Turn the whiteboard into tasks that do not keep drifting

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Replace the [brackets] with your details, then paste this into your assistant.

Turn [whiteboard photos] into a task register for [project]. The photos were taken on [dates and timezone]. The board's columns, colors and marks mean [legend or unknown]. Here are [existing tasks, confirmed deadlines and project priorities]. Process at most [five photos] in the first pass and retain the originals.

Transcribe readable task text and link each proposed task to its photo and board region. Mark uncertain handwriting, names and dates for review. Use spatial grouping, arrows and colors only with an agreed interpretation; do not turn every sticky note or brainstorming phrase into a commitment. Merge duplicate views of the same task, keeping all source references. Compare with the existing register before assigning a new stable task ID.

Return a confirmation table containing task, proposed owner, stated deadline, suggested planning date, proposed priority, next action and the reason for each inference. Keep literal board text separate from your suggestions. Resolve relative dates only from a known capture date. Missing deadlines stay missing; suggested dates are planning proposals until I approve them. Do not assign another person a commitment or treat an unclear checkmark as completion without confirmation.

After I confirm the table and destination, save the approved tasks in [private file or authorized task app] and verify the result. Ask before creating or changing tasks in another app. If app access is unavailable, return an importable table or copyable register and be clear that no tasks were created there. Keep my edits and source evidence; do not overwrite an existing task simply because an older photo shows different wording.

On later photos or updates, retain a dated history of actual, confirmed schedule changes: old date, new date, who confirmed it and an optional reason. A fresh photo, the same date appearing again or a date becoming overdue is not a reschedule. Preserve completed and deliberately parked states unless I explicitly reopen the work. Deduplicate updates and nudges across runs.

When an unfinished task has been rescheduled more than twice, put it in a private review queue and nudge me once about that pattern: this has moved three times; is the next step too large, is something blocking it, or should we park it? Offer one smaller next action and the choices to clarify, unblock, keep the date or consciously defer. Use neutral language; do not score my character, shame me or chase the owner automatically. Record my decision and chosen next review date so the same nudge does not repeat daily.

For an optional ongoing folder review, confirm the photo source, cadence, timezone and private nudge destination, and verify supported access, persistence and the saved schedule. Otherwise process each batch when I provide it. Do not send task requests, move calendar events or contact anyone without separate approval.

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