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📅 Planner

The Planner is your personal assistant that helps you organize your day using proven productivity methods. It's designed to help you focus on what's truly important while keeping urgent matters under control.

Your Task Zones 🎯​

❗ Critical Now (Today's Focus)​

  • Tasks that must be done today
  • Keep this zone small (max 5 tasks)
  • Check these tasks every hour
  • Ask yourself: "Would I stay late to finish this?"

🚪 Opportunity Now (This Week)​

  • Important tasks for the next 1-10 days
  • Limited to 20 tasks max
  • Check these tasks daily
  • Perfect for tasks that matter but aren't urgent

🌅 Over the Horizon (This Month)​

  • Tasks for the next 10 days to 3 months
  • Review these tasks weekly
  • Great for medium-term projects
  • Move tasks up as they become more urgent

🅿️ Parking Lot (Future Ideas)​

  • Tasks for 3 months to 1 year from now
  • Review monthly or quarterly
  • Perfect for future possibilities
  • Keep your long-term goals here

Writing Great Tasks 📝​

Make your tasks clear and actionable! Here's how:

  1. Start with a verb

    • ✅ "Call mom about birthday plans"
    • ❌ "Mom's birthday"

  2. Be specific

    • ✅ "Draft first section of book report"
    • ❌ "Work on homework"

  3. Add context when needed

    • ✅ "Email John (Marketing) about logo design"
    • ❌ "Contact John"

  4. Include real deadlines only

    • ✅ "Submit essay by Friday 3pm"
    • ❌ "Finish sometime this week"

Daily Flow 🌊​

  1. Morning

    • Check Critical Now tasks
    • Plan your most important work
    • Set up your day for success

  2. During the Day

    • Check Critical Now every hour
    • Move tasks between zones as needed
    • Mark things done as you complete them

  3. End of Day

    • Review what's done
    • Plan for tomorrow
    • Keep your zones clean and organized

Smart Duration Defaults 🕐​

Mind Your Now intelligently sets default task durations based on priority zones, though you can always override them:

Why Different Durations?​

The default durations reflect a thoughtful philosophy about task planning:

  • Critical (30 minutes): These are urgent tasks you need to execute quickly. If they needed extensive planning, they wouldn't be critical - you'd have already handled them.

  • Opportunity Now (1 hour): Tasks you'll tackle when the opportunity arises. A solid hour gives you enough time to make meaningful progress without overcommitting.

  • Over the Horizon (3 hours): These tasks need serious planning and thought. If they were simple, you would have done them already during an "opportunity now." The extended time allows for proper strategizing and breaking down complex work.

  • Parking Lot (4 hours): Your big ideas and long-term projects - like writing a book or launching a business. These deserve substantial time blocks for deep thinking and comprehensive planning to kick off the effort properly.

The Philosophy​

The reasoning is simple: tasks that are further out in time typically require more planning because if they were quick and easy, you would have already completed them. The system respects that complex tasks need adequate time for both planning and execution.

Remember: These are just smart defaults! You can always set custom durations for any task based on your actual needs.

Cool Features ✨​

  • Color coding: Different colors for different zones
  • Smart sorting: Tasks organize themselves based on urgency
  • Drag and drop: Move tasks between zones easily
  • Quick add: Type and press enter to add tasks
  • Intelligent duration defaults: Automatic time allocation based on priority

Need Help? 🆘​

  • Ask Kaia for task writing tips
  • Use the zone guides to stay organized
  • Check the example tasks for inspiration
  • Remember: Keep it simple and actionable!

Remember: The Planner is here to help you stay focused on what matters most. If you're ever unsure, just ask Kaia for help! 😊