auto-update-daily-20260202

Project TODO Workflow

Purpose

Manage multi-step projects with subtasks, progress tracking, and dependencies.

When to Use

  • Task requires 3+ steps
  • Multi-day or multi-week effort
  • Complex feature or initiative
  • Has clear deliverable

Project vs Simple TODO

Use Simple TODO When

  • Single action required
  • Can complete in one session
  • No dependencies
  • Straightforward task

Use Project When

  • Multiple related tasks
  • Sequential or parallel work
  • Track overall progress
  • Coordinate related efforts

Project Structure

Basic Project Format

** TODO Project Name [0/3]
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:END:

*** TODO First subtask
*** TODO Second subtask
*** TODO Third subtask

Enhanced Project Format

** TODO Project Name [0/3]
SCHEDULED: <2025-12-05 Fri>
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:CATEGORY: work
:END:

Brief description of project goal and context.

*** TODO First subtask
SCHEDULED: <2025-12-05 Fri>

*** TODO Second subtask

*** TODO Third subtask

Progress Tracking

Progress Counters

Format: [completed/total]

Automatic Updates (if using Emacs):

  • Updates when subtask marked DONE
  • Reflects current progress

Manual Updates (command line):

** TODO Keyboard improvements [1/3]

*** DONE Leader keys implementation
*** TODO Nav/media standardization
*** TODO Symbol combos

After completing another:

** TODO Keyboard improvements [2/3]

*** DONE Leader keys implementation
*** DONE Nav/media standardization
*** TODO Symbol combos

Percentage Tracking

Alternative to counters:

** TODO Project Name [33%]

*** DONE First task
*** TODO Second task
*** TODO Third task

Project Types

Sequential Project

Tasks must be done in order:

** TODO Setup Home Assistant [0/5]
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:END:

*** TODO Install Raspberry Pi OS
SCHEDULED: <2025-12-05 Fri>
Dependencies must complete first.

*** TODO Install Home Assistant
Depends on: Raspberry Pi OS installed

*** TODO Configure MQTT broker
Depends on: Home Assistant running

*** TODO Add first device
Depends on: MQTT configured

*** TODO Setup automations
Depends on: Devices connected

Parallel Project

Tasks can be done independently:

** TODO Website Redesign [0/4]

*** TODO Design new homepage
SCHEDULED: <2025-12-05 Fri>

*** TODO Write new content
SCHEDULED: <2025-12-05 Fri>

*** TODO Setup new hosting
SCHEDULED: <2025-12-06 Sat>

*** TODO Migrate DNS
(Do last, after all others complete)

Research Project

Exploratory with evolving scope:

** TODO Research backup solutions [0/4]
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:END:

*** TODO Evaluate restic
:LOGBOOK:
- Note taken on [2025-12-05 Fri 10:00] \\
  Good: encryption, deduplication, active development
  Bad: complex setup
:END:

*** TODO Evaluate borg backup

*** TODO Compare performance

*** DONE Create comparison matrix
CLOSED: [2025-12-04 Thu 17:00]

Project Templates

Feature Implementation

** TODO Feature: User Authentication [0/5]
SCHEDULED: <2025-12-05 Fri>
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:CATEGORY: work
:END:

Implement secure user authentication with JWT tokens.

*** TODO Design auth flow and API
SCHEDULED: <2025-12-05 Fri>

*** TODO Implement backend auth endpoints

*** TODO Create login UI components

*** TODO Write tests

*** TODO Update documentation

Infrastructure Project

** TODO Setup Kubernetes Cluster [0/6]
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:CATEGORY: systems
:END:

*** TODO Provision VMs
SCHEDULED: <2025-12-06 Sat>

*** TODO Install k3s

*** TODO Configure networking

*** TODO Setup storage

*** TODO Deploy test application

*** TODO Document setup

Learning Project

** TODO Learn Rust Basics [0/8]
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:CATEGORY: personal
:END:

Work through Rust book and build sample projects.

*** TODO Read chapters 1-5
SCHEDULED: <2025-12-05 Fri>

*** TODO Complete ownership exercises

*** TODO Build CLI tool

*** TODO Read chapters 6-10

*** TODO Build web service

*** TODO Learn async programming

*** TODO Contribute to open source

*** TODO Write blog post about learning

Personal Project

** TODO Organize Home Office [0/5]
DEADLINE: <2025-12-15 Mon>
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:CATEGORY: personal
:END:

*** TODO Declutter desk
SCHEDULED: <2025-12-07 Sun>

*** TODO Organize cables

*** TODO Setup better lighting

*** TODO Arrange bookshelf

*** TODO Add plants

Managing Projects

Starting a Project

  1. Define the goal

    • What’s the deliverable?
    • Why are we doing this?
    • What’s the scope?

  2. Break down into subtasks

    • 3-7 subtasks ideal
    • Too many? Create sub-projects
    • Too few? Might not need project

  3. Identify dependencies

    • What must happen first?
    • What can be parallel?
    • Any blockers?

