personal-productivity

Original source / Raw SKILL.md

---
name: "personal-productivity"
description: "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."
---

# 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](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:

1) **Context Snapshot** (goal, constraints, assumptions, success definition)
2) **Commitment & Workload Inventory** (fixed commitments + “floating” responsibilities)
3) **Weekly Timebox Plan** (meeting windows, focus blocks, admin buffers, protected time, weekend spillover rule)
4) **Capture + To-Do System Spec** (inbox, lists, processing, prioritization, timeboxing method)
5) **Daily Plan + Shutdown Ritual** (how you start the day; how you close loops)
6) **Weekly Review Ritual** (calendar + task review; reset rules)
7) **7-Day Rollout Plan** (setup steps + first-week experiments)
8) **Risks / Open questions / Next steps** (always included)

Templates: [references/TEMPLATES.md](references/TEMPLATES.md)  
Expanded guidance: [references/WORKFLOW.md](references/WORKFLOW.md)

## Workflow (7 steps)

### 1) Intake + success definition + boundaries
- **Inputs:** user context; [references/INTAKE.md](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](references/CHECKLISTS.md) and score with [references/RUBRIC.md](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](references/CHECKLISTS.md) and [references/RUBRIC.md](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.


---

## Referenced Files

> The following files are referenced in this skill and included for context.

### references/INTAKE.md

```markdown
# Intake — Personal Productivity

Use these questions to gather the minimum information needed to build a timebox plan + capture/to-do system.

## Ask first (pick 3–5)
- What’s your role and what are the 3–5 outcomes you’re responsible for?
- What does a “bad week” look like right now (2–3 concrete examples)?
- What does “better” mean in 2–4 weeks (how will you know this worked)?
- Do you have a calendar you can timebox on (any tool), and do you use a to-do list today (which one)?
- Share either: (a) a representative week (recurring meetings list), or (b) your main constraints (time zones, on-call, travel, caregiving).

## Schedule + constraints
- What are your non-negotiables (sleep, commute, workouts, caregiving, hard stops)?
- What meeting load do you typically have (hours/day; recurring blocks)?
- Do you control your calendar, or do others book you freely?
- Are there “fixed deep work” needs (writing, planning, IC work) and how many hours/week?
- Do you work weekends today? If yes, what’s driving it and what’s your ideal rule?

## Task capture + task volume
- Where do tasks currently land (Slack, email, notes, memory)?
- What kinds of tasks are you dropping (follow-ups, admin, people mgmt, project details)?
- Do you prefer one list or multiple lists (projects/contexts), and why?
- How often are you interrupted with new tasks during the day?

## Preferences + operating style (optional)
- When is your best focus time (morning/afternoon/evening)?
- What’s your tolerance for structure (light vs detailed)?
- What’s one productivity habit that has worked for you in the past?

## If information is missing
- If no calendar is available: draft a default week with conservative focus blocks + meeting windows and label assumptions.
- If no to-do tool is preferred: default to a single inbox + 3 lists (Today / Next / Waiting) with a daily processing ritual.
- If workload is unclear: start with the next 7 days only; avoid “life overhaul” plans.


