Task Manager - Three-Level Priority System

This skill provides three-level standardized task list management:

• - Execution Layer: Eisenhower Four Quadrants (personal tasks)
• Future Layer: Maybe List (ideas that may or may not be done)
• Management Layer: Delegation List (tasks delegated to team members, periodic review)

📊 Three-Level Management System

🔷 Execution Layer: Eisenhower Four Quadrants

Quadrant	Characteristic	Strategy	Typical Scenarios
🔥 Q1	Important + Urgent	Do Immediately	Deadlines passed, blocking others, hard deadlines
💼 Q2

Important + Not Urgent | Plan & Schedule | OKRs, team building, strategic tasks | | ⚡ Q3 | Not Important + Urgent | Batch Process | Daily maintenance, tech fixes, delegatable | | 🧘 Q4 | Not Important + Not Urgent | Postpone/Delete | Exploratory research, learning tasks, optional features |

🔶 Micro Layer: P0/P1/P2 Three-Tier Sorting

Refine priority within the same quadrant using three tiers:

• - 🔴 P0: Must do today (hard deadline or blocking others)
• 🟡 P1: Complete within this week (near-term high priority)
• 🟢 P2: Within this month/quarter (important but not urgent)

Why only three tiers?

• - Simplified decision-making: too many tiers cause indecision
• Core scenarios covered: urgent/near-term/long-term is enough
• Lower maintenance cost: less frequent adjustments

🌱 Future Layer: Maybe List

Collects all "may do later" ideas and inspirations, temporarily not placed in quadrants:

• - Applicable Scenarios:

- Ideas not mature enough, need more information - Timing not right, waiting for the right opportunity - Low interest, temporarily set aside but reluctant to delete - Need further research to judge importance/urgency

• - Management Principles:

- ✅ Quick capture to avoid forgetting - ✅ Regular review (weekly/monthly) - ✅ Move to quadrants or delete - ❌ Don't pile up too many (keep <20)

Note: Maybe List = Future List, for storing ideas that are temporarily uncertain whether to do, or timing is not yet mature.

👑 Management Layer: Delegation List

Used for managing tasks delegated to subordinates, periodic review of progress and quality:

• - Applicable Scenarios:

- Assign tasks to team members - Track project progress and quality - Regular review of completion status - Evaluate subordinate capability and growth

• - Management Principles:

- ✅ Clear owner and deadline - ✅ Regular review (weekly/bi-weekly) - ✅ Track progress and quality - ✅ Timely feedback and guidance - ❌ Don't micromanage (give autonomy) - ❌ Don't pile up too many (keep <15)

🎯 Usage Principles

1. Determine Level First, Then Priority

CODEBLOCK0

Examples:

• - "Hiring" → Personal execution → Q1 → Must do today → P0
• "AI Business Scenario Discovery" → Personal execution → Q2 → This week focus → P1
• "Process Lark messages" → Personal execution → Q3 → Batch on schedule → P1
• "Code Agent Research" → Personal execution → Q4 → Tabled → P2
• "Let Xiao Wang take responsibility for Project X" → Delegation → Delegation List → Review next week
• "Research AI Painting" → Uncertain → Maybe List → Pending evaluation

2. Level > Quadrant > Number

• - Prioritize task level (Execution/Future/Management)
• Within Execution Layer, prioritize quadrant distribution
• Within same quadrant, P0/P1/P2 used for specific execution order

3. Dynamic Adjustment

• - Tasks may flow across levels (e.g., Maybe List → Quadrants)
• Tasks may flow across quadrants (e.g., Q2 → Q1)
• P0/P1/P2 can be adjusted within same quadrant
• Regular review to optimize distribution

4. Maybe List Rotation Mechanism

CODEBLOCK1

Review Criteria:

• - Important + Urgent → Q1
• Important + Not Urgent → Q2
• Not Important + Urgent → Q3
• Not Important + Not Urgent → Q4 or Delete

5. Delegation List Rotation Mechanism

CODEBLOCK2

Review Criteria:

• - Completed → Archive and summarize
• In Progress → Check progress, provide guidance
• At Risk → Help resolve difficulties or adjust deadline
• Poor Quality → Feedback improvement or re-delegate

