feedback improvement or re-delegate ## 📁 Task File Structure - **Main Task List**: `tasks/tasks.md` - Grouped by quadrants, sorted by P0/P1/P2 within each (personal execution) - **Future List**: `tasks/maybe.md` - Collect uncertain ideas and inspirations - **Delegation List**: `tasks/delegation.md` - Record delegated tasks, periodic review - **Archive File**: `tasks/archived.md` - Store completed/deleted task history ## 🔄 Operation Flow ### Add Task #### Scenario A: Clear Task (Direct to Quadrant) ##### Step 1: Determine Quadrant (Macro) Ask: - **Is it important?** (valuable for business/team/personal growth) - **Is it urgent?** (has deadline/blocking others/expired) → Determine quadrant position ##### Step 2: Assign P0/P1/P2 (Micro) Compare within **same quadrant**: - Must do today? → **P0** - Complete this week? → **P1** - Within this month/quarter? → **P2** ##### Step 3: Add Task See [references/task-add.md](references/task-add.md) #### Scenario B: Uncertain Idea (Go to Maybe List) When: - Idea not mature enough, need more information - Timing not right, waiting for opportunity - Low interest, temporarily set aside but reluctant to delete - Need further research to judge importance/urgency **Add to Maybe List Format**: ```markdown ### [Category] #### X. Task Name【Tag】 - [ ] **Status**: Pending Evaluation - [ ] **Description**: Brief description - [ ] **Created**: YYYY-MM-DD - [ ] **Notes**: Why in Maybe List (e.g., "waiting for more info", "timing not right") ``` #### Scenario C: Delegated Task (Go to Delegation List) When assigning task to team member: **Add to Delegation List Format**: ```markdown ### [Project/Team] #### X. Task Name【Tag】 - [ ] **Status**: In Progress / Completed / Extended / Re-delegated - [ ] **Owner**: @Name - [ ] **Description**: Brief description - [ ] **Deadline**: YYYY-MM-DD - [ ] **Created**: YYYY-MM-DD - [ ] **Last Review**: YYYY-MM-DD - [ ] **Next Review**: YYYY-MM-DD - [ ] **Notes**: Progress notes, feedback, guidance ``` **Delegation Principles**: - ✅ **Clear owner and expected outcome** - ✅ **Set reasonable deadline** - ✅ **Provide necessary resources and support** - ✅ **Regular review of progress and quality** - ❌ **Don't micromanage** (excessive intervention) - ❌ **Don't give vague instructions** (causing misunderstanding) ### Move from Maybe List to Quadrant **When to move?** - After gaining more information, can judge importance/urgency - Timing is right, need to start action - Found it's actually important, need re-evaluation **Operation Steps**: 1. Read `tasks/maybe.md` 2. Judge which quadrant it should enter 3. Add to corresponding quadrant per normal process 4. Delete from Maybe List ### Move from Delegation List to Quadrant **When to move?** - Task requires your personal execution (no longer delegated) - Task becomes urgent and important, need intervention - Subordinate cannot complete, need to take over **Operation Steps**: 1. Read `tasks/delegation.md` 2. Judge if personal execution is needed 3. Add to corresponding quadrant per normal process 4. Remove from Delegation List ### Check and Fix Task Numbering When the user asks to check task numbering issues (e.g., "check task numbering", "fix sequence numbers", "序号问题"), you MUST: 1. **Read the task file** (`tasks/tasks.md`) 2. **Scan for numbering issues**: - Duplicate numbers (e.g., two tasks with `### 7.`) - Missing numbers (gaps in sequence) - Incorrect quadrant transitions (Q1 ends with 6, Q2 should start with 7) 3. **Automatically fix all issues**: - Reassign sequential numbers starting from 1 - Ensure no duplicates or gaps - Update quadrant headers if counts changed 4. **Re-read and re-verify**: After fixing, read the file again to confirm all numbering is correct 5. **Repeat if necessary**: If issues remain, repeat steps 2-4 until the entire file has correct sequential numbering with no duplicates or gaps **Numbering Rules**: - Task numbers must be sequential: 1, 2, 3, 4... with no gaps - No duplicate numbers within the same file - When moving tasks between quadrants, renumber all affected tasks - Q1 tasks: 1-N, Q2 tasks: (N+1)-M, Q3 tasks: (M+1)-P, Q4 tasks: (P+1)-Q **Verification Checklist**: - [ ] Q1 tasks are numbered 1 to N sequentially - [ ] Q2 tasks are numbered (N+1) to M sequentially - [ ] Q3 tasks are numbered (M+1) to P sequentially - [ ] Q4 tasks are numbered (P+1) to Q sequentially - [ ] No duplicate numbers exist anywhere in the file - [ ] No gaps in the sequence **IMPORTANT**: After EVERY task operation (add, delete, update, move, complete, etc.), you MUST check and fix numbering issues automatically. Do not wait for the user to ask. ### Complete Task See [references/task-complete.md](references/task-complete.md) **Post-completion reflection**: - If Q1 task: Why did it become urgent? Can we plan