Daily planner prioritizer

Daily Planner & Prioritizer

Turn a messy list of tasks, meetings, errands, and goals into a smart, time-blocked daily plan — delivered as a clean chat summary + a formatted Excel (.xlsx) schedule.

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What This Planner Covers

• 💼 Work tasks & meetings — deadlines, standups, reviews, client calls
• 🏠 Personal errands & habits — chores, appointments, shopping, family
• 🏃 Health & exercise — workouts, walks, meals, water reminders
• 🧪 QA-specific tasks — test runs, bug triage, test case writing, regression cycles, PR reviews

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Workflow

Step 1 — Parse the Input

Accept input in any format — bullet list, paragraph, voice-style dump, or structured. Extract from the input:

• Task name — what needs to be done
• Type — Work / Personal / Health / QA
• Duration estimate — if stated; otherwise apply defaults (see below)
• Fixed time — meetings, appointments with specific times
• Deadline or urgency — "due today", "urgent", "by EOD", "can wait"
• Energy level needed — infer from task type (deep work vs. admin vs. quick errand)

If the user doesn't provide enough detail, make smart assumptions — never ask for more info before producing a plan. State assumptions clearly in the output.

Step 2 — Prioritize Tasks

Use this priority matrix to rank tasks before scheduling:

Priority	Criteria
🔴 P1 — Urgent & Important	Deadlines today, blockers, critical bugs, meetings
🟠 P2 — Important, Not Urgent	Deep work, test execution, errands with soft deadlines
🟡 P3 — Useful but Flexible	Reviews, reading, habit tasks, low-urgency emails
🟢 P4 — Nice to Have	Optional tasks, backlog, long-term prep

QA-specific priority rules:

• Production bugs → always P1
• Regression test runs with release deadline today → P1
• Test case writing / review → P2
• Exploratory testing → P2 or P3 depending on sprint stage
• Bug triage (no severity yet) → P2

Step 3 — Build the Time-Blocked Schedule

Default working window: 9:00 AM – 6:00 PM (adjust if user specifies otherwise)

Default time-blocking principles:

• Start with fixed-time meetings/appointments first
• Place deep focus work (P1 + P2) in the morning (9–12)
• Schedule health/exercise in early morning or lunch break
• Admin, email, reviews in early afternoon (2–4 PM)
• Personal errands and flexible tasks in late afternoon or after work
• End the day with a 15-min "wrap-up + plan tomorrow" block

Default duration estimates (use when not provided):

Task Type	Default Duration
Meeting / standup	30–60 min (30 if "standup", 60 if "meeting")
Bug fix / investigation	60 min
Test case writing	45 min per feature
Test execution / regression run	90 min
Bug triage	30 min
PR / code review	30 min
Email / Slack catch-up	20 min
Deep focus / dev work	90 min
Personal errand (outside)	60 min
Quick personal task	20 min
Exercise / workout	45 min
Meal / break	30–60 min
Daily wrap-up	15 min

Protect these blocks always (unless user says otherwise):

• Lunch break: 1:00–2:00 PM (60 min)
• At least one 10-min break per 90-min work block

Step 4 — Output: Chat Summary

Print the plan in chat in this clean format:

📅 YOUR DAY — [Day, Date]
━━━━━━━━━━━━━━━━━━━━━━━━

🌅 MORNING
  09:00 – 09:30  🧪 QA Standup (P1)
  09:30 – 11:00  🧪 Regression test run – Login module (P1)
  11:00 – 11:45  💼 Write test cases – Payment feature (P2)
  11:45 – 12:00  ☕ Break

🌞 MIDDAY
  12:00 – 13:00  🏃 Lunch + walk
  13:00 – 13:30  💼 Email & Slack catch-up (P3)

🌆 AFTERNOON
  13:30 – 14:30  💼 Deep work: [task] (P2)
  14:30 – 15:00  🧪 Bug triage (P2)
  15:00 – 16:00  🏠 [Personal errand] (P3)
  16:00 – 16:30  💼 PR review (P3)

🌇 END OF DAY
  16:30 – 17:00  🏃 Evening walk / exercise
  17:00 – 17:15  📝 Wrap-up + plan tomorrow

━━━━━━━━━━━━━━━━━━━━━━━━
✅ Tasks scheduled: X  |  ⏳ Total focus time: Xh Xmin
⚠️  Deferred to tomorrow: [any tasks that didn't fit]
💡 Assumptions made: [list any guesses about timing or priority]

Emoji key: 💼 Work | 🧪 QA | 🏠 Personal | 🏃 Health

Step 5 — Output: Excel File

Create a formatted .xlsx file with 2 sheets.

