Personal Productivity
Scope
Covers
- Designing a weekly timebox plan for a high-meeting-load job (meeting windows, focus blocks, admin buffers)
- Building a write-it-down capture system so tasks don’t live in your head (inbox → lists → reviews)
- Creating daily + weekly review rituals that keep you current without constant re-planning
- Producing a practical 7-day rollout plan (small changes you can implement immediately)
When to use
- “Help me timebox my week so I can handle meetings + deep work.”
- “I keep forgetting tasks. Build me a write-it-down system and a review routine.”
- “I’m juggling a demanding job plus side commitments (advising/board/etc.). Make it sustainable.”
- “Create a personal productivity system I can follow next week.”
When NOT to use
- You need medical/mental-health advice (including ADHD treatment), or you are in crisis. Seek professional help.
- You want a team-wide process (meeting policy, org operating system). Use a team/ops skill instead.
- You need a project plan, milestones, or delivery management. Use
managing-timelines.
- You primarily need to reduce burnout/energy drain (not just time). Use
energy-management.
Inputs
Minimum required
- Your role + primary responsibilities (and whether you manage people)
- Your constraints/non-negotiables (time zones, caregiving, travel, on-call, deadlines)
- A representative week (calendar text dump, recurring meetings list, or narrative)
- Your current task system (or “none”) + tools you’re willing to use (any calendar + any to-do list works)
- What “better” means in 2–4 weeks (e.g., fewer dropped tasks, more deep-work blocks, lower weekend spillover)
Missing-info strategy
- Ask 3–5 questions at a time from references/INTAKE.md.
- If the calendar is unavailable, proceed with a default-week draft using explicit assumptions and ask the user to correct it.
- Do not request secrets, credentials, or sensitive personal/medical details.
Outputs (deliverables)
Produce a Personal Productivity System Pack (Markdown in chat; or as files if requested) in this order:
- Context Snapshot (goal, constraints, assumptions, success definition)
- Commitment & Workload Inventory (fixed commitments + “floating” responsibilities)
- Weekly Timebox Plan (meeting windows, focus blocks, admin buffers, protected time, weekend spillover rule)
- Capture + To-Do System Spec (inbox, lists, processing, prioritization, timeboxing method)
- Daily Plan + Shutdown Ritual (how you start the day; how you close loops)
- Weekly Review Ritual (calendar + task review; reset rules)
- 7-Day Rollout Plan (setup steps + first-week experiments)
- Risks / Open questions / Next steps (always included)
Templates: references/TEMPLATES.md
Expanded guidance: references/WORKFLOW.md
Workflow (7 steps)
1) Intake + success definition + boundaries
- Inputs: user context; references/INTAKE.md.
- Actions: Confirm scope (personal productivity for career execution). Define “better” in 2–4 weeks and 1–2 measurable signals (e.g., dropped tasks/week, deep-work blocks/week). Confirm boundaries (not medical/therapy; not a team policy rewrite).
- Outputs: Context Snapshot (draft) + assumptions/unknowns list.
- Checks: Success definition is specific enough to evaluate after 2 weeks.
2) Build a commitment & workload inventory
- Inputs: calendar/recur meetings; responsibilities; side commitments.
- Actions: List fixed commitments (meetings, deadlines, recurring obligations) and floating workload (projects, people mgmt, admin). Identify 3–5 “high-leverage” responsibilities and the biggest sources of fragmentation.
- Outputs: Commitment & Workload Inventory (table) + top constraints.
- Checks: Inventory separates fixed vs flexible time and includes side commitments (if any).
3) Design the weekly timebox plan (default week)
- Inputs: inventory; energy preferences; constraints.
- Actions: Draft a default week: meeting windows, focus blocks, admin buffers, and protected personal time. Add explicit rules: meeting batching, buffer time, weekend spillover (if needed), and what gets timeboxed first.
- Outputs: Weekly Timebox Plan (calendar-like block plan) + 5–8 rules.
- Checks: At least 3 focus blocks/week exist; meeting time has limits or windows; buffers are real blocks (not wishes).
4) Specify the capture + to-do system (“write it down”)
- Inputs: current tools; task volume; common failure modes (dropped tasks, unclear next actions).
- Actions: Define: capture inbox, processing ritual, list taxonomy, and a prioritization rule. Ensure every task becomes either: (a) timeboxed on calendar, (b) next action on a list, (c) delegated, or (d) deleted.
- Outputs: Capture + To-Do System Spec + “rules of the system”.
- Checks: The system has a single trusted inbox and a daily processing rule that takes ≤15 minutes.
5) Add daily plan + shutdown ritual
- Inputs: timebox plan; task system.
- Actions: Create a daily routine: morning “top outcomes” + quick timeboxing; end-of-day shutdown (clear inbox, update next actions, plan first block tomorrow).
- Outputs: Daily Plan + Shutdown Ritual (copy/paste checklist).