ahead? - If Q2 task: Is it progressing as planned? Need adjustment? - If Q3 task: Can it be automated or delegated? - If Q4 task: Is it really not needed? **Delegated task completion reflection**: - How did the subordinate perform? Any growth? - Any areas for improvement? - Need to provide more training or support? - Can delegate more similar tasks? ### Adjust Priority #### Cross-Level Adjustment (Strategic) When task **nature or priority** changes: - **Upgrade**: Maybe List → Quadrants (timing is right) - **Downgrade**: Quadrants → Maybe List (no longer urgent) - **Transfer**: Quadrants → Delegation List (decide to delegate) - **Transfer**: Delegation List → Quadrants (need personal execution) #### Cross-Quadrant Adjustment (Tactical) When task **importance or urgency** changes: - **Upgrade**: Q2 → Q1 (new deadline appears) - **Downgrade**: Q1 → Q2 (found early warning mechanism) - **Transfer**: Q3 → Q4 (no longer urgent) #### Same-Quadrant Adjustment (Tactical) Only adjust P0/P1/P2 **within same quadrant**: - P1 → P0 (deadline moved up) - P2 → P1 (client pushing for progress) - P1 → P2 (time relaxed) ## 📈 Ideal Distribution Reference Healthy task distribution should be: | File | Recommended Count | Description | |------|------------------|-------------| | 🔥 Q1 | 3-5 | Too many indicates insufficient planning | | 💼 Q2 | 8-12 | Core area for strategic investment | | ⚡ Q3 | 5-10 | Can gradually optimize automation | | 🧘 Q4 | <10 | Regular cleanup | | 🌱 Maybe List | <20 | Regular review, avoid piling up | | 👑 Delegation List | <15 | Regular review, avoid out of control | **Healthy Signs**: - ✅ Q1 ≤ 5 - ✅ Q2 takes largest proportion - ✅ Q4 regularly cleaned - ✅ Maybe List regularly reviewed and cleared - ✅ Delegation List regularly reviewed and archived - ❌ Q1 explosive growth (need stronger planning) - ❌ Delegation List exceeds 15 (need simplification or authorization) ## 🗓️ Time Rhythm Suggestions ### Daily Check - **Q1**: What must be completed today? - **Q2**: What to focus on this week? - **Q3**: What can be batch processed? - **Q4**: What can be deleted? ### Weekly Review - Are there too many Q1 tasks? (Strengthen planning) - How are Q2 tasks progressing? (Enough strategic investment?) - Can Q3 tasks be automated? - Does Q4 need cleanup? - **Maybe List**: Review tasks that can move to quadrants - **Delegation List**: - Review all delegated task progress - Check for延期风险 - Provide necessary guidance and feedback - Mark completed tasks ### Monthly Optimization - Archive and analyze completed Q1 tasks - Convert Q2 tasks to specific action plans - Evaluate Q3 batch processing efficiency - Clean up invalid Q4 tasks - **Maybe List**: Clear or significantly reduce (at least review once) - **Delegation List**: - Evaluate overall subordinate performance - Summarize success experiences and issues - Adjust authorization strategy and communication style - Archive completed tasks ## ⚠️ Notes - **Sequential numbers**: Start from 1, no duplicates, no gaps - **Level before quadrant**: Three levels are main structure, quadrants are execution layer organization - **Archive after completion**: Don't just mark complete - **Update timestamp after each operation** - **Regular Q4 cleanup**: Avoid task buildup - **Control Q1 count**: Reflect on planning if exceeds 5 - **Maybe List is not trash bin**: Regular review, either move to quadrants or delete - **Maybe List max 20**: Otherwise loses meaning - **Delegation List is not hands-off**: Regular review, ensure task quality and progress - **Delegation List max 15**: Otherwise difficult to manage effectively - **Delegation is not abandonment**: Maintain focus while giving autonomy ## 📋 Statistics Templates ### Main Task List Statistics ```markdown ## 📊 Statistics | Quadrant | Count | Task Numbers | Strategy | |----------|-------|--------------|----------| | 🔥 Q1 | X | 1-X | Do Immediately | | 💼 Q2 | Y | X+1-X+Y | Plan & Schedule | | ⚡ Q3 | Z | ... | Batch Process | | 🧘 Q4 | W | ... | Postpone/Delete | | **Total** | N | - | - | ``` ### Maybe List Statistics ```markdown ## 📊 Maybe List Statistics | Item | Count | Description | |------|-------|-------------| | Total Tasks | M | - | | Pending Evaluation | M | All | | Average Stay Time | X Weeks | Review if >4 weeks | ``` ### Delegation List Statistics ```markdown ## 📊 Delegation List Statistics | Item | Count | Description | |------|-------|-------------| | Total Tasks | D | - | | In Progress | D1 | Need continuous attention | | Completed | D2 | Completed this month/week | | At Risk | D3 | Need intervention | | Average Completion Rate | X% | Overall subordinate performance | | Average Review Cycle | X Days | Review frequency appropriate? | ``` --- *Version: 5.1 (Added automatic task numbering check and fix)* *Last Updated: 2026-04-09*