Sheet 1: Daily Schedule

Columns: Time | Task | Type | Priority | Duration | Status | Notes

Formatting:

• Header: bold white on dark blue (#1F4E79), frozen row
• Type color coding per row:
  • Work → #DEEAF1 (blue)
  • QA → #E2EFDA (green)
  • Personal → #FFF2CC (yellow)
  • Health → #FCE4D6 (orange/pink)
  • Break/Meal → #F2F2F2 (grey)
• Priority column: 🔴 P1 = #F4CCCC, 🟠 P2 = #FCE5CD, 🟡 P3 = #FFF2CC, 🟢 P4 = #D9EAD3
• Status column: light grey, blank — user fills in (Done / In Progress / Skipped)
• Font: Arial 10pt, row height 25px, wrap text off
• Column widths: Time=14, Task=40, Type=12, Priority=10, Duration=12, Status=14, Notes=35

Sheet 2: Task Backlog

Any tasks that didn't fit today — columns: Task | Type | Priority | Suggested Day | Notes

• Same color coding as Sheet 1
• Header: same dark blue style

File naming: daily-plan-YYYY-MM-DD.xlsx

Step 6 — Save & Present

• Save to /mnt/user-data/outputs/daily-plan-YYYY-MM-DD.xlsx
• Use present_files to deliver
• The chat summary should appear FIRST, then mention the Excel file is ready to download

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Python Code Template

from openpyxl import Workbook
from openpyxl.styles import Font, PatternFill, Alignment, Border, Side
from openpyxl.utils import get_column_letter
from datetime import date

wb = Workbook()

HEADER_FILL = PatternFill("solid", fgColor="1F4E79")
HEADER_FONT = Font(bold=True, color="FFFFFF", name="Arial", size=10)
DATA_FONT   = Font(name="Arial", size=10)
THIN        = Side(style="thin")
BORDER      = Border(left=THIN, right=THIN, top=THIN, bottom=THIN)

TYPE_FILLS = {
    "Work":     "DEEAF1",
    "QA":       "E2EFDA",
    "Personal": "FFF2CC",
    "Health":   "FCE4D6",
    "Break":    "F2F2F2",
}
PRI_FILLS = {
    "P1": "F4CCCC",
    "P2": "FCE5CD",
    "P3": "FFF2CC",
    "P4": "D9EAD3",
    "":   "FFFFFF",
}

def style_header(ws, headers, col_widths):
    for col, (h, w) in enumerate(zip(headers, col_widths), 1):
        c = ws.cell(row=1, column=col, value=h)
        c.font, c.fill, c.border = HEADER_FONT, HEADER_FILL, BORDER
        c.alignment = Alignment(horizontal="center", vertical="center")
        ws.column_dimensions[get_column_letter(col)].width = w
    ws.freeze_panes = "A2"
    ws.row_dimensions[1].height = 28

# Sheet 1: Daily Schedule
ws1 = wb.active
ws1.title = "Daily Schedule"
ws1.sheet_properties.tabColor = "1F4E79"

HEADERS1 = ["Time", "Task", "Type", "Priority", "Duration", "Status", "Notes"]
WIDTHS1  = [14, 40, 12, 10, 12, 14, 35]
style_header(ws1, HEADERS1, WIDTHS1)

# schedule = list of (time_str, task, type, priority, duration, notes)
# e.g. ("09:00–09:30", "QA Standup", "QA", "P1", "30 min", "Daily sync")
schedule = []  # REPLACE WITH ACTUAL GENERATED SCHEDULE

for r, (time, task, typ, pri, dur, notes) in enumerate(schedule, 2):
    row_data = [time, task, typ, pri, dur, "", notes]
    ws1.row_dimensions[r].height = 25
    for col, val in enumerate(row_data, 1):
        c = ws1.cell(row=r, column=col, value=val)
        c.font, c.border = DATA_FONT, BORDER
        c.alignment = Alignment(vertical="center")
        # Row background from Type
        fill_color = TYPE_FILLS.get(typ, "FFFFFF")
        c.fill = PatternFill("solid", fgColor=fill_color)
        # Override Priority and Status cells
        if col == 4:
            c.fill = PatternFill("solid", fgColor=PRI_FILLS.get(pri, "FFFFFF"))
            c.alignment = Alignment(horizontal="center", vertical="center")
        elif col == 6:
            c.fill = PatternFill("solid", fgColor="EEEEEE")

# Sheet 2: Task Backlog
ws2 = wb.create_sheet("Task Backlog")
ws2.sheet_properties.tabColor = "ED7D31"
HEADERS2 = ["Task", "Type", "Priority", "Suggested Day", "Notes"]
WIDTHS2  = [40, 12, 10, 18, 35]
style_header(ws2, HEADERS2, WIDTHS2)

# backlog = list of (task, type, priority, suggested_day, notes)
backlog = []  # REPLACE WITH ACTUAL DEFERRED TASKS

for r, (task, typ, pri, day, notes) in enumerate(backlog, 2):
    row_data = [task, typ, pri, day, notes]
    ws2.row_dimensions[r].height = 25
    for col, val in enumerate(row_data, 1):
        c = ws2.cell(row=r, column=col, value=val)
        c.font, c.border = DATA_FONT, BORDER
        c.alignment = Alignment(vertical="center")
        c.fill = PatternFill("solid", fgColor=TYPE_FILLS.get(typ, "FFFFFF"))
        if col == 3:
            c.fill = PatternFill("solid", fgColor=PRI_FILLS.get(pri, "FFFFFF"))
            c.alignment = Alignment(horizontal="center", vertical="center")

today = date.today().strftime("%Y-%m-%d")
wb.save(f"daily-plan-{today}.xlsx")

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Tips for Best Results

• Dump everything — tasks, meetings, errands, even "I need to exercise". More input = better plan.
• Mention fixed times for any meetings or appointments (e.g. "standup at 9:30").
• Flag urgent items — say "urgent", "due today", or "must finish by 3 PM".
• Specify energy if you know it — "I'm tired today" shifts deep work to best available window.
• Multiple days? Say "plan my week" — each day gets its own schedule section and Excel sheet.