Daily Task Prep

Daily Task Prep

Use clawchief/tasks.md as the canonical live task file and clawchief/tasks-completed.md as the completed-task archive.

Core rules

• read clawchief/priority-map.md before regrouping or inserting active tasks
• preserve existing manually added open tasks in ## Today unless they are obviously stale past meetings
• on weekdays, treat ## Every weekday as the recurring seed list
• on weekends, do not auto-add ## Every weekday items unless explicitly asked
• promote items due today from ## Backlog with due date into ## Today, and remove the backlog copy in the same edit
• scan ## Recurring reminders and add any reminder that is due today into ## Today without deleting the recurring source item
• add principal-owned meetings and calls for today to ## Today
• exclude personal or family calendar blocks that are only conflict sources, not principal-owned tasks
• keep assistant tasks clearly separate from principal tasks
• archive tasks completed yesterday out of clawchief/tasks.md into clawchief/tasks-completed.md
• keep tasks completed today in clawchief/tasks.md until the next morning's prep run unless the user explicitly wants earlier cleanup
• update the file's Last updated timestamp
• stay silent unless something needs human attention

Preparation workflow

1. read clawchief/tasks.md
2. read clawchief/priority-map.md
3. read clawchief/tasks-completed.md if it exists
4. determine whether today is a weekday
5. archive tasks completed yesterday from clawchief/tasks.md into clawchief/tasks-completed.md
6. build the candidate ## Today list from:
   • current open ## Today tasks worth carrying forward
   • weekday recurring items from ## Every weekday if today is Monday-Friday
   • items in ## Backlog with due date that are due today
   • items in ## Recurring reminders whose recurrence makes them due today
   • today's principal-owned meetings / calls from calendar
7. remove duplicates by normalized task text while keeping the most specific wording already present in the file
8. preserve or assign each active task to the best matching owner section plus program / person grouping header
9. reorder the open tasks in priority-first order within each owner section
10. write back only the minimal necessary edits

Calendar workflow

Use gog via shell to inspect the principal's visible calendars before adding meeting tasks.

Useful pattern:

gog calendar events --all -a {{ASSISTANT_EMAIL}} --days=1 --max=100 --json --results-only

Only add calendar items that the principal is actually expected to attend.

Task text rules

• use concise one-line tasks
• keep existing wording when it is already good
• use YYYY-MM-DD for all-day due dates and YYYY-MM-DD HH:MM TZ for timed due dates
• if a backlog due-date item is promoted into ## Today, remove the backlog copy immediately
• for recurring reminders, keep the recurring source entry in place and only add the due instance into ## Today

Safety

• do not wipe ## Today just to rebuild it
• do not archive recurring source items from ## Recurring reminders
• do not archive tasks completed today during the same day's prep run
• if calendar access fails, still do file-based prep and only notify the user if the failure matters
• if nothing needs to change, do nothing