What this template is for
Most people prepare for meetings at the last minute or not at all. This template builds meeting preparation into your task flow with recurring tasks at three different frequencies: daily, weekly, and monthly. Klara's algorithm handles the scheduling conflict between them so you always know which preparation matters most right now.
It works for anyone who attends regular meetings and wants to show up prepared without manually tracking what is due when.
Example tasks
| Task | Importance | Effort | Deadline | Recurrence |
|---|---|---|---|---|
| Prepare standup notes | 3 | Minutes | Today | Daily |
| Write weekly team update | 4 | Hours | Friday | Weekly |
| Review action items from last meeting | 4 | Hours | Monday | Weekly |
| Prepare monthly board presentation | 5 | Days | Last day of month | Monthly |
| Send meeting agenda 24 hours before | 3 | Minutes | Thursday | Weekly |
How Klara handles these tasks
The interaction between different recurrence frequencies is where this template gets interesting. On any given day, you might have daily, weekly, and monthly tasks all competing for attention. Klara resolves this without manual intervention.
Early in the month (e.g., the 5th): The monthly board presentation has a distant deadline. With days of work required but weeks of time remaining, urgency is low. It sits in "Maybe" or "Skip it." Your daily standup prep and the nearest weekly tasks dominate.
Mid-month (e.g., the 20th): The board presentation now has about 10 days left. With importance 5 and climbing urgency, it begins moving toward "Later" or even "Do now" depending on what else is in your project. Klara ranks it against all your tasks -- not just the ones in this template.
Last week of the month: The board presentation now requires days of work with only days remaining. Urgency is high. Combined with importance 5, it claims "Do now" over everything else. Klara is telling you: this task has significant effort and the deadline is close -- start now.
Meanwhile, the daily standup prep (importance 3, Minutes effort) appears each morning with a same-day deadline. It is a quick task, so despite the tight deadline there is no real time pressure. It briefly surfaces, you complete it in minutes, and it disappears until tomorrow. Over time, you build a visible streak of daily completions.
The weekly tasks create a mid-week rhythm. "Send meeting agenda" (Thursday deadline) and "Write weekly team update" (Friday deadline) cluster toward the end of the week. "Review action items" (Monday deadline) anchors the start. As Thursday approaches, the agenda task rises. On Friday, the team update takes priority.
You never need to manually sort by "daily first, then weekly, then monthly." Klara weighs deadline proximity, effort, and importance together and produces a single ranked order.
Tips for customizing
- Adjust the monthly task's effort level to match your actual preparation time. If your board presentation takes a full week of work, set effort to Weeks. The algorithm will surface it much earlier, giving you appropriate lead time.
- Add meeting-specific tasks as needed. A quarterly all-hands or an annual review can use the same pattern: set recurrence, effort, and importance, and let the algorithm position it.
- If you find the daily standup prep always landing in "Skip it," raise its importance to 4. This is a signal that your other tasks outrank it, and you may want to give it a boost if being prepared for standups matters to your team.