Task hygiene + naming cleanup SOP (1 page)

Goal

Keep tasks.json usable by preventing column:"inbox" sprawl and making tasks searchable + sortable.

Naming pattern (task title)

Use: <LANE/PROJECT>: <Verb> <Object> — <Qualifier>

• Examples:
  • GROWIQ: Draft 1-page offer — v1
  • EQT: Audit GHL pipelines — punchlist
  • CLIENT DEMO: Deliver final — Dropbox link (client name prefix)

Rules:

• Start with the lane/project keyword (ALL CAPS short code) so sorting clusters.
• Start with a verb: Draft / Build / Audit / Ship / Fix / Decide / Review.
• Use — for qualifiers (version, date, week-of).

Notes field (notes)

• First line: outcome definition (what “done” means).
• Then: constraints + links.
• If waiting on someone: include “BLOCKED BY: <name/thing>”.

Tags usage (tags)

Keep tags few and consistent.

Recommended tag families:

• type: ops, build, content, research, client
• lane: growiq, eqt, envotrades, replit, ghl
• state: blocked, waiting-on-theo, needs-approval

Avoid:

• Duplicative tags that restate the column.
• One-off tags that appear once.

Column policy (what moves where)

Columns: inbox / today / doing / waiting / done

• inbox (intake only)

  • Anything new lands here.
  • Must be cleared daily (no task should sit here > 7 days).

• today (committed for today)

  • 1–5 tasks max.
  • If it’s big, split into a smaller “today” slice.

• doing (actively being worked)

  • Hard cap: 1–3 tasks per agent.
  • Anything not touched in 48h gets moved back to today (if still current) or waiting (if blocked).

• waiting (blocked / external dependency)

  • Must state the blocker in notes.
  • Review every sweep; if unblocked, move to today.

• done (completed)

  • Keep, don’t delete.
  • Add a short “Shipped:” note + artifact link if applicable.

10-minute daily sweep checklist

1. Inbox triage (3 min)
   • Assign agentId (if missing), add 2–4 tags, rewrite title if unclear.
   • If actionable today → move to today; else move to waiting with a blocker.
2. WIP limit (2 min)
   • Ensure doing ≤ 3 per agent; demote extras to today.
3. Waiting review (3 min)
   • For each waiting item: confirm blocker still real; ping/ask offline as needed; otherwise move to today.
4. Done hygiene (2 min)
   • Add “Shipped:” line + link; confirm no open loops.

RECEIPT: runId: run_01c1da2e artifact: /Users/ENVOAI/.openclaw/workspace-theo/second-brain/brain/hq/agents/agt_admin/2026-02-26/ship-ready-run_01c1da2e.md