task-manager

name	task-manager
description	Organize tasks, plan projects, and track progress with structured workflows. Use when managing projects, creating action items, organizing workflows, or tracking team tasks.
allowed-tools	Read, Write, Edit

Task Manager

Instructions

1. Understand Project Scope: Gather information about the project goals, timeline, team members, and constraints
2. Identify Major Components: Break down the project into major phases, deliverables, or work streams
3. Create Task Breakdown: Decompose major components into actionable, specific tasks:
   • Each task should have a clear, deliverable outcome
   • Estimate time requirements and complexity
   • Identify dependencies and prerequisites
   • Assign responsible team members when applicable
4. Prioritize Tasks: Organize tasks by importance, dependencies, and timeline:
   • Critical path identification
   • Risk assessment and mitigation
   • Resource allocation considerations
5. Structure Project Plan: Create a comprehensive project structure:
   • Timeline with milestones and deadlines
   • Resource requirements and assignments
   • Risk mitigation strategies
   • Quality control checkpoints
6. Set Up Tracking Systems: Establish methods for progress monitoring:
   • Regular check-in schedules
   • Status reporting formats
   • Issue tracking and resolution
   • Communication protocols
7. Maintain Documentation: Keep project documents current and accessible:
   • Update progress and status regularly
   • Document decisions and changes
   • Maintain meeting notes and action items
   • Archive completed work appropriately

Capabilities

• Project planning and task decomposition
• Timeline creation and milestone setting
• Resource allocation and team coordination
• Progress tracking and status reporting
• Risk assessment and mitigation planning
• Workflow optimization and process improvement
• Meeting preparation and follow-up management
• Action item tracking and completion

Project Planning Framework

Initial Assessment

• Project Goals: Clear, measurable objectives
• Scope Definition: Boundaries and deliverables
• Stakeholder Analysis: Who needs to be involved and informed
• Resource Inventory: Available team, budget, and tools
• Constraint Identification: Time, budget, quality, and scope limitations

Work Breakdown Structure

• Phase 1: Planning and setup
• Phase 2: Core development/implementation
• Phase 3: Testing and quality assurance
• Phase 4: Deployment and delivery
• Phase 5: Post-launch maintenance and support

Task Organization

• Epic-Level: Major project phases or features
• Story-Level: User-facing functionality or deliverables
• Task-Level: Specific actionable items
• Subtask-Level: Detailed steps within tasks

Task Types and Classifications

By Function

• Development Tasks: Coding, implementation, testing
• Planning Tasks: Research, design, documentation
• Coordination Tasks: Meetings, reviews, approvals
• Administrative Tasks: Reporting, time tracking, resource management

By Priority

• Critical-Path: Tasks that delay entire project if late
• High-Impact: Tasks with significant business value
• Supporting Tasks: Enabling tasks for critical work
• Nice-to-Have: Tasks that improve but aren't essential

By Duration

• Quick Wins: Tasks under 2 hours
• Standard Tasks: 2-8 hour tasks
• Complex Tasks: Multi-day or week-long tasks
• Major Initiatives: Multi-week or month-long projects

Planning Templates

Project Plan Template

# Project: [Project Name]

## Executive Summary
- **Objective**: Brief statement of project goals
- **Timeline**: Start date to completion date
- **Budget**: Financial resources allocated
- **Team**: Key team members and roles

## Phases and Milestones
1. **Phase 1: Planning** (Dates) - Key Deliverable
2. **Phase 2: Development** (Dates) - Key Deliverable
3. **Phase 3: Testing** (Dates) - Key Deliverable
4. **Phase 4: Deployment** (Dates) - Key Deliverable

## Detailed Task Breakdown

### Phase 1: Planning
- [ ] Task 1.1: Specific task description (Owner, Due Date, Estimated Hours)
- [ ] Task 1.2: Specific task description (Owner, Due Date, Estimated Hours)

### Phase 2: Development
- [ ] Task 2.1: Specific task description (Owner, Due Date, Estimated Hours)
- [ ] Task 2.2: Specific task description (Owner, Due Date, Estimated Hours)

## Risk Assessment
- **Risk 1**: Description, Impact, Mitigation Strategy
- **Risk 2**: Description, Impact, Mitigation Strategy

## Communication Plan
- **Daily Standups**: Time, format, participants
- **Weekly Reviews**: Schedule, agenda, attendees
- **Stakeholder Updates**: Frequency, format, recipients

Task List Template

# Task List: [Project/Iteration Name]

## Priority 1: Critical Path
- [ ] **Task Name** (Owner: Name, Due: Date, Est: X hours)
  - Dependencies: Task A, Task B
  - Acceptance Criteria: Clear definition of done
  - Notes: Additional context or considerations

## Priority 2: High Impact
- [ ] **Task Name** (Owner: Name, Due: Date, Est: X hours)

## Priority 3: Supporting Tasks
- [ ] **Task Name** (Owner: Name, Due: Date, Est: X hours)

## Backlog
- [ ] **Task Name** (Owner: Unassigned, Due: TBD, Est: X hours)

## Blockers and Issues
- **Blocker 1**: Description, Impact, Resolution Plan

Status Report Template

# Status Report: [Project Name] - [Date Range]

## Executive Summary
- **Overall Status**: On Track / At Risk / Behind
- **Completion Percentage**: X%
- **Key Accomplishments**: Major achievements this period
- **Major Issues**: Problems requiring attention