```

### references/TEMPLATES.md

```markdown
# Templates — Personal Productivity System Pack

Copy/paste and fill these templates. Keep them lightweight and easy to maintain.

## 1) Context Snapshot

**Role:**  
**Responsibilities (3–5):**  
**Time horizon:** (2–4 weeks)  
**Constraints / non-negotiables:**  
**Current pain (2–3 examples):**  
**Success definition:**  
**Tools:** (calendar, to-do, notes)  
**Assumptions:**  
**Unknowns / questions:**  

## 2) Commitment & Workload Inventory (Table)

| Item | Type (fixed/flexible) | Cadence | Est. hours/week | Notes / owner | Moveable? |
|---|---|---:|---:|---|---|
|  |  |  |  |  |  |

## 3) Weekly Timebox Plan (Default Week)

**Calendar rules**
- **Meeting windows:** (e.g., Tue–Thu 11:00–16:00)
- **Focus blocks:** (count + ideal placement)
- **Admin buffers:** (daily/weekly)
- **Booking rules:** (lead time, agenda requirement, 25/50 defaults)
- **Weekend spillover rule (if needed):** (e.g., max 2×2-hour blocks; no work after 18:00)

**Default week blocks (example table)**

| Day | Focus blocks | Meeting windows | Admin/buffers | Personal non-negotiables |
|---|---|---|---|---|
| Mon |  |  |  |  |
| Tue |  |  |  |  |
| Wed |  |  |  |  |
| Thu |  |  |  |  |
| Fri |  |  |  |  |
| Sat (optional) |  |  |  |  |
| Sun (optional) |  |  |  |  |

## 4) Capture + To-Do System Spec

**Single trusted inbox:** (where everything gets captured)  
**Capture rule:** (e.g., capture within 60 seconds; never “remember later”)  

**Processing ritual (daily, ≤15 min)**
- Process time:  
- Steps: (convert to next actions; timebox; delegate; delete; defer)

**List taxonomy (keep small)**
- Today (max N items):  
- Next (unblocked):  
- Waiting (delegated / pending):  
- Someday/Backlog (optional):  

**Prioritization rule**
- (e.g., 1–3 outcomes/day; deadlines; “highest leverage first”; “must move a core responsibility”)

**Timeboxing rule**
- (e.g., every Today item either has a calendar block or a clear next action that fits a small window)

**Definition of done**
- (what counts as “done” vs “in progress”)

## 5) Daily Plan (Morning)

**Top outcomes (1–3):**
1)  
2)  
3)  

**First focus block (timeboxed):**  
**Meeting prep needed (10 minutes max):**  
**Admin buffer plan:**  

## 6) Shutdown Ritual (End of Day, 10–15 min)

- Capture any loose tasks into inbox
- Process inbox → timebox / next action / delegate / delete / defer
- Update “Waiting on” list (and send 1–3 follow-ups if needed)
- Pick tomorrow’s first focus block + timebox it
- Close loops: clear desktop/notes; quick “what to remember tomorrow” note

## 7) Weekly Review (30–45 min)

- Review calendar (last week + next 2 weeks)
- Review lists: Today / Next / Waiting / Backlog
- Identify top 3 outcomes for next week
- Timebox next week’s focus blocks
- Make a “kill list”: delete/defer/renegotiate low-value items
- Decide 1–2 improvements to test next week

## 8) 7-Day Rollout Plan

| Day | Setup / changes | What to practice | What to measure |
|---|---|---|---|
| 1 |  |  |  |
| 2 |  |  |  |
| 3 |  |  |  |
| 4 |  |  |  |
| 5 |  |  |  |
| 6 |  |  |  |
| 7 |  |  |  |


```

### references/WORKFLOW.md

```markdown
# Workflow (Expanded) — Personal Productivity

This file expands the steps from `../SKILL.md` with extra guidance, heuristics, and failure modes.

## Step 1 — Intake + success definition + boundaries
Aim: avoid generic “productivity tips”; produce a system with measurable outcomes.

Heuristics:
- Define 1–2 metrics that can move in 2 weeks (dropped tasks/week, deep-work blocks/week, weekend spillover hours).
- Clarify whether the user wants a full system or just (a) timeboxing or (b) capture/to-do.

Common failure modes:
- Making the plan too complex (“new app + new method + new ritual” all at once).
- Slipping into medical/therapy advice; keep it work-system focused.

## Step 2 — Commitment & workload inventory
Aim: reveal what’s actually consuming time and attention.

Tactics:
- Separate **fixed** commitments (recurring meetings, standing obligations) from **flexible** workload.
- Identify the top 3 sources of fragmentation (constant context switching, reactive Slack, no buffers).

Failure modes:
- Treating “responsibilities” as tasks without naming time cost or cadence.

## Step 3 — Weekly timebox plan (default week)
Aim: make focus time real by turning it into calendar blocks.

Timeboxing guidance:
- Start with **meeting windows** (e.g., 11–4) and protect at least one focus block outside those windows.
- Use buffers (10–30 minutes) after high-context meetings.
- If weekends exist: timebox them explicitly (e.g., 2×2-hour blocks) rather than letting work leak indefinitely.

Failure modes:
- A schedule that assumes everyone else will comply (no booking rules, no buffers, no trade-offs).

## Step 4 — Capture + to-do system spec (“write it down”)
Aim: eliminate “open loops” by externalizing memory.

System rules (default):
- One trusted **inbox** (capture everything within 60 seconds).
- Process the inbox daily (≤15 minutes) into: timeboxed block, next action, delegate, delete, or defer.
- Keep the taxonomy small; prefer fewer lists over complex tagging.

Failure modes:
- Replacing “forgetting tasks” with “over-maintaining the system”.

## Step 5 — Daily plan + shutdown ritual
Aim: keep the system alive on busy days.

Tactics:
- Morning: choose 1–3 outcomes, then timebox the first one.
- During day: capture new tasks immediately; don’t context-switch to do them.
- End of day: clear inbox, update “waiting on”, pick tomorrow’s first block.

Failure modes:
- Creating a daily routine that takes 45+ minutes (won’t stick).

## Step 6 — Weekly review ritual
Aim: prevent drift and backlog bloat.

Checklist guidance:
- Look ahead 2 weeks for deadlines and “hidden” prep work.
- Run a short “kill list” pass: delete/defer/renegotiate low-value items.

Failure modes:
- Weekly review becomes a perfection ritual instead of a reset.

## Step 7 — Quality gate + rollout plan
Aim: make it implementable, not aspirational.

Tactics:
- Roll out in 7 days: setup → first week experiments → adjust.
- Pick 2–3 experiments max (e.g., meeting windows + daily shutdown + weekend spillover rule).

Failure modes:
- Too many changes at once, no decision rules, and no feedback loop.


