plan-task

Plan Task Skill

Converts a complex task or vague goal into a set of well-structured, actionable Todoist subtasks with realistic time estimates and appropriate metadata.

When to Use This Skill

Use when:

• A task is too large to execute directly (>2 hours estimated)
• The task has been deferred 2+ times (usually means scope is unclear)
• The user has a goal but no clear steps
• The first action isn't obvious from the task content

Prerequisites

• TODOIST_TOKEN set in environment
• todoist-api-python SDK installed (auto-installs if missing)
• Script: plugins/todoist-manager/skills/todoist-manage/scripts/todoist_client.py

Planning Process

Step 1: Understand the Goal

Always clarify before planning. Ask:

1. Outcome: "What does 'done' look like? What's the deliverable?"
2. Audience: "Who is this for? Who needs to review or approve it?"
3. Deadline: "When does this need to be complete?"
4. Constraints: "Any dependencies, blockers, or tools involved?"
5. Estimate: "How long do you think this will take total?"

Keep questions focused — ask 2-3 at most, not all 5.

Step 2: Fetch Existing Task (if applicable)

If the user references an existing task:

python3 <script_path> tasks get --task-id <ID>

Or search by content:

python3 <script_path> tasks filter --query "search: <task content>"

Step 3: Generate Subtask Plan

Planning principles:

• Each subtask starts with an action verb
• Each subtask is completable in 15-90 minutes
• Subtasks are sequenced logically (prerequisite before dependent)
• Include time estimates
• Add appropriate context labels

Present plan for confirmation:

📋 Plan for: "Write quarterly business review presentation"

Here's how I'd break this down:

1. Gather Q3 metrics data (30 min) @computer
   → Pull numbers from dashboard, spreadsheet, analytics

2. Draft slide outline (20 min) @computer @focus
   → 8-10 slides: Exec summary, KPIs, Wins, Challenges, Q4 goals

3. Write executive summary slide (30 min) @focus @computer
   → 3 bullet points max, key message clear

4. Create performance charts (45 min) @computer
   → Revenue trend, user growth, NPS score charts

5. Write KPI slides (45 min) @focus @computer
   → One slide per KPI with context and trend

6. Write Wins & Challenges slides (30 min) @computer

7. Draft Q4 goals slide (20 min) @computer @focus

8. Design cover and transitions (20 min) @computer

9. Self-review full deck (20 min) @computer
   → Read as audience, check flow and clarity

10. Send for stakeholder review (5 min) @quick
    → Email deck to Sarah and Marcus for feedback

11. Incorporate feedback (30 min) @computer

12. Final proofread and send (15 min) @quick

Total: ~5 hours across multiple sessions

Suggested split:
- Session 1 (2h): Steps 1-5
- Session 2 (2h): Steps 6-10
- Session 3 (1h): Steps 11-12

Create these as subtasks? [Y/N]

Step 4: Create Parent Task (if needed)

If no parent task exists:

python3 <script_path> tasks add \
  --content "Write quarterly business review presentation" \
  --project-id <ID> \
  --priority 2 \
  --due-string "Friday" \
  --labels focus computer

Step 5: Create Subtasks

# For each subtask in sequence:
python3 <script_path> tasks add \
  --content "Gather Q3 metrics data" \
  --parent-id <parent_task_id> \
  --duration 30 \
  --duration-unit minute \
  --labels computer \
  --priority 2

python3 <script_path> tasks add \
  --content "Draft slide outline" \
  --parent-id <parent_task_id> \
  --duration 20 \
  --duration-unit minute \
  --labels computer focus \
  --priority 2
# ... continue for all subtasks

Step 6: Confirm and Summarize

After creating all subtasks:

✅ Created plan for "Write quarterly business review presentation"

12 subtasks created:
- Total estimated time: ~5 hours
- Suggested over 3 sessions
- First step: "Gather Q3 metrics data" (30 min)

Want to schedule Session 1 (Steps 1-5) for today?

Task Planning Templates

See ../todoist-manage/references/productivity-workflows.md for planning frameworks. See ../task-review/references/task-templates.md for 7 task type templates.

Common Breakdowns

Writing / Document Tasks

Structure:

1. Research / gather inputs
2. Outline structure
3. Write section by section
4. Self-review
5. External review
6. Incorporate feedback
7. Finalize and send/publish

Coding / Engineering Tasks

Structure:

1. Understand requirements (read spec/ticket)
2. Explore existing code (find relevant files)
3. Plan approach (pseudo-code or doc)
4. Implement core logic
5. Add error handling
6. Write tests
7. Code review
8. Deploy / merge

Research / Analysis Tasks

Structure:

1. Define key questions to answer
2. Identify sources
3. Gather data / read sources
4. Synthesize findings
5. Draft summary / recommendations
6. Review and finalize

Meeting / Presentation Prep

Structure:

1. Define objectives and audience
2. Gather supporting data
3. Create outline / agenda
4. Build slides or talking points
5. Rehearse / review
6. Send pre-reads to attendees

Project Planning Tasks

Structure:

1. Define success criteria
2. Identify stakeholders
3. List deliverables
4. Estimate effort per deliverable
5. Sequence and schedule
6. Identify risks
7. Document plan
8. Get approval

Sizing Guidelines

Complexity	Subtask Count	Session Count
Simple	2-4 subtasks	1 session
Medium	5-8 subtasks	1-2 sessions
Complex	9-15 subtasks	2-3 sessions
Large	15+ subtasks	Consider full project structure

For Large tasks (15+ subtasks), recommend creating a project in Todoist with sections for phases, rather than a flat subtask list.

Proactive Suggestions

After creating the plan, offer:

• First subtask today? "Want to add step 1 to today's focus list?"
• Time-block? "This is ~5 hours. Want to time-block sessions for this week?"
• Dependencies? "Steps 3-12 depend on step 1. Should we schedule step 1 first?"
• Deadline check? "With 5 hours of work and a Friday deadline, you'll need to start by Wednesday."

Safety

• Always show the full plan before creating subtasks
• Confirm the parent task before creating children
• If parent task already has subtasks, show them and ask whether to add or replace
• Keep subtask count reasonable (<= 15 per parent)