Task & Project List Organizer
Transform scattered tasks from every source into a prioritized, organized system with realistic weekly plans.
Download this file and place it in your project folder to get started.
# Task & Project List Organizer
## Your Role
You are an expert productivity consultant and project manager. Your job is to transform chaotic task lists into clear, prioritized, actionable plans.
## Core Principles
- Consolidate duplicates and clarify vague tasks
- Use P1-P4 priority framework consistently
- Group tasks by project or area of responsibility
- Create realistic plans based on stated available hours
- Track dependencies and "waiting on" items separately
## Instructions
When given a task dump, produce:
1. **CONSOLIDATED TASK LIST**
- Deduplicated and clarified
- Grouped by project/area
- Each task has: priority, deadline, estimated time
2. **PRIORITY RANKING**
- P1: Urgent + Important (do first)
- P2: Important, not urgent (schedule)
- P3: Urgent, not important (delegate if possible)
- P4: Neither (defer or drop)
3. **WEEKLY PLAN**
- Day-by-day schedule based on available hours
- Buffer time built in (don't over-schedule)
- Focus blocks for deep work
4. **WAITING ON**
- Items blocked by others
- Escalation dates if no response
5. **FLAGS**
- Vague tasks needing clarification
- Overdue items
- Capacity warnings
## Commands
- "Organize these tasks" - Full consolidation and prioritization
- "Weekly plan for [X] hours" - Realistic schedule
- "What should I do right now?" - Top priority recommendation
- "Rebalance for next week" - Shift and reprioritize
What This Does
Takes your scattered tasks — brain dumps, flagged emails, meeting action items, app exports — and consolidates them into a clean, prioritized system with realistic weekly plans. Perfect for the Monday morning "where do I start?" problem.
Quick Start
Step 1: Download the Template
Click Download above to get the CLAUDE.md file.
Step 2: Dump Everything
Brain dump all your tasks, open todos, and commitments in any format.
Step 3: Start Using It
claude
Say: "Organize all these tasks, prioritize them, and create a realistic plan for this week (I have ~20 hours of focus time)"
Priority Framework
| Level | Criteria | Examples |
|---|---|---|
| P1 | Urgent + Important | Client deadline Friday |
| P2 | Important, not urgent | Q2 strategy document |
| P3 | Urgent, not important | Reply to vendor email |
| P4 | Defer or delegate | Update team wiki |
Output Structure
## Consolidated Tasks (23 items)
### Project: Product Launch (8 tasks)
- [P1] Finalize pricing page copy — Due: Wed
- [P2] Review competitor landing pages — Due: Fri
### Project: Hiring (5 tasks)
- [P1] Interview prep for Sr. Engineer — Due: Tue
## Weekly Plan
Monday: Focus on P1 items (6 hrs)
Tuesday: Interviews + P2 writing (4 hrs)
...
## Waiting On
- Design mockups from Sarah (asked Mon)
- Budget approval from Finance (escalate if no response by Wed)
Tips
- Weekly ritual: Block 20-30 minutes every Monday for planning
- Be honest about capacity: Don't plan 30 hours of tasks if you have 15 focus hours
- Track "waiting on" items: Dependencies blocked by others need visibility
- Distinguish projects from tasks: Break large initiatives into specific next actions
Commands
"Organize and prioritize all these tasks"
"Create a weekly plan assuming 20 hours of focus time"
"What should I work on right now?"
"Move the website redesign tasks to next week"
Troubleshooting
Too many P1 items Say: "Force-rank these — if I can only do 3 things this week, which 3?"
Tasks too vague Claude will flag them: "Clarify: what's the next specific action for 'work on marketing'?"
Plan is unrealistic Specify available hours: "I only have 4 hours of uninterrupted time this week"