```

### references/CHECKLISTS.md

```markdown
# Checklists — Personal Productivity

Use these checklists to verify the pack is realistic, simple, and implementable.

## A) Inputs completeness checklist
- Role and responsibilities are stated (not vague)
- Constraints/non-negotiables are explicit (time zones, hard stops, deadlines)
- A representative week exists (calendar dump, recurring meetings list, or narrative)
- Current task capture method and tools are known (or defaults chosen)
- Success definition for 2–4 weeks is explicit (1–2 signals)

## B) Weekly timebox plan checklist
- Includes meeting windows (or a clear meeting-limit strategy)
- Includes **≥3 focus blocks/week** (or a justified exception)
- Includes buffers for admin and transitions (not wishful thinking)
- Protects at least one non-negotiable personal block (if provided)
- Has explicit rules for booking meetings (agenda, duration, lead time)
- Weekend spillover is timeboxed with limits (if weekends are used)

## C) Capture + to-do system checklist
- Single trusted inbox exists (capture is ≤60 seconds)
- Daily processing ritual is defined and ≤15 minutes
- List taxonomy is small and understandable (no over-engineering)
- Every item resolves to one of: timeboxed, next action, delegate, delete, defer
- “Waiting on” is explicitly tracked to prevent silent drops

## D) Daily + weekly rituals checklist
- Morning plan is ≤10 minutes and selects 1–3 outcomes
- Shutdown ritual is ≤15 minutes and includes “tomorrow’s first block”
- Weekly review is ≤45 minutes and includes backlog cleanup (“kill list”)

## E) Rollout plan checklist
- Next 7 days have specific setup tasks and practices
- Changes are staged (not a full overhaul on day 1)
- Measures exist to evaluate improvement after 7–14 days
- Includes risks, open questions, and next steps


```

### references/RUBRIC.md

```markdown
# Rubric — Personal Productivity System Pack

Score each dimension from 1 (poor) to 5 (excellent). Aim for **≥22/30** before finalizing.

## 1) Fit to constraints (1–5)
- 1: Ignores hard constraints; unrealistic week.
- 3: Mostly fits constraints; some conflicts need cleanup.
- 5: Clearly respects constraints; trade-offs are explicit.

## 2) Timebox plan quality (1–5)
- 1: Vague intentions, no blocks, no meeting strategy.
- 3: Has blocks, but weak rules/buffers.
- 5: Clear meeting windows, focus blocks, buffers, and booking rules.

## 3) Capture/to-do system simplicity (1–5)
- 1: Over-engineered; unclear where tasks go.
- 3: Works but has friction or too many lists.
- 5: One inbox, small taxonomy, daily processing ≤15 minutes.

## 4) Rituals practicality (1–5)
- 1: Rituals are long or aspirational.
- 3: Rituals are defined but may be hard to sustain.
- 5: Morning/shutdown/weekly review are brief and habit-friendly.

## 5) Testability + rollout (1–5)
- 1: No measurement or rollout.
- 3: Some measures; rollout is generic.
- 5: 7-day plan with staged changes, measures, and decision rules.

## 6) Clarity + actionability (1–5)
- 1: Generic advice; no “next actions”.
- 3: Concrete in places but missing specifics.
- 5: Clear artifacts, rules, and next steps; easy to follow.


```