📁 Task File Structure

• - Main Task List: tasks/tasks.md - Grouped by quadrants, sorted by P0/P1/P2 within each (personal execution)
• Future List: tasks/maybe.md - Collect uncertain ideas and inspirations
• Delegation List: tasks/delegation.md - Record delegated tasks, periodic review
• Archive File: tasks/archived.md - Store completed/deleted task history

🔄 Operation Flow

Add Task

Scenario A: Clear Task (Direct to Quadrant)

Step 1: Determine Quadrant (Macro)

Ask:

• - Is it important? (valuable for business/team/personal growth)
• Is it urgent? (has deadline/blocking others/expired)

→ Determine quadrant position

Step 2: Assign P0/P1/P2 (Micro)

Compare within same quadrant:

• - Must do today? → P0
• Complete this week? → P1
• Within this month/quarter? → P2

Step 3: Add Task

See references/task-add.md

Scenario B: Uncertain Idea (Go to Maybe List)

When:

• - Idea not mature enough, need more information
• Timing not right, waiting for opportunity
• Low interest, temporarily set aside but reluctant to delete
• Need further research to judge importance/urgency

Add to Maybe List Format:
CODEBLOCK3

Scenario C: Delegated Task (Go to Delegation List)

When assigning task to team member:

Add to Delegation List Format:
CODEBLOCK4

Delegation Principles:

• - ✅ Clear owner and expected outcome
• ✅ Set reasonable deadline
• ✅ Provide necessary resources and support
• ✅ Regular review of progress and quality
• ❌ Don't micromanage (excessive intervention)
• ❌ Don't give vague instructions (causing misunderstanding)

Move from Maybe List to Quadrant

When to move?

• - After gaining more information, can judge importance/urgency
• Timing is right, need to start action
• Found it's actually important, need re-evaluation

Operation Steps:

1. 1. Read INLINECODE4
2. Judge which quadrant it should enter
3. Add to corresponding quadrant per normal process
4. Delete from Maybe List

Move from Delegation List to Quadrant

When to move?

• - Task requires your personal execution (no longer delegated)
• Task becomes urgent and important, need intervention
• Subordinate cannot complete, need to take over

Operation Steps:

1. 1. Read INLINECODE5
2. Judge if personal execution is needed
3. Add to corresponding quadrant per normal process
4. Remove from Delegation List

Check and Fix Task Numbering

When the user asks to check task numbering issues (e.g., "check task numbering", "fix sequence numbers", "序号问题"), you MUST:

1. 1. Read the task file (tasks/tasks.md)
2. Scan for numbering issues:

- Duplicate numbers (e.g., two tasks with ### 7.) - Missing numbers (gaps in sequence) - Incorrect quadrant transitions (Q1 ends with 6, Q2 should start with 7)

1. 3. Automatically fix all issues:

- Reassign sequential numbers starting from 1 - Ensure no duplicates or gaps - Update quadrant headers if counts changed

1. 4. Re-read and re-verify: After fixing, read the file again to confirm all numbering is correct
2. Repeat if necessary: If issues remain, repeat steps 2-4 until the entire file has correct sequential numbering with no duplicates or gaps

Numbering Rules:

• - Task numbers must be sequential: 1, 2, 3, 4... with no gaps
• No duplicate numbers within the same file
• When moving tasks between quadrants, renumber all affected tasks
• Q1 tasks: 1-N, Q2 tasks: (N+1)-M, Q3 tasks: (M+1)-P, Q4 tasks: (P+1)-Q

Verification Checklist:

• - [ ] Q1 tasks are numbered 1 to N sequentially
• [ ] Q2 tasks are numbered (N+1) to M sequentially
• [ ] Q3 tasks are numbered (M+1) to P sequentially
• [ ] Q4 tasks are numbered (P+1) to Q sequentially
• [ ] No duplicate numbers exist anywhere in the file
• [ ] No gaps in the sequence

IMPORTANT: After EVERY task operation (add, delete, update, move, complete, etc.), you MUST check and fix numbering issues automatically. Do not wait for the user to ask.

Complete Task

See references/task-complete.md

Post-completion reflection:

• - If Q1 task: Why did it become urgent? Can we plan ahead?
• If Q2 task: Is it progressing as planned? Need adjustment?
• If Q3 task: Can it be automated or delegated?
• If Q4 task: Is it really not needed?

