DraftSOP · Procedure · Daily Work-Cycle · 2025-05-14-r6§
Big-Picture Overview§
| Block | Content |
|---|---|
| Purpose & Scope | Run the full daily work-cycle for a solo-operator: ① start the shift executing the highest-impact Q1 cards on the Personal Trello board; ② progress Operations work copied from the shared Ops board or worked directly in the Ops Google Sheet; ③ finish the shift with Inbox-Zero triage and a hand-off to SOP-4 Daily Hygiene so tomorrow starts clean. |
| Map / Flow | 09 : 00 open Personal board → work Q1 Doing → copy ≤ 2 Ready ⏳ cards from Ops board or continue row-level tasks in Ops Sheet → loop Q1 ⇄ Ops. 17 : 00 Inbox-Zero triage (Q1 ≤ 3, backlog Q2, queue Q3, archive noise) → invoke SOP-4 Daily Hygiene → send Telegram Digest. |
| Roles / RACI | Freelancer Operator R · Ops Manager A · Systems-Ops Lead C · GPT Assistant I |
| KPIs | Inbox-Zero before clock-out (100 %) · Q1 Doing ≤ 3 at all times · ≥ 80 % Q1 cards closed same day |
| Tools | Personal & Ops Trello boards · Ops Google Sheet · Clockify · Insightful · Telegram |
| Risks (ISO 31000) | Evening triage skipped → chaos next day · Ops tasks left uncopied → lost traceability · Operator over-pulls Q1 and stalls |
| Open Question | Add Butler WIP badge or rely on self-discipline? |
| Next Action | Pilot one day; verify operator load at 17 : 00 triage |
Detailed SOP — Daily Work-Cycle (≤ 7 bullets)§
| # | Step & Owner | Key points / Controls |
|---|---|---|
| 1 · AM Kick-off (09 : 00) Operator |
• Open Personal board. • Start Clockify timer on top Q1 Doing card. • Ensure Insightful is running. |
|
| 2 · Execute Q1 | • Work the 1–3 cards in Q1 Doing. • On completion drag card to Q1 Done (Butler auto-archives Monday). |
|
| 3 · Progress Ops Work | Trello: Ops board list Ready ⏳ → Copy → My Board ≤ 2 cards you can finish today → land in Personal Inbox → move straight to Q1 Doing (counts toward WIP 3). Google Sheet: continue row-level tasks in-sheet; create a Personal-board card only when follow-up / approval is required (title “Sheet Row – … ” + row link). |
|
| 4 · Loop Q1 ⇄ Ops / Scheduled Q2 | • When Q1 Doing is empty, either pull next Ops-board card, work an in-sheet row, or pick a pre-scheduled Q2 card (label 🔵 Tracked). • Never exceed three cards in Q1 Doing. |
|
| 5 · Blocker Escalation (any time) | • Stuck > 15 min → add 🔴 label, move card to Blocked, send /alert 🔴 <issue> in Telegram.• Resume other work until unblocked (see SOP-5). |
|
| 6 · 17 : 00 Inbox-Zero Triage | 1 Clarify every new card in Inbox (rename, why, due). 2 Drag max 3 into Q1 To Do for tomorrow. 3 Backlog non-urgent important → Q2 To Do. 4 Queue follow-ups → Q3. 5 Archive noise. 6 Confirm Q1 Doing is empty; escalate if not. |
|
| 7 · Daily Hygiene & Report | • Invoke SOP-4 Daily Hygiene: export Clockify CSV, take Insightful + Eisenhower screenshots, attach to Hygiene card, move card → Waiting for Approval, send Daily Digest in /manager chat.• Operator must chase ✅ before next shift. |
SLA — Full loop closes by 17 : 30 local.
WGLL (“What Great Looks Like” snapshot)§
| Criterion | ❌ Miss | ✅ Meets | ⭐ Exceeds |
|---|---|---|---|
| Inbox cleared | ≤ 2 cards left | 0 cards | 0 cards + “All set” comment in manager thread |
| Q1 pull | > 3 cards | 1–3 cards | 1–2 cards + Slack note on tomorrow’s deep-work block |
| Card clarity | Vague titles | Action verb + “why” | Title + checklist + cover image |
Full gallery lives in Drive → 01-SYSTEMS/WGLL_Gallery.