- Checks: Ritual is small enough to actually do; includes handling of new tasks during the day (capture rule).
6) Add weekly review ritual (reset + recalibration)
- Inputs: default week; backlog lists; upcoming commitments.
- Actions: Create a weekly review to: reconcile calendar ↔ tasks, reset priorities, and re-timebox next week. Include a “kill list” (stop/defer) to prevent backlog bloat.
- Outputs: Weekly Review Ritual + weekly reset checklist.
- Checks: Review includes both (1) looking forward (next 2 weeks) and (2) backlog cleanup.
7) Quality gate + finalize rollout plan
- Inputs: full draft pack.
- Actions: Produce a 7-day rollout plan (setup + first experiments). Run references/CHECKLISTS.md and score with references/RUBRIC.md. Include Risks / Open questions / Next steps.
- Outputs: Final Personal Productivity System Pack.
- Checks: Next 7 days have specific actions scheduled; risks and unknowns are explicit.
Quality gate (required)
- Use references/CHECKLISTS.md and references/RUBRIC.md.
- Always include: Risks, Open questions, Next steps.
Examples
Example 1 (timeboxing + side commitments): “I’m a product leader with wall-to-wall meetings and I advise a startup. Use personal-productivity to create a Personal Productivity System Pack with a default week timebox plan and a task capture system.”
Expected: weekly timebox plan with meeting windows + focus blocks, capture/to-do spec, daily/weekly reviews, 7-day rollout.
Example 2 (dropped tasks): “I keep forgetting small but important follow-ups. Build me a write-it-down system and a daily shutdown routine.”
Expected: capture system with inbox → processing → lists, a 10–15 minute daily shutdown checklist, and success metrics.
Boundary example (medical): “Diagnose my ADHD and tell me what productivity meds to take.”
Response: out of scope for medical advice; recommend professional help. Offer a neutral capture/timeboxing system and ask for work constraints only.
1---2name: personal-productivity3description: Build a Personal Productivity System Pack (weekly timebox plan, capture+to-do system, daily/weekly review rituals, and a 7-day rollout). Use for timeboxing, calendar blocking, and staying on top of high-volume leadership work. Category: Career.4---5
6# Personal Productivity
7
8## Scope
9
10**Covers**
11- Designing a **weekly timebox plan** for a high-meeting-load job (meeting windows, focus blocks, admin buffers)
12- Building a **write-it-down capture system** so tasks don’t live in your head (inbox → lists → reviews)
13- Creating **daily + weekly review rituals** that keep you current without constant re-planning
14- Producing a practical **7-day rollout plan** (small changes you can implement immediately)
15
16**When to use**
17- “Help me timebox my week so I can handle meetings + deep work.”
18- “I keep forgetting tasks. Build me a write-it-down system and a review routine.”
19- “I’m juggling a demanding job plus side commitments (advising/board/etc.). Make it sustainable.”
20- “Create a personal productivity system I can follow next week.”
21
22**When NOT to use**
23- You need medical/mental-health advice (including ADHD treatment), or you are in crisis. Seek professional help.
24- You want a team-wide process (meeting policy, org operating system). Use a team/ops skill instead.
25- You need a project plan, milestones, or delivery management. Use `managing-timelines`.
26- You primarily need to reduce burnout/energy drain (not just time). Use `energy-management`.
27
28## Inputs
29
30**Minimum required**
31- Your role + primary responsibilities (and whether you manage people)
32- Your constraints/non-negotiables (time zones, caregiving, travel, on-call, deadlines)
33- A representative week (calendar text dump, recurring meetings list, or narrative)
34- Your current task system (or “none”) + tools you’re willing to use (any calendar + any to-do list works)
35- What “better” means in 2–4 weeks (e.g., fewer dropped tasks, more deep-work blocks, lower weekend spillover)
36
37**Missing-info strategy**
38- Ask **3–5 questions at a time** from [references/INTAKE.md](references/INTAKE.md).
39- If the calendar is unavailable, proceed with a **default-week draft** using explicit assumptions and ask the user to correct it.
40- Do not request secrets, credentials, or sensitive personal/medical details.
41
42## Outputs (deliverables)
43
44Produce a **Personal Productivity System Pack** (Markdown in chat; or as files if requested) in this order:
45
461) **Context Snapshot** (goal, constraints, assumptions, success definition)
472) **Commitment & Workload Inventory** (fixed commitments + “floating” responsibilities)
483) **Weekly Timebox Plan** (meeting windows, focus blocks, admin buffers, protected time, weekend spillover rule)
494) **Capture + To-Do System Spec** (inbox, lists, processing, prioritization, timeboxing method)
505) **Daily Plan + Shutdown Ritual** (how you start the day; how you close loops)
516) **Weekly Review Ritual** (calendar + task review; reset rules)
527) **7-Day Rollout Plan** (setup steps + first-week experiments)
538) **Risks / Open questions / Next steps** (always included)
54
55Templates: [references/TEMPLATES.md](references/TEMPLATES.md)
56Expanded guidance: [references/WORKFLOW.md](references/WORKFLOW.md)
57
58## Workflow (7 steps)
59
60### 1) Intake + success definition + boundaries
61- **Inputs:** user context; [references/INTAKE.md](references/INTAKE.md).