  4. Schedule first task

    • When to start?
    • Set SCHEDULED on project and/or first subtask

  5. Add context

    • Links to docs, designs, notes
    • Related issues or PRs
    • Background information

Working on a Project

  1. Review project regularly

    • Daily if active
    • Weekly if background

  2. Mark subtasks DONE as completed

    • Update progress counter
    • Add completion notes

  3. Add new subtasks as discovered

    • Projects evolve
    • Increment total counter

  4. Track progress notes

    :LOGBOOK:
- Note taken on [2025-12-05 Fri 14:00] \\
  Completed initial setup. Performance better than expected.
  Next: start on configuration phase.
:END:

  5. Reschedule if needed

    • Be honest about timeline
    • Adjust SCHEDULED dates
    • Note reasons for delays

Completing a Project

  1. Mark all subtasks DONE

    *** DONE All subtasks

  2. Mark project DONE

    ** DONE Project Name [3/3]
CLOSED: [2025-12-10 Wed 15:30]

  3. Add completion note

    :LOGBOOK:
- State "DONE"       from "STRT"       [2025-12-10 Wed 15:30] \\
  Project completed successfully. All features working as expected.
  Deployed to production.
:END:

  4. Create follow-up tasks if needed

    ** TODO Monitor new feature performance
SCHEDULED: <2025-12-17 Wed>

Follow-up from: [[*Feature: User Authentication][User Authentication Project]]

  5. Archive during weekly review

Project Lifecycle

Phase 1: Planning

** TODO Project Name [0/0]
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:END:

Planning phase - breaking down into subtasks.

* Planning Notes
- Goal: ...
- Approach: ...
- Resources needed: ...

Phase 2: Active Work

** STRT Project Name [2/5]
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:END:

*** DONE Subtask 1
*** DONE Subtask 2
*** STRT Subtask 3
*** TODO Subtask 4
*** TODO Subtask 5

Phase 3: Completion

** DONE Project Name [5/5]
CLOSED: [2025-12-15 Mon 10:30]
:LOGBOOK:
- State "DONE"       from "STRT"       [2025-12-15 Mon 10:30]
:END:

*** DONE Subtask 1-5 (all complete)

Advanced Patterns

Nested Projects

** TODO Large Initiative [0/3]

*** TODO Phase 1: Research [0/3]

**** TODO Literature review
**** TODO Prototype evaluation
**** TODO Decision document

*** TODO Phase 2: Implementation [0/4]

**** TODO Setup infrastructure
**** TODO Core features
**** TODO Testing
**** TODO Documentation

*** TODO Phase 3: Rollout [0/2]

**** TODO Pilot deployment
**** TODO Full deployment

Project with External Dependencies

** WAIT Website Migration [1/4]
:PROPERTIES:
:CREATED:       [2025-12-04 Thu 15:30]
:END:
:LOGBOOK:
- State "WAIT"       from "STRT"       [2025-12-08 Mon 10:00] \\
  Waiting for DNS propagation (24-48 hours)
:END:

*** DONE Export content from old site
*** TODO Setup new hosting (BLOCKED: waiting for DNS)
*** TODO Import content
*** TODO Verify and go live

Milestone Tracking

** TODO Product Launch [3/10]
DEADLINE: <2025-12-31 Wed>

*** DONE Milestone 1: Design Complete [3/3]
CLOSED: [2025-11-15 Mon]

**** DONE UI mockups
**** DONE User flow
**** DONE Design review

*** STRT Milestone 2: MVP Development [2/4]

**** DONE Core features
**** DONE Basic UI
**** TODO Testing
**** TODO Bug fixes

*** TODO Milestone 3: Launch Prep [0/3]

**** TODO Marketing materials
**** TODO Documentation
**** TODO Launch plan

Tips

  1. Right-size projects: 3-7 subtasks is ideal
  2. Break down large projects: Use nested structure
  3. Update progress regularly: Keep counters current
  4. Schedule first task: Gets momentum going
  5. Track dependencies: Note blockers explicitly
  6. Add context liberally: Links, notes, decisions
  7. Review weekly: Keep projects moving
  8. Don’t abandon: Either complete or cancel
  9. Celebrate completion: Mark milestone reached

Common Patterns

From Idea to Project

# Start: Simple idea
* TODO Build personal dashboard

# Evolve: Realize it's bigger
** TODO Build personal dashboard [0/4]

*** TODO Research frameworks
*** TODO Design layout
*** TODO Implement data sources
*** TODO Deploy to homelab

Project Spawns Follow-up

# Original project completes
** DONE Setup Home Assistant [5/5]

# Creates new project
** TODO Home Automation Expansion [0/3]
Based on learnings from initial Home Assistant setup.

*** TODO Add more sensors
*** TODO Create advanced automations
*** TODO Integrate with other services

Project Gets Cancelled

** CANX Migrate to new framework [2/5]
CLOSED: [2025-12-08 Mon 15:00]
:LOGBOOK:
- State "CANX"       from "STRT"       [2025-12-08 Mon 15:00] \\
  Team decided to stick with current framework after evaluation.
  Completed research was valuable even though not proceeding.
:END:

*** DONE Research alternatives
*** DONE Create comparison matrix
*** CANX Setup test environment
*** CANX Migration plan
*** CANX Execute migration

Validation Checklist

Good project has:

  • Clear goal and deliverable
  • 3-7 subtasks (not too few, not too many)
  • Progress counter [n/m]
  • CREATED timestamp
  • Context and links
  • First task scheduled (if starting now)
  • Dependencies noted if sequential

Integration

** TODO Project Name [0/3]

Design doc: [[file:~/desktop/org/notes/20251204--project-design__work.org][Project Design Note]]

** TODO Refactor Authentication [1/3]

Codebase: [[file:~/src/myproject/src/auth/][Auth Module]]

Reference from Other TODOs

** TODO Deploy changes

Depends on: [[*Project Name][Project Name]] completion

Anti-Patterns

❌ Too many subtasks: >10 means break into sub-projects ❌ Too few subtasks: <3 might not need project structure ❌ Vague subtasks: “Do the thing” isn’t actionable ❌ Never update progress: Counters get stale ❌ Abandon without cancelling: Either finish or mark CANX ❌ No scheduling: Projects drift without dates ✅ Right-sized: 3-7 clear subtasks ✅ Regular updates: Progress tracked weekly ✅ Clear dependencies: Know what blocks what ✅ Scheduled start: First task has date ✅ Complete or cancel: Honest about status