## Progress Against Milestones
- **Milestone 1**: Status, Expected vs. Actual Completion
- **Milestone 2**: Status, Expected vs. Actual Completion

## Task Completion Summary
- **Completed This Period**: Number of tasks, key deliverables
- **In Progress**: Current work items, expected completion
- **Up Next**: Priorities for next period

## Risks and Issues
- **New Risks**: Emerging concerns, mitigation strategies
- **Updated Risks**: Changes to known risks, status updates
- **Resolved Issues**: Problems successfully addressed

## Resource Utilization
- **Team Capacity**: Available hours vs. allocated hours
- **Budget Status**: Spend vs. allocation
- **Tools and Infrastructure**: Any needs or issues

## Next Period Focus
- **Priorities**: Top 3-5 focus areas for next period
- **Dependencies**: External factors or requirements
- **Support Needs**: Resources or assistance required

Progress Tracking Methods

Daily Tracking

• Daily Standups: Quick status updates, blockers, priorities
• Task Board Updates: Move tasks through workflow stages
• Time Logging: Track actual hours vs. estimates
• Issue Identification: Surface problems early for resolution

Weekly Reviews

• Sprint/Iteration Reviews: Demonstrate completed work
• Progress Metrics: Velocity, burndown charts, completion rates
• Risk Assessment: Review and update risk register
• Planning Adjustments: Adapt plans based on progress and new information

Monthly Reporting

• Executive Summaries: High-level status for stakeholders
• Financial Tracking: Budget vs. actual spend analysis
• Team Performance: Productivity and capacity analysis
• Strategic Alignment: Progress against organizational goals

Risk Management

Risk Identification

• Technical Risks: Technology challenges, integration issues
• Resource Risks: Team availability, skill gaps, budget constraints
• Schedule Risks: Timeline delays, dependency issues
• Quality Risks: Defects, performance issues, user acceptance

Risk Assessment

• Probability: Likelihood of occurrence (High/Medium/Low)
• Impact: Effect on project if it occurs (High/Medium/Low)
• Risk Score: Probability × Impact (Prioritization factor)

Mitigation Strategies

• Avoidance: Change plans to eliminate risk
• Mitigation: Reduce probability or impact
• Transfer: Move risk to third party (insurance, vendors)
• Acceptance: Acknowledge and plan for impact

Examples

Project Planning: "I need to plan a new website development project for a client. Can you help me break it down into phases and tasks?"

Task Organization: "Our team is overwhelmed with too many priorities. Can you help me organize our work and identify the critical path?"

Status Reporting: "I need to create a weekly status report for my stakeholders. Can you help me structure this effectively?"

Meeting Planning: "Can you help me prepare for a project kick-off meeting with all the necessary agenda items and documentation?"

Workflow Improvement: "Our team's current workflow is inefficient. Can you analyze our process and suggest improvements?"

Resource Allocation: "I have multiple projects competing for limited resources. Can you help me prioritize and allocate resources effectively?"

Timeline Creation: "We need to create a realistic timeline for launching a new product. Can you help me estimate durations and set milestones?"

Risk Assessment: "What potential risks should we consider for this project, and how can we mitigate them?"

Daily Task Management: "Help me organize my daily work and identify the most important tasks to focus on today."

Project Recovery: "Our project is behind schedule. Can you help me create a recovery plan to get back on track?"

Best Practices

Task Definition

• Make tasks small enough for completion in 1-5 days
• Define clear acceptance criteria for each task
• Ensure tasks have single owners for accountability
• Include time estimates for planning purposes

Prioritization

• Use clear criteria for priority decisions
• Regularly review and adjust priorities based on changing needs
• Communicate priority decisions to all stakeholders
• Balance urgent tasks with important long-term objectives

Communication

• Establish regular communication rhythms
• Use consistent formats for status updates
• Ensure all stakeholders receive appropriate level of detail
• Create channels for escalations and urgent issues

Documentation

• Keep documentation current and easily accessible
• Use templates for consistency across projects
• Archive completed projects appropriately
• Learn from past projects and improve processes

Common Challenges and Solutions

Scope Creep

• Problem: Project scope continually expands
• Solution: Clear scope definition, change request process, stakeholder alignment

Resource Conflicts

• Problem: Limited resources spread too thin
• Solution: Resource leveling, priority clarification, capacity planning

Timeline Delays

• Problem: Tasks taking longer than expected
• Solution: Better estimation, buffer time, regular monitoring and adjustment

Communication Breakdowns

• Problem: Misunderstandings and lack of alignment
• Solution: Clear communication plans, regular check-ins, documentation

Notes

• Use project management tools (Jira, Asana, Trello) for complex projects
• Regularly review and adjust plans based on new information
• Focus on outcomes and deliverables, not just activities
• Celebrate milestones and completed work to maintain momentum
• Learn from both successes and failures to improve future planning