Priority-to-task decomposition

When a Priority is created, Olga proposes a 4-8 task breakdown you iterate on and approve before anything is committed.

Phase 1

This is part of what RunOlga delivers in Phase 1.

A Priority is a 90-day objective. The work that gets it done lives in Tasks. Priority-to-task decomposition is how Olga turns a freshly created Priority into a proposed set of Tasks you shape and approve — the most significant Phase 1 capability, and the one that most directly differentiates RunOlga. It mirrors the way Anaya breaks a care plan down into shifts: take the larger commitment, propose the concrete work, let the owner correct it.

Olga proposes the breakdown. You decide what gets created.

The flow

The decomposition runs as a conversation, not a one-shot generation. It begins the moment a Priority exists and continues until you approve.

A Priority is created. Through conversational data entry, a Priority is captured with its outcome, its timeline, and the seats contributing to it.
Olga proposes 4-8 Tasks. She drafts the breakdown from the Priority's outcome, its timeline, and its contributing seats — enough Tasks to cover the work, few enough to stay legible.
You iterate. You accept, edit, reject, or counter-propose, across as many turns as it takes. Olga revises the proposal each time.
Approved Tasks are created. Only the Tasks you have explicitly approved are written to the Tasks record.

This is a proposal, not a plan Olga commits on her own. She prepares and surfaces the breakdown; the shape of the work — and the decision to create it — stays with you.

What each proposed Task includes

Every Task Olga proposes carries three pieces of context so you can judge it without leaving the conversation.

Field	What Olga proposes	Where it comes from
Suggested owner	A single contributing seat to carry the Task	Drawn from the seats already attached to the Priority
Estimated effort	A rough size for the work, in hours	Inferred from the Task's scope against the Priority's outcome
Suggested schedule	A target date to complete the Task by	Spaced across the Priority's 90-day timeline

These are starting points, not commitments. Owners, effort, and dates are all yours to change before anything is created.

How you respond

The proposal is fully editable. You have four moves, and you can mix them freely across turns until the breakdown is right.

Your move	What it does
Accept all	Approve the whole proposed set as-is, ready to create.
Edit individual Tasks	Change a Task's owner, effort, schedule, or wording while keeping the rest.
Reject specific Tasks	Drop Tasks that do not belong, leaving the others standing.
Counter-propose	Describe the breakdown you want and have Olga redraft from your direction.

Because the flow is multi-turn, you can edit a few Tasks, ask Olga to redraft the rest, drop one more, and only then approve. Nothing is created while you are still iterating.

What gets written, and when

Nothing is created without your approval

Olga writes Tasks only after you explicitly approve them. Up to that point the breakdown is a proposal in the conversation — editable, rejectable, and uncommitted. This is the same confirmation rule that governs every write Olga makes. See grounding and confirmation.

Once you approve, each Task is written to the Tasks record with the fields below.

Task
├─ priority_id         the Priority this Task was decomposed from
├─ assigned_seat_id    the contributing seat that owns the Task
├─ estimated_hours     the approved effort estimate
└─ scheduled_for_date  the date the Task is targeted to be done

The priority_id keeps every Task linked back to the Priority it serves, so the objective and its work stay connected.

An example

The dialogue below is illustrative. It shows the loop in miniature: Olga proposes, you edit, you approve.

You: I just added the priority to launch the new caregiver onboarding program by end of quarter.

Olga: Here is a first breakdown — 5 tasks across the quarter:

Draft the onboarding curriculum — Director of Care, ~8h, due in 3 weeks

Build the training materials — Director of Care, ~12h, due in 5 weeks

Set up the scheduling workflow — Operations Lead, ~6h, due in 6 weeks

Run a pilot cohort — Director of Care, ~10h, due in 9 weeks

Review and finalize — Operations Lead, ~4h, due in 12 weeks

Want to accept these, change any, or take a different cut?

You: Move the scheduling workflow to the Director of Care, and the pilot feels light — make it 16 hours.

Olga: Updated: 3. Set up the scheduling workflow — Director of Care, ~6h, due in 6 weeks 4. Run a pilot cohort — Director of Care, ~16h, due in 9 weeks

The other three are unchanged. Anything else, or should I create all five?

You: That's right — create them.

Olga: Done. Five tasks created under the caregiver onboarding priority, each linked back to it. You can see them on the Director of Care and Operations Lead seats.

Notice what Olga does and does not do: she proposes a breakdown and adjusts it on your word, but she never decides the work is right or creates it until you say so.

Priorities and Tasks — what a Priority is and how Tasks hang off it
Conversational data entry — how the Priority gets created in the first place
Grounding and confirmation — the confirmation-before-writes rule in full