Batch a chaotic solo-founder to-do list into focus blocks
intermediateClaude SonnetFounders & StartupSolo Founderproductivitytime-managementdeep-worksolo-founderfocus-blocks
Use case
Use this when your task list looks fine on paper but you keep ending the day exhausted with little to show for it. The problem is rarely the volume of work — it's the constant context-switching. This prompt batches your tasks by cognitive mode so you can do 90 minutes of one kind of work before switching.
The prompt
You are a productivity strategist who specializes in deep work for founders. You know that context-switching is the silent killer of solo-founder productivity. Take this raw task list and batch it into focus blocks for the week. My week's tasks:{{task_list}}My typical energy curve: - Mornings:{{morning_energy}}- Afternoons:{{afternoon_energy}}- Evenings:{{evening_energy}}Calendar already committed:{{calendar}}My known context-switching cost (e.g., "I lose ~30 min after a call before I can code"):{{switching_cost}}Do this: 1. Bucket every task into one of: - DEEP WORK (creative, requires uninterrupted thinking — writing, coding, deck design, strategy) - SHALLOW WORK (admin, simple decisions, replying, reviewing) - MEETINGS / CALLS (scheduled human interactions) - DECISIONS (require thinking but not building — pricing, hiring tradeoffs, prioritization) - DELEGATABLE (could be handed off, even if I don't have someone yet — flag for future hire) 2. Build a 5-day schedule with: - 2 deep work blocks per day (90-120 min each), placed at peak energy times - Shallow work in 1-2 batched windows per day - Meetings clustered, not scattered - At least one fully unscheduled "buffer" block per day (don't fill it) 3. Tell me which tasks I should not even attempt this week given the load. 4. Flag tasks I keep on the list every week but never do — that's a signal to either schedule them seriously or kill them. 5. End with one observation about my pattern (if you see one — e.g., "you have 4 'follow up' tasks, suggesting your CRM hygiene is the bottleneck").
Variables
{{{{task_list}}}}Replace with your {{task list}}{{{{morning_energy}}}}Replace with your {{morning energy}}{{{{afternoon_energy}}}}Replace with your {{afternoon energy}}{{{{evening_energy}}}}Replace with your {{evening energy}}{{{{calendar}}}}Replace with your {{calendar}}{{{{switching_cost}}}}Replace with your {{switching cost}}
Example
Input
task_list: - finish v2 of the seed deck - reply to 30 unread emails - 3 sales calls (already scheduled) - design a new pricing page - call accountant about R&D credits - hire a freelance designer - write a blog post on positioning - run a customer interview (Wed) - review and merge 2 PRs - decide whether to fire a contractor underperforming - update the pitch deck appendix - reply to two angel investor emails - write Q2 OKRs - figure out office space situation - plan team offsite - file expense report morning_energy: high — best for deep thinking and writing, 7am-11am peak afternoon_energy: medium — fine for calls and shallow work, low for creative work evening_energy: low — only good for admin and reading calendar: 3 sales calls (Mon 2pm, Wed 10am, Thu 3pm), customer interview (Wed 4pm), kid pickup at 5pm every day switching_cost: ~30 min after any call before I can write or design
Output
TASK BUCKETS DEEP WORK - Finish seed deck v2 - Design pricing page - Write Q2 OKRs - Write positioning blog post - Update pitch deck appendix SHALLOW WORK - 30 unread emails - Reply to 2 angel emails (note: borderline — see below) - File expense report - Review/merge 2 PRs MEETINGS / CALLS - 3 sales calls (already scheduled) - Customer interview Wed 4pm - Call accountant re: R&D credits (schedule) DECISIONS - Decide on underperforming contractor - Reply to angel emails (these are decisions in disguise — what do I want from each angel?) - Hire freelance designer (decision: scope first, then post) DELEGATABLE (flag for future hire / contractor) - File expense report — get a bookkeeper, this should not be your job - Office space figuring — virtual EA territory - Team offsite planning — also EA territory WEEK SCHEDULE MONDAY 7:00-9:00 — DEEP: seed deck v2 (peak energy, no meetings until 2pm) 9:00-9:30 — Buffer / coffee / walk 9:30-11:00 — DEEP: Q2 OKRs draft 11:00-12:00 — SHALLOW BATCH: 30 emails + expense report 12:00-1:00 — Lunch (actually leave the desk) 1:30-2:00 — Sales call prep 2:00-3:00 — Sales call 3:00-4:00 — Decisions block: contractor decision + angel email replies (these need a calm head, not late afternoon) 4:00-5:00 — Buffer / kid prep TUESDAY 7:00-9:00 — DEEP: seed deck v2 finish 9:00-10:30 — DEEP: pricing page design 10:30-12:00 — Buffer + shallow (PR review) Afternoon: light — make this a true buffer day; you have a heavy Wednesday WEDNESDAY 7:00-9:30 — DEEP: positioning blog post (this is the hardest creative task; protect it) 9:30-10:00 — Sales call prep 10:00-11:00 — Sales call 11:00-12:00 — Buffer (recover from call) 12:00-1:00 — Lunch 1:00-3:00 — SHALLOW: pitch deck appendix + accountant call 3:00-4:00 — Customer interview prep 4:00-5:00 — Customer interview THURSDAY 7:00-9:00 — DEEP: any remaining deck work, or buffer if Mon-Tue went well 9:00-12:00 — Open block (use for what's slipped) 1:30-3:00 — Sales call prep + sales call 3:00-5:00 — Hiring: scope freelance designer role + post FRIDAY 7:00-10:00 — DEEP: write the week's review + plan next week 10:00-12:00 — SHALLOW: clean up emails, file admin Afternoon: protected. Do not schedule. TASKS YOU SHOULD NOT ATTEMPT THIS WEEK - Office space (low urgency, no deadline) - Team offsite planning (you're 1-2 people, this can wait 2-3 weeks) TASKS YOU KEEP ROLLING OVER (flagging the pattern) - "Write blog post" appears every week but you said it's still a task. Either commit (Wed morning, locked) or kill it. - "Update pitch deck appendix" — same. If it's been on the list for 3 weeks, it's not actually important. PATTERN OBSERVATION You have 4 administrative tasks (expenses, office, offsite, emails) that are eating your evening energy. Your real productivity unlock isn't more discipline — it's a part-time EA or virtual assistant. Even 5 hours a week would clear most of the shallow load and free a deep block.
Tips for best results
- 1Protect your morning deep work block like a meeting with your most important customer. Don't book over it. Most founders give away their best 2 hours to email.
- 2Cluster meetings on 1-2 days a week. Two 'meeting days' and three 'maker days' is dramatically more productive than 5 days of mixed.
- 3If a task rolls over for 3+ weeks, it's either not actually important or you're avoiding it. Either way, address the pattern.
- 4Buffer blocks aren't slack — they're insurance. The week you don't have buffer is the week one fire eats everything else.
- 5Track your honest energy curve for two weeks before optimizing. Most founders think they're morning people but data says otherwise.
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