ArchitectureSnapshot JSON – fully detailed & schema-valid§
{
"version_id": "2025-05-14-r7",
"system_level": "Procedure",
"lifecycle_state": "DraftSOP",
"target_name": "Daily Work-Cycle",
"parent_name": "Work Intake & Prioritisation",
"last_updated": "2025-05-14T20:40:00Z",
"overview": {
"purpose": "Run the complete daily work-cycle: morning execution of Q1 and Operations tasks; evening Inbox-Zero triage, evidence and 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 and execute",
"Progress row-level tasks directly in Ops Google Sheet; create Personal card only when follow-up needed",
"Repeat Q1 ⇄ Ops loop until 17:00",
"17:00 Inbox-Zero triage (clarify, limit Q1 To Do ≤3, backlog Q2, queue Q3, archive noise)",
"Invoke SOP-4 Daily Hygiene 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"
],
"raci": {
"Responsible": ["Freelancer Operator"],
"Accountable": ["Ops Manager"],
"Consulted": ["Systems-Ops Lead"],
"Informed": ["GPT Assistant"]
},
"kpis": [
"Inbox-Zero achieved before clock-out (100%)",
"Q1 Doing ≤3 cards at any time",
"≥80% Q1 cards closed same day"
],
"tools": [
"Personal Trello board",
"Operations Trello board",
"Ops Google Sheet",
"Clockify timer",
"Insightful agent",
"Telegram"
],
"risks": [
"Evening triage skipped causes morning chaos",
"Ops tasks left on shared board and not copied",
"Row-level Sheet tasks lack follow-up card and go invisible",
"Operator over-pulls Q1 and loses focus"
],
"controls": [
"WIP cap: Q1 Doing ≤3 cards (Butler badge planned)",
"Butler auto-archive Q1 Done every Monday 08:00",
"Telegram /alert for 🔴 Blockers (SOP-5)",
"WGLL: Inbox cleared = 0 cards + manager comment",
"WGLL: Q1 pull = 1–2 cards + Slack deep-work note",
"WGLL: Card clarity = title with action verb, why, checklist, cover"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-1_Daily_Work-Cycle_v0.7.gdoc"
},
"procedure_core": {
"procedure_id": "SOP-1",
"name": "Daily Work-Cycle",
"purpose": "End-to-end run-book for a freelancer’s work day from 09:00 kick-off to 17:30 close-out.",
"trigger": "Every workday at 09:00 local (or shift start).",
"inputs": [
"Personal Trello Q1/Q2/Q3 lists",
"Operations Trello board list Ready ⏳",
"Ops Google Sheet rows",
"Clockify project list",
"Insightful desktop agent"
],
"responsible_role": "Freelancer Operator",
"steps": [
"Open Personal board; start Clockify on top Q1 Doing card; verify Insightful running",
"Execute the 1–3 cards in Q1 Doing and drag them to Q1 Done when finished",
"Copy ≤2 Ready ⏳ cards from Operations board and move to Q1 Doing",
"Progress row-level tasks directly in Ops Sheet; create a Personal card only when follow-up is required",
"Iterate Q1 ⇄ Ops loop; never exceed three cards in Q1 Doing",
"If blocked >15 min: label 🔴, move to Blocked, /alert 🔴 in Telegram; resume other work",
"At 17:00 run Inbox-Zero triage (clarify, limit Q1 To Do ≤3, backlog Q2, queue Q3, archive noise)",
"Invoke SOP-4 Daily Hygiene, send Telegram Digest, chase ✅ before next shift"
],
"outputs": [
"Q1 Done cards with time logs",
"Updated Ops Sheet rows",
"Clarified Q1/Q2/Q3 backlog for next day",
"Daily Hygiene evidence and digest"
],
"sla": "Full loop closes by 17:30 local; blockers cleared within 24 h.",
"controls": [
"Q1 Doing WIP cap enforced manually; Butler badge TBD",
"Butler auto-archives Q1 Done Monday 08:00",
"Telegram alerts for 🔴 Blockers"
],
"tools": [
"Personal & Operations Trello boards",
"Ops Google Sheet",
"Clockify timer",
"Insightful agent",
"Telegram"
],
"kpis": [
"Inbox-Zero before clock-out",
"Q1 Doing ≤3 cards",
"≥80% Q1 cards closed same day"
],
"risks": [
"WIP overflow hides priorities",
"Ops tasks left uncopied",
"Evening triage skipped"
],
"doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-1_Daily_Work-Cycle_v0.7.gdoc"
},
"insights": [
{
"note": "Narrative context: This SOP is the entry point of the whole Solo-Team OS—it harmonises personal Eisenhower planning with shared Operations work, while deferring evidence/compliance to the close-out subsystem. The AM-execute / PM-triage cadence preserves morning focus and ensures every day ends clean.",
"date": "2025-05-14"
},
{
"note": "Open question: Should we automate a Butler WIP badge to visualise the ≤3 Q1 limit or rely on operator discipline?",
"date": "2025-05-14"
}
],
"children": []
}
— End of SOP-1 v0.6
ASCII Diagram§
Here’s a compact ASCII flow that tracks every hop the operator makes during a normal day. (Everything inside the dashed box loops until 17 : 00.)
