00 Subsystem: Work Intake And Prio

DraftSOP · Subsystem · 2025-05-14-r15

Target System — Work Intake & Prioritisation**

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Big-Picture Overview

Block	Content
Purpose & Scope	Orchestrate the entire daily work-cycle for every solo-operator: AM — execute the 1-3 cards already in Q1 Doing on the Personal Trello board and pull high-priority tasks from the shared Operations board. PM — at 17 : 00 run Inbox-Zero triage then invoke SOP-4 Daily Hygiene (owned by the close-out subsystem) so the next morning starts clean.
Map / Flow	09 : 00 open Personal board → work Q1 Doing → copy ≤ 2 Ready ⏳ cards from Ops board when capacity free → loop Q1 ⇄ Ops until 17 : 00 → Inbox-Zero triage (clarify, set Q1 To Do ≤ 3, backlog Q2, queue Q3, archive noise) → call SOP-4 Daily Hygiene → send Telegram Digest.
Roles	Freelancer Operator · Ops Manager · Systems-Ops Lead · GPT Assistant
RACI Snapshot	R Operator · A Manager · C Sys-Ops Lead · I GPT
KPIs	Inbox-Zero before clock-out (100 %) · Q1 Doing ≤ 3 cards (100 %) · ≥ 80 % Q1 cards closed same day · Daily Hygiene approved ≤ 24 h · Blockers cleared ≤ 24 h
Tools	Personal Trello board · Operations Trello board · Ops Google Sheet · Clockify · Insightful · Telegram
Risks (ISO 31000)	WIP overflow hides priorities · Evening triage skipped → chaos next morning · Ops tasks left on shared board → lost visibility · Missed Hygiene blocks payroll
Open Questions	Should a bot alert the manager if Daily Hygiene isn’t submitted?
Next Action	Pilot the revised flow for one day; measure operator load at 17 : 00 triage.

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Detailed SOPs (owned in this subsystem)

ID	Procedure	Status / Notes
SOP-1	Daily Work-Cycle (AM execute, PM triage & hand-off)	v0.7 ✓
SOP-5	Blocker Escalation (/alert 🔴, Blocked list, SLA < 24 h)	to draft

(“Daily Hygiene” lives in the Daily Close-out & Hygiene Report subsystem; this subsystem only invokes it.)

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Appendix – Full Specs

(omitted — ShowAppendix=false)

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ArchitectureSnapshot JSON

{
  "version_id": "2025-05-14-r15",
  "system_level": "Subsystem",
  "lifecycle_state": "DraftSOP",
  "target_name": "Work Intake & Prioritisation",
  "parent_name": "Personal Management OS for Freelancers",
  "last_updated": "2025-05-14T19:18:00Z",

  "overview": {
    "purpose": "Run the daily work-cycle: AM execution of Q1 & Ops-board tasks; 17:00 Inbox-Zero triage, then trigger Daily Hygiene evidence and Telegram report.",
    "flow": [
      "09:00 open Personal board and start Clockify on top Q1 Doing card",
      "Work Q1 Doing cards (max 3)",
      "Copy 1–2 Ready ⏳ cards from Operations board into Personal board and execute",
      "Repeat Q1 ⇄ Ops loop until 17:00",
      "17:00 Inbox-Zero triage (clarify, set Q1 To Do ≤3, backlog Q2, queue Q3, archive noise)",
      "Invoke SOP-4 Daily Hygiene (close-out subsystem) and send Telegram Digest",
      "If Q1 Doing >3 at any time label 🔴 and trigger SOP-5 Escalation"
    ],
    "roles": [
      "Freelancer Operator",
      "Ops Manager",
      "Systems-Ops Lead",
      "GPT Assistant"
    ],
    "kpis": [
      "Inbox-Zero achieved before clock-out (100%)",
      "Q1 Doing ≤3 cards at any time",
      "≥80% Q1 cards closed same day",
      "Daily Hygiene cards approved within 24 h",
      "Blockers cleared within 24 h"
    ],
    "tools": [
      "Personal Trello board",
      "Operations Trello board",
      "Ops Google Sheet",
      "Clockify",
      "Insightful",
      "Telegram"
    ],
    "risks": [
      "WIP overflow hides priorities",
      "Evening triage skipped causes morning chaos",
      "Ops tasks left on shared board, not copied",
      "Missed Hygiene ritual blocks payroll"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-01_Work-Intake_v1.0.2.gdoc"
  },

  "children": [
    { "system_level": "Procedure", "target_name": "Daily Work-Cycle",    "version_id": "SOP-1-v0.7" },
    { "system_level": "Procedure", "target_name": "Blocker Escalation",  "version_id": "SOP-5-TBD" }
  ]
}

— End of Subsystem r15