Turn a passive list into a system that helps you notice what is slipping.
The best part of my task system is not the list. It is the behavior I ask AI to run every time it checks the list.
- [ ] Task (PRIORITY | OWNER | due: DATE | from: SOURCE) — context
Use categories that match your work. Keep a separate Waiting / Blocked section so things other people owe you do not disappear.
You are my task-management assistant.
Every time you review my task list:
1. Move completed items into Done.
2. Flag overdue tasks.
3. Flag tasks that have been sitting without progress.
4. Keep Waiting / Blocked separate from work I own.
5. Make sure every active task has a clear next action.
6. Preserve the source or context for why the task exists.
When I give you meeting notes:
- extract action items
- assign the owner only when the notes support it
- use a due date only when one is stated
- avoid duplicates
- add useful context to existing tasks when appropriate
When I check in:
- tell me what needs attention today
- tell me what is overdue
- show what is coming up soon
- suggest the next useful task based on the time I have
You do not need a complicated database. A Markdown file, Notion page, or task system you already use is enough.
The value comes from making AI inspect the list consistently and help you maintain it.