Project Task Breakdown

The Problem

Big projects feel overwhelming. A single task like "Launch new feature" sits in your reminders, too vague to act on. You need to break it down into concrete, actionable steps.

The Workflow

Step 1: Define the Project

Start with the high-level goal.

Prompt to use:

I need to break down a project: "Redesign the company website"
The deadline is March 1st. Help me identify the major phases
and estimate time for each.

Example output:

PROJECT: Redesign Company Website
Deadline: March 1st (6 weeks)

PHASES:

1. Discovery & Planning (Week 1)
   - Stakeholder interviews
   - Competitive analysis
   - Requirements document

2. Design (Weeks 2-3)
   - Wireframes
   - Visual design
   - Design review

3. Development (Weeks 3-5)
   - Frontend build
   - CMS integration
   - Content migration

4. Launch (Week 6)
   - Testing
   - Soft launch
   - Full launch

Step 2: Create Phase Tasks

Turn phases into trackable reminders.

Prompt to use:

Create reminders for each task in Phase 1, with due dates
spread across this week. Add them to a new "Website Redesign"
list if possible.

Step 3: Identify Dependencies

Understand what blocks what.

Prompt to use:

Which tasks in my website project depend on others?
Add notes to the dependent tasks about what needs
to complete first.

Step 4: Set Milestones

Create checkpoint reminders.

Prompt to use:

Create milestone reminders at the end of each phase:
- "Phase 1 Complete: Discovery" due Friday Week 1
- "Phase 2 Complete: Design" due Friday Week 3
And so on.

Step 5: Schedule Check-ins

Set up regular review points.

Prompt to use:

Create a weekly reminder every Monday at 9 AM to
"Review Website Project Progress" until March 1st.

Expected Result

A large project transformed into manageable, scheduled tasks with clear milestones and regular check-ins.

Tools Used

This workflow uses the Reminders toolbox:

Tool	Purpose
reminders_create_reminder	Create project tasks
reminders_list_lists	Find or create project list
reminders_update_reminder	Add dependencies as notes
reminders_search_reminders	Review project tasks

Related Workflows

• Weekly Task Planning - Fit project tasks into your week
• Daily Task Review - Track daily progress