146 lines
4.5 KiB
Markdown
146 lines
4.5 KiB
Markdown
---
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created: 2025-11-02T21:50
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updated: 2025-11-02T21:51
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---
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# Task Breakdown Patterns
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## Overview
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Task breakdowns help transform overwhelming tasks into manageable micro-steps with clear sequencing and time estimates.
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## When to Use
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- User says a task feels overwhelming or they don't know where to start
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- User needs to see all the steps involved in something
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- User mentions procrastination or executive dysfunction around a task
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- User wants time estimates for planning
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## Pattern: Linear Task Timeline
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Use for tasks with a clear sequential order (cleaning, cooking, admin work).
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```mermaid
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gantt
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title Clean Messy Bedroom (1 hour)
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dateFormat mm:ss
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section Phase 1: Quick Wins
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Bin obvious rubbish :00:00, 04:00
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Grab dirty dishes/cups :04:00, 03:00
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section Phase 2: Surfaces
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Remove clutter from bed :07:00, 05:00
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Remove clutter from desk :12:00, 05:00
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Put clean clothes away :17:00, 08:00
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section Phase 3: Floor
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Pick up items from floor :25:00, 10:00
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Quick vacuum :35:00, 08:00
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section Phase 4: Final Pass
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Make bed :43:00, 05:00
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Straighten desk :48:00, 04:00
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Final look-around :52:00, 03:00
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```
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**Key features:**
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- Starts with easiest/"quick win" tasks to build momentum
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- Groups related micro-tasks into phases
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- Shows realistic time estimates (not "it should only take 10 minutes")
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- Each step is 3-10 minutes maximum
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## Pattern: Branching Task Breakdown
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Use for tasks with multiple possible approaches or conditional steps.
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```mermaid
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flowchart TD
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Start[Process unread emails] --> Check{How many emails?}
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Check -->|< 20 emails| Batch[Do all at once<br/>15-20 min]
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Check -->|20-50 emails| Triage[Triage first<br/>Quick skim: 5 min<br/>Flag urgent: 2 min<br/>Then process: 20 min]
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Check -->|> 50 emails| Declare[Declare email bankruptcy<br/>Archive all<br/>Start fresh: 2 min]
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Batch --> Done[Take break]
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Triage --> Process[Process flagged first<br/>10 min]
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Process --> Remaining[Batch remaining<br/>15 min]
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Remaining --> Done
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Declare --> Notify[Send note to key people<br/>if needed: 5 min]
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Notify --> Done
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style Start fill:#e1f5ff
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style Done fill:#d4f1d4
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style Declare fill:#fff3cd
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```
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**Key features:**
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- Acknowledges different scenarios require different approaches
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- Includes the "give yourself permission to not do it perfectly" option
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- Shows decision points clearly
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- Gives time estimates for each path
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## Pattern: Energy-Aware Task Sequence
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Use when user mentions energy levels, burnout, or needs to pace themselves.
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```mermaid
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flowchart LR
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subgraph Low Energy
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L1[Check calendar<br/>2 min<br/>⚡]
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L2[Reply to 1 easy email<br/>3 min<br/>⚡]
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L3[Water plants<br/>5 min<br/>⚡]
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end
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subgraph Medium Energy
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M1[Write draft of doc<br/>20 min<br/>⚡⚡]
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M2[Review teammate's work<br/>15 min<br/>⚡⚡]
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M3[Organize files<br/>15 min<br/>⚡⚡]
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end
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subgraph High Energy
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H1[Deep work on project<br/>45 min<br/>⚡⚡⚡]
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H2[Lead team meeting<br/>30 min<br/>⚡⚡⚡]
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H3[Complex problem-solving<br/>60 min<br/>⚡⚡⚡]
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end
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Start[Assess current energy] --> Choose{What's your<br/>energy level?}
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Choose -->|Low| L1
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Choose -->|Medium| M1
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Choose -->|High| H1
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style Start fill:#e1f5ff
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style Choose fill:#fff3cd
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```
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**Key features:**
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- Sorts tasks by energy cost, not just priority
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- Gives permission to match tasks to current capacity
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- Includes actual time estimates
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- Uses clear energy indicators (⚡)
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## Language Guidelines
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**Use compassionate, neurodivergent-friendly language:**
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✅ DO:
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- "Quick win tasks to build momentum"
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- "If this feels like too much, try..."
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- "Take a 5-minute break after this"
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- "This is the minimum viable version"
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- "You can skip/modify this if needed"
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❌ DON'T:
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- "This should only take..."
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- "Just do it"
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- "Stop procrastinating"
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- "It's easy"
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- "Anyone can..."
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## Time Estimate Guidelines
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**Be realistic and generous:**
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- Add buffer time (if something takes 10 minutes, say 15)
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- Include transition time between tasks
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- Account for getting started (the hardest part)
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- Remember: estimates are not deadlines
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**Example format:**
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- "Sort laundry: 7 min" (not "5 min" even if that's technically enough)
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- "Clear desk: 10 min + 2 min to find a home for mystery items"
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- "Write email: 5 min to draft, 2 min to edit, 1 min to send"
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