┌─────────────────────────────────────────────────────────────────────────────┐
│ 09:00 AM Kick-off │
│ ───────────────────────────────────────────────────────┐ │
│ • Open Personal Trello board │ │
│ • Start Clockify timer on top “Q1 Doing” card │ │
│ • Verify Insightful is recording │ │
└────────┬──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────────────┐ │
│ │ MAIN WORK LOOP (09:05 → 17:00) │ │
│ │ │ │
│ │ ┌───────────────┐ capacity? yes ┌───────────────┐ │ │
│ │ │ Q1 Doing ≤ 3? │───────────────┬──────│ Pull Ops card│ │ │
│ │ └────┬──────────┘ │ │ (Copy→My Bd) │ │ │
│ │ │no │ └────┬──────────┘ │ │
│ │ ▼ │ │ │ │
│ │ Work top card │ │ │ │
│ │ (focus, deliver, │ │ │ │
│ │ drag → Q1 Done) │ │ │ │
│ │ │ │ │ │ │
│ │ │ blocked > 15 min │ │ │ │
│ │ ├─────────────┐ │ │ │ │
│ │ ▼ ▼ │ │ │ │
│ │ 🔴 Label & Resume other │ │ │ │
│ │ /alert in Telegram work │ │ │ │
│ │ │ │ │ │
│ │ ┌────────────────────────────┐ │ │ │ │
│ │ │ Row-level task in Sheet? │ │ │ │ │
│ │ └──────────┬─────────────────┘ │ │ │ │
│ │ │yes │ │ │ │
│ │ ▼ │ │ │ │
│ │ Work directly in Sheet │ │ │ │
│ │ (add board card only │ │ │ │
│ │ if follow-up needed) │ │ │ │
│ │ │ │
│ └────────────────────────────────────────────────────────────┘ │
│ │
└───────────────────────────────────────────────────────────────────┘
▲
│ 17:00
┌─────────────────────────────────────────┴──────────────────────────────────┐
│ 17:00 PM Wrap-up – Inbox-Zero Triage │
│ • Clarify Inbox cards (rename, why, due) │
│ • Drag ≤ 3 → Q1 To Do for tomorrow │
│ • Backlog important → Q2 To Do │
│ • Queue follow-ups → Q3 │
│ • Archive noise; ensure Q1 Doing = 0 │
├────────────────────────────────────────────────────────────────────────────┤
│ Invoke **SOP-4 Daily Hygiene** │
│ • Export Clockify CSV · take screenshots · attach to Hygiene card │
│ • Move card → Waiting for Approval · send Daily Digest (/manager) │
│ • Chase ✅ before next shift │
└────────────────────────────────────────────────────────────────────────────┘
17:30 ✅ Day closed – go home
Reading hints§
- Bold boxes (Q1 Doing, Ops card pull, Sheet work) are the only places value is produced; everything else is guard-rail or admin.
- The dashed-line loop shows how the operator alternates between personal Q1 work and shared Ops work without ever busting the 3-card WIP cap.
- Telegram
/alert 🔴exits the loop temporarily but never stops the clock.
This mirrors every step and control in SOP-1 v0.7, so an operator (or auditor) can trace the day end-to-end at a glance.