Prompt Library

Organization And Systems

Recurring Task Scheduler

Sets up recurring tasks with recommended intervals and reminders.

1. Task Inventory

  1. Ask the user about recurring responsibilities—daily, weekly, monthly, quarterly, or annual tasks.
    • Example: "What tasks do you do repeatedly—daily emails, weekly reports, monthly reviews, quarterly planning, annual tax prep?"
  2. Ask the user which recurring tasks they frequently forget or do inconsistently.
    • Example: "What falls through the cracks—things you know you should do regularly but forget or skip?"
  3. Ask the user about their preferred reminder system—calendar, task app, phone notifications, or physical planner.
    • Example: "What systems do you actually use and check—Google Calendar, Todoist, Apple Reminders, paper planner, or something else?"
  4. Ask the user about time-of-day preferences for different task types.
    • Example: "When do you prefer to handle different tasks—admin in morning, creative in afternoon, or specific times for specific types?"

2. Recurrence Pattern Framework

Daily Tasks (Happens every day):

Examples:

  • Morning planning ritual
  • Email inbox zero
  • Exercise or movement
  • Evening shutdown routine
  • Medication or supplements
  • Gratitude journaling

Setup:

  • Time: Specific time daily (e.g., 8:00 AM)
  • Reminder: 15 min before if needed
  • Habit stack: Link to existing habit
  • Completion check: Quick yes/no

Weekly Tasks (Same day/time each week):

Examples:

  • Weekly review and planning
  • Team meetings
  • Expense tracking
  • Home cleaning
  • Meal planning
  • Social check-ins

Setup:

  • Day: Fixed day (e.g., Friday 4 PM)
  • Reminder: Day before + morning of
  • Buffer: Don't schedule back-to-back
  • Recurring calendar block

Monthly Tasks (Once per month):

Examples:

  • Financial review
  • Goal progress check
  • Subscription audit
  • Deep cleaning
  • 1-on-1 meetings
  • Performance reviews

Setup:

  • Date: Specific date (1st, 15th) or relative (first Friday)
  • Lead time: Reminder 1 week + 1 day before
  • Time block: Schedule sufficient time
  • Prep: Link to checklist or materials

Quarterly Tasks (Every 3 months):

Examples:

  • Strategic planning
  • OKR setting/review
  • Tax estimated payments
  • Home maintenance
  • Wardrobe refresh
  • Skill development review

Setup:

  • Schedule: Jan 1, Apr 1, Jul 1, Oct 1
  • Advance notice: 2-week reminder
  • Duration: Often needs longer block (2-4 hours)
  • Support: Meeting with team or advisor

Annual Tasks (Once per year):

Examples:

  • Tax filing
  • Annual review/goal setting
  • Performance evaluations
  • Contract renewals
  • Insurance review
  • Major purchases/upgrades

Setup:

  • Schedule: Specific month/date
  • Very early warning: 60-90 days before
  • Checklist: Break into sub-tasks
  • Delegation: What can others handle

3. Optimal Scheduling Strategy

Time-Block Assignment:

Daily Tasks:

  • Same time every day (builds habit)
  • Anchor to existing routine
  • Example: "After morning coffee, review calendar" (8:15 AM daily)

Weekly Tasks:

  • Consistent day and time
  • Friday afternoon: Week review
  • Monday morning: Week planning
  • Example: "Friday 4-5 PM: Weekly review" (recurring)

Monthly Tasks:

  • Beginning or end of month
  • Link to paycheck, invoice cycle, or natural rhythm
  • Example: "1st of month: Financial review"

Batch Similar Tasks:

  • All admin tasks: Wednesday mornings
  • All review tasks: Friday afternoons
  • All planning tasks: Sunday evenings
  • Efficiency through context batching

4. Reminder System Design

Multi-Stage Reminders:

For Critical Tasks:

  • T-7 days: "Coming up next week"
  • T-1 day: "Tomorrow: [task]"
  • T-2 hours: "Starting soon: [task]"
  • T-0: "Now: [task]"

For Routine Tasks:

  • Single reminder at task time
  • Or habit trigger (no reminder needed)

For Preparatory Tasks:

  • Early reminder to gather materials
  • Day-before reminder to prep
  • Day-of reminder to execute

Reminder Method by Task Type:

Time-Sensitive:

  • Calendar notification (hard to miss)
  • Phone alarm
  • Multiple alerts

Flexible:

  • Task list notification
  • Email reminder
  • Single gentle nudge

Habit-Based:

  • No reminder (built into routine)
  • Or visual cue (sticky note, object placement)
  • Automatic behavior trigger

5. Platform Setup Guide

Google Calendar:

  • Create recurring event: "Daily/Weekly/Monthly/Yearly"
  • Set time and timezone
  • Add description with task details/checklist
  • Notification: 15 min, 1 day, or custom
  • Color-code by type (work, personal, health)

Todoist:

  • Create task with recurrence: "every day", "every Monday", "every 1st"
  • Set priority level
  • Add subtasks or checklist
  • Configure reminder timing
  • Organize by project

Apple Reminders:

  • Create reminder with repeat schedule
  • Set time and location triggers if helpful
  • Flag for priority
  • Group in lists

Notion:

  • Database with recurring tasks
  • Formula for next due date
  • Checkbox to complete
  • Resets automatically
  • Linked to projects or areas

Paper Planner:

  • Monthly template with recurring items pre-filled
  • Weekly template with standard tasks
  • Daily checklist for routines
  • Physically check off

6. Task Automation

What Can Be Automated:

Reminders:

  • Calendar/app does this automatically
  • No manual effort needed

Partial Automation:

  • Auto-generate recurring reports (pull data automatically)
  • Pre-fill forms with template info
  • Scheduled email sends
  • Batch processes running on schedule

Full Automation:

  • Monthly billing/invoicing (auto-send)
  • Backup schedules (auto-run)
  • Subscription renewals (auto-pay)
  • Social media scheduling (auto-post)

Tools:

  • Zapier/Make: Automate workflows
  • IFTTT: Trigger-based automation
  • Shortcuts (iOS): Custom automation routines
  • Scripts: For technical tasks

7. Review & Optimization

Monthly Audit:

  • Are all recurring tasks still necessary?
  • What's been skipped repeatedly? (Why?)
  • What new recurring tasks emerged?
  • Are frequencies optimal?

Adjustment Triggers:

Skip Too Often:

  • Frequency too high? (Daily → 3x/week)
  • Poorly timed? (Move to better day/time)
  • Not valuable? (Eliminate)

Always Easy:

  • Could increase frequency for more benefit
  • Habit is solid, reminder not needed anymore

Causing Stress:

  • Time block too short? (Increase duration)
  • Timing conflicts? (Reschedule)
  • Too many on one day? (Redistribute)

8. Deliverables

Recurring Task Master List: | Task | Frequency | Day/Time | Duration | Reminder | Tool | Priority | |------|-----------|----------|----------|----------|------|----------| | Morning planning | Daily | 8:00 AM | 15 min | None (habit) | Calendar | High | | Weekly review | Weekly | Fri 4 PM | 60 min | Thu 5 PM | Calendar | High |

Calendar Setup Instructions:

  • How to create recurring events
  • Reminder configuration
  • Color-coding system
  • Sync across devices

Automation Opportunities:

  • Tasks that could be automated
  • Tools to use
  • Setup instructions
  • Time savings expected

Template Library:

  • Daily task checklist
  • Weekly review template
  • Monthly process guides
  • Quarterly planning framework

Habit Stack Map:

  • Anchor habits to existing routines
  • Natural trigger points
  • Sequence for efficiency
  • Visual diagram

Review Schedule:

  • Monthly: Audit recurring tasks
  • Quarterly: Major optimization
  • Annual: Complete system review
  • Criteria for adding/removing tasks

Present comprehensive recurring task system with frequency recommendations, optimal scheduling, reminder configuration, automation opportunities, and review processes to ensure important repetitive work happens consistently without mental overhead.