How we plan and track work

For the whole team. Status as of 22 October 2026.

TL;DR

• What's new: with Claude, anyone on the team can now keep plans in Git and tasks in Beads. Until recently that needed a developer.
• The problem: we have no shared process for planning and tracking. Tasks sit duplicated and stale across Asana, Beads and GitHub, so people keep their own lists.
• The proposal: one home for each kind of work, a short record for every initiative and project, a team plan every week or two, and Thursday 12:00 to 14:00 kept for fixing the system.
• Status: on trial since 19 October; review by 3 December.
• Your part: read the guide and ask your AI for your week.

The proposal in one picture

 HOW WE PLAN AND TRACK WORK

 ① THE RECORD
    one per initiative and project:
    owner · status · tracker;
    initiatives also: priority
    = what is true now
       │
       ├─▷ documents: Markdown in Git
       │
       └─▷ tasks: one tracker per
           kind of work, linked,
           never copied
             Media House → Asana
             operations, planning
               → Beads or GitHub
              │
              ▼
 ② YOUR WEEK
    your AI reads ① and the
    trackers; every line links
    its source, and the source wins

 ③ TEAM PLAN
    weekly or fortnightly
    Uriel and Rufus, Asdra deputy;
    sets which projects matter
    this week; initiative
    priority changes ──▷ ①

 ④ THURSDAY 12:00–14:00
    protected time to fix the
    system: clean-up, conventions,
    shared AI skills ──▷ ①

What to do

• Read the guide once, about ten minutes. It has the how-to.
• Give each task you create (at least the larger ones) an owner, a next action and a priority, in your team's tool. If you're not sure where it goes, ask Uriel for Media House work and me for everything else.
• Ask your AI for your week with the prompt in the guide, then open a link or two and check them.
• If you're on the Thursday invite, keep the slot free.
• If something here makes your work harder, tell Asdra, who is reviewing the open questions with the team by 30 October.

Nothing moves in bulk. Repositories that already use GitHub Issues keep them for the trial, and documents move from Google Drive into our repositories only when you next work on that project.

Why

The tools were never the whole problem. We never agreed processes for planning and tracking, and without them AI adds to the mess. In three meetings, 9 to 13 October, we traced it to four likely causes, each answered by one part of the picture:

• No rule for where each kind of thing goes: one home for each kind of work (①).
• Media House and operations in different tools, so nobody sees the whole: a weekly page for each person (②).
• Nobody owned planning, so priorities reached people late: a team plan by Uriel and me (③).
• Building the system while running everything else, so it gets squeezed: protected Thursday time (④).

A few details matter. Work that crosses teams has one owning record and a pointer in the other tool. New requests, including Sylvie's, go to Uriel. A deliverable can slip to protect the Thursday slot, because messy systems already cost us hours. We rejected, for now, having AI copy tasks between tools: it would only make duplicates faster. And Claude once gave a due date that wasn't in Asana, which is why the source always wins.

Where it stands (as of 22 October)

The trial has started, but most of it is still being set up. Uriel leads it. Uriel and I, with Asdra, are agreeing the line between the tools. The rule for work that crosses teams is due 29 October, and Uriel sets the trial's end date by 5 November. Asdra is sending the Thursday invite and leading the clean-up of task data. Fae, with Asdra, is working out what Sylvie and Valerie need from a weekly summary. Until the data is cleaned and the AI can read Asana for everyone's weekly page, that page will be rough. Initiative priorities are agreed but not yet written on the records. We review the trial by 3 December.

Still open

• The exact line between Asana and Beads/GitHub, whether operations work uses Beads or GitHub Issues, and which repository's Beads holds a task. Uriel's proposal is that public-facing and outside-collaborator work goes in Asana.
• Whether Asdra and Fae keep copying requests into Asana each week during the trial.
• Where meeting notes go, and how what's agreed in them becomes tasks.

Full list with owners in the project record.

More detail

• Project record and the guide, being trialled.
• Full analysis report and diagrams.
• How Asana and GitHub work together: Uriel's proposal.
• The project's tasks are in Beads under lip-tqk.