RightNow Tasks Product Requirements Document

Product Overview

Product Name: RightNow Tasks
Product Type: Capacity-first task management and productivity application
Mission: Prevent over-commitment through capacity-aware daily planning, helping users build realistic workloads and sustainable productivity habits through intelligent task curation.

Target Users

Primary Users

• Busy Professionals: Knowledge workers, entrepreneurs, and managers who need to juggle multiple projects and deadlines
• Students: College and graduate students managing coursework, assignments, and personal tasks
• Productivity Enthusiasts: Individuals who actively seek tools and methods to optimize their personal organization

Secondary Users

• Team Collaborators: Small teams and groups who need shared task management
• Habit Builders: Users focused on developing and maintaining positive habits
• Family Organizers: Individuals managing household tasks and family schedules

Core Value Proposition

RightNow Tasks transforms daily planning from aspirational to realistic through capacity-first thinking. The app prevents over-commitment by enforcing time constraints while providing sophisticated task curation tools including gamified backlog grooming and dynamic execution management that always answers “what should I do right now?”

Key Features

Capacity-First Planning Core

• Daily Capacity Setting: Set realistic available time with visual capacity management
• Capacity Enforcement: Prevent over-commitment by showing when capacity is exceeded
• Capacity Visualization: Real-time capacity bar showing committed vs. available time
• Task Duration Estimates: Required time estimates for all tasks with learning feedback
• Overflow Management: Clear indication of tasks that won’t fit in remaining time

Today (Daily Execution Interface)

• Current Task Prominence: “What should I do right now?” - clear next action display
• Reorderable Task Queue: Drag-and-drop reordering of today’s upcoming tasks
• Capacity-Aware Ordering: Visual indication of which tasks fit in remaining time
• Dynamic Capacity Updates: Real-time updates as tasks are completed or time passes
• Task Completion Workflow: Mark complete, provide actual time feedback, automatic progression

Backlog Management & Grooming

• Comprehensive Task Backlog: All tasks not assigned to today’s deck
• Grooming Games: Gamified backlog maintenance to keep tasks actionable
  • Priority Game: Swipe up/down for High/Low importance decisions
  • Duration Game: Swipe left/right for Under/Over time threshold sorting
  • Clarity Game: Swipe to identify tasks needing more detail or clarification
• Task Quality Maintenance: Systematic approach to keeping backlog clean and actionable
• Batch Processing: Efficient grooming sessions for multiple tasks

Intelligent Task Curation

• Swipe-to-Today: Add tasks from backlog to today’s task list with immediate capacity feedback
• Capacity Constraints: Cannot exceed daily capacity - protective guidance prevents over-commitment
• Smart Suggestions: Recommendations for tasks that fit remaining capacity
• Context-Aware Filtering: Show relevant tasks based on time, location, or other factors
• Tomorrow Planning: Easy migration of incomplete tasks to next day

Estimation & Learning System

• Preset Duration Selection: Quick duration assignment from 15min, 30min, 45min, 1hr presets
• Automatic Task Splitting: Easy creation of “Part 2/3/4” for work requiring more than 1 hour
• Estimation Feedback Loop: Compare estimated vs. actual time after task completion
• Pattern Recognition: Learn personal estimation biases and improve accuracy over time
• Capacity Learning: Understand realistic daily capacity based on historical completion data
• Productivity Insights: Analytics on planning accuracy and completion patterns

Cross-Platform Sync

• Universal Sync: Real-time synchronization across all devices
• Offline Access: Full functionality without internet connection
• Platform Coverage: iOS, Android, Windows, macOS, Web, and browser extensions

Revenue Model & Monetization

Freemium Strategy

RightNow Tasks operates on a value-first freemium model, providing core functionality free while offering advanced features through premium subscription.

Free Tier

• Core Capacity Planning: Daily capacity setting and visual capacity management
• Task Management: Unlimited task creation, backlog management, and basic grooming games
• Today Execution: Full “what should I do right now” interface with task ordering
• Local Storage: Complete offline functionality with local data persistence
• Basic Analytics: Simple completion tracking and estimation feedback
• Limited Cloud Sync: Basic cross-device synchronization with usage limits

Premium Tier - £8/month

• Unlimited Cloud Sync: Full cross-device synchronization without restrictions
• Priority Support: Direct access to customer support with faster response times
• Advanced Analytics: Detailed productivity insights, estimation accuracy trends, and capacity optimization recommendations
• Enhanced Grooming: Additional grooming games and batch processing tools
• Calendar Integration: Smart scheduling and calendar-based task recommendations (future feature)
• Team Collaboration: Shared capacity planning and team task visibility (future feature)
• Data Export: Full task history and analytics export capabilities

Monetization Principles

• Value-First Approach: Free tier provides genuine value and complete core functionality
• Premium Enhancement: Paid features enhance rather than replace free functionality
• Transparent Pricing: Clear distinction between free and premium capabilities
• User Choice: No forced upgrades - premium features are genuinely optional enhancements
• Grandfathering Support: Ability to provide free access to early supporters and beta testers

Target Conversion

• Free User Validation: Users must find genuine value in free tier before considering premium
• Conversion Trigger: Premium features address power user needs (multi-device, analytics, collaboration)
• Sustainable Pricing: £8/month positioned as reasonable for productivity enhancement
• Trial Strategy: Free tier acts as extended trial with clear premium upgrade path

In-App Purchase Implementation

App Store Responsibilities (Automatic)

• Payment Processing: Credit card, PayPal, and other payment method handling
• Subscription Billing: Automatic recurring monthly charges and renewals
• Regional Pricing: Currency conversion and localized pricing tiers
• Tax Calculations: Sales tax, VAT, and regional tax compliance
• Refund Processing: Customer service and automated refund handling
• Account Management: Users can cancel/modify subscriptions through store settings

App Implementation Requirements

• SDK Integration: Flutter in_app_purchase package for Google Play Billing and Apple StoreKit
• Product Configuration: Set up subscription products in Google Play Console and App Store Connect
• Purchase Flow UI: “Upgrade to Premium” screens, pricing display, and purchase confirmation
• Feature Gating: Real-time subscription status checking to enable/disable premium features
• Purchase Event Handling: Process successful purchases, failures, cancellations, and edge cases
• Restore Purchases: Allow users to restore premium access on new devices or after reinstalls
• Subscription Status Management: Continuous validation of active subscription status
• Error Handling: Graceful handling of network issues, purchase failures, and subscription changes

Technical Integration

• SubscriptionService: Core service for managing subscription state and purchase flows
• PremiumGate Widget: UI component for protecting premium features with upgrade prompts
• Firebase Integration: Store subscription status for multi-device synchronization
• Offline Handling: Cache subscription status for offline feature access
• Testing Infrastructure: Debug modes and test subscription products for development

User Experience Requirements

Today (Primary Execution Screen)

• Current Task Display: Prominent “do this now” section with clear task details
• Upcoming Task Queue: Reorderable list of remaining tasks for today
• Capacity Visualization: Real-time display of time remaining vs. tasks remaining
• Overflow Indication: Clear visual separation of tasks that won’t fit in remaining time
• Quick Actions: Complete task, reorder queue, adjust estimates

Backlog (Task Management & Grooming)

• Complete Task Library: All tasks not currently in today’s task list
• Grooming Game Access