Delegated task completion reflection:

• - How did the subordinate perform? Any growth?
• Any areas for improvement?
• Need to provide more training or support?
• Can delegate more similar tasks?

Adjust Priority

Cross-Level Adjustment (Strategic)

When task nature or priority changes:

• - Upgrade: Maybe List → Quadrants (timing is right)
• Downgrade: Quadrants → Maybe List (no longer urgent)
• Transfer: Quadrants → Delegation List (decide to delegate)
• Transfer: Delegation List → Quadrants (need personal execution)

Cross-Quadrant Adjustment (Tactical)

When task importance or urgency changes:

• - Upgrade: Q2 → Q1 (new deadline appears)
• Downgrade: Q1 → Q2 (found early warning mechanism)
• Transfer: Q3 → Q4 (no longer urgent)

Same-Quadrant Adjustment (Tactical)

Only adjust P0/P1/P2 within same quadrant:

• - P1 → P0 (deadline moved up)
• P2 → P1 (client pushing for progress)
• P1 → P2 (time relaxed)

📈 Ideal Distribution Reference

Healthy task distribution should be:

File	Recommended Count	Description
🔥 Q1	3-5	Too many indicates insufficient planning
💼 Q2

8-12 | Core area for strategic investment |
| ⚡ Q3 | 5-10 | Can gradually optimize automation |
| 🧘 Q4 | <10 | Regular cleanup |
| 🌱 Maybe List | <20 | Regular review, avoid piling up |
| 👑 Delegation List | <15 | Regular review, avoid out of control |

Healthy Signs:

• - ✅ Q1 ≤ 5
• ✅ Q2 takes largest proportion
• ✅ Q4 regularly cleaned
• ✅ Maybe List regularly reviewed and cleared
• ✅ Delegation List regularly reviewed and archived
• ❌ Q1 explosive growth (need stronger planning)
• ❌ Delegation List exceeds 15 (need simplification or authorization)

🗓️ Time Rhythm Suggestions

Daily Check

• - Q1: What must be completed today?
• Q2: What to focus on this week?
• Q3: What can be batch processed?
• Q4: What can be deleted?

Weekly Review

• - Are there too many Q1 tasks? (Strengthen planning)
• How are Q2 tasks progressing? (Enough strategic investment?)
• Can Q3 tasks be automated?
• Does Q4 need cleanup?
• Maybe List: Review tasks that can move to quadrants
• Delegation List:

- Review all delegated task progress - Check for延期风险 - Provide necessary guidance and feedback - Mark completed tasks

Monthly Optimization

• - Archive and analyze completed Q1 tasks
• Convert Q2 tasks to specific action plans
• Evaluate Q3 batch processing efficiency
• Clean up invalid Q4 tasks
• Maybe List: Clear or significantly reduce (at least review once)
• Delegation List:

- Evaluate overall subordinate performance - Summarize success experiences and issues - Adjust authorization strategy and communication style - Archive completed tasks

⚠️ Notes

• - Sequential numbers: Start from 1, no duplicates, no gaps
• Level before quadrant: Three levels are main structure, quadrants are execution layer organization
• Archive after completion: Don't just mark complete
• Update timestamp after each operation
• Regular Q4 cleanup: Avoid task buildup
• Control Q1 count: Reflect on planning if exceeds 5
• Maybe List is not trash bin: Regular review, either move to quadrants or delete
• Maybe List max 20: Otherwise loses meaning
• Delegation List is not hands-off: Regular review, ensure task quality and progress
• Delegation List max 15: Otherwise difficult to manage effectively
• Delegation is not abandonment: Maintain focus while giving autonomy

📋 Statistics Templates

Main Task List Statistics

CODEBLOCK5

Maybe List Statistics

CODEBLOCK6

Delegation List Statistics

## 📊 Delegation List Statistics

| Item | Count | Description |
|------|-------|-------------|
| Total Tasks | D | - |
| In Progress | D1 | Need continuous attention |
| Completed | D2 | Completed this month/week |
| At Risk | D3 | Need intervention |
| Average Completion Rate | X% | Overall subordinate performance |
| Average Review Cycle | X Days | Review frequency appropriate? |

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Version: 5.1 (Added automatic task numbering check and fix) Last Updated: 2026-04-09