62- **Actions:** Confirm scope (personal productivity for career execution). Define “better” in 2–4 weeks and 1–2 measurable signals (e.g., dropped tasks/week, deep-work blocks/week). Confirm boundaries (not medical/therapy; not a team policy rewrite).
63- **Outputs:** Context Snapshot (draft) + assumptions/unknowns list.
64- **Checks:** Success definition is specific enough to evaluate after 2 weeks.
65
66### 2) Build a commitment & workload inventory
67- **Inputs:** calendar/recur meetings; responsibilities; side commitments.
68- **Actions:** List fixed commitments (meetings, deadlines, recurring obligations) and floating workload (projects, people mgmt, admin). Identify 3–5 “high-leverage” responsibilities and the biggest sources of fragmentation.
69- **Outputs:** Commitment & Workload Inventory (table) + top constraints.
70- **Checks:** Inventory separates **fixed** vs **flexible** time and includes side commitments (if any).
71
72### 3) Design the weekly timebox plan (default week)
73- **Inputs:** inventory; energy preferences; constraints.
74- **Actions:** Draft a default week: meeting windows, focus blocks, admin buffers, and protected personal time. Add explicit rules: meeting batching, buffer time, weekend spillover (if needed), and what gets timeboxed first.
75- **Outputs:** Weekly Timebox Plan (calendar-like block plan) + 5–8 rules.
76- **Checks:** At least 3 focus blocks/week exist; meeting time has limits or windows; buffers are real blocks (not wishes).
77
78### 4) Specify the capture + to-do system (“write it down”)
79- **Inputs:** current tools; task volume; common failure modes (dropped tasks, unclear next actions).
80- **Actions:** Define: capture inbox, processing ritual, list taxonomy, and a prioritization rule. Ensure every task becomes either: (a) timeboxed on calendar, (b) next action on a list, (c) delegated, or (d) deleted.
81- **Outputs:** Capture + To-Do System Spec + “rules of the system”.
82- **Checks:** The system has a single trusted inbox and a daily processing rule that takes ≤15 minutes.
83
84### 5) Add daily plan + shutdown ritual
85- **Inputs:** timebox plan; task system.
86- **Actions:** Create a daily routine: morning “top outcomes” + quick timeboxing; end-of-day shutdown (clear inbox, update next actions, plan first block tomorrow).
87- **Outputs:** Daily Plan + Shutdown Ritual (copy/paste checklist).
88- **Checks:** Ritual is small enough to actually do; includes handling of new tasks during the day (capture rule).
89
90### 6) Add weekly review ritual (reset + recalibration)
91- **Inputs:** default week; backlog lists; upcoming commitments.
92- **Actions:** Create a weekly review to: reconcile calendar ↔ tasks, reset priorities, and re-timebox next week. Include a “kill list” (stop/defer) to prevent backlog bloat.
93- **Outputs:** Weekly Review Ritual + weekly reset checklist.
94- **Checks:** Review includes both (1) looking forward (next 2 weeks) and (2) backlog cleanup.
95
96### 7) Quality gate + finalize rollout plan
97- **Inputs:** full draft pack.
98- **Actions:** Produce a 7-day rollout plan (setup + first experiments). Run [references/CHECKLISTS.md](references/CHECKLISTS.md) and score with [references/RUBRIC.md](references/RUBRIC.md). Include **Risks / Open questions / Next steps**.
99- **Outputs:** Final Personal Productivity System Pack.
100- **Checks:** Next 7 days have specific actions scheduled; risks and unknowns are explicit.
101
102## Quality gate (required)
103- Use [references/CHECKLISTS.md](references/CHECKLISTS.md) and [references/RUBRIC.md](references/RUBRIC.md).
104- Always include: **Risks**, **Open questions**, **Next steps**.
105
106## Examples
107
108**Example 1 (timeboxing + side commitments):** “I’m a product leader with wall-to-wall meetings and I advise a startup. Use `personal-productivity` to create a Personal Productivity System Pack with a default week timebox plan and a task capture system.”
109Expected: weekly timebox plan with meeting windows + focus blocks, capture/to-do spec, daily/weekly reviews, 7-day rollout.
110
111**Example 2 (dropped tasks):** “I keep forgetting small but important follow-ups. Build me a write-it-down system and a daily shutdown routine.”
112Expected: capture system with inbox → processing → lists, a 10–15 minute daily shutdown checklist, and success metrics.
113
114**Boundary example (medical):** “Diagnose my ADHD and tell me what productivity meds to take.”
115Response: out of scope for medical advice; recommend professional help. Offer a neutral capture/timeboxing system and ask for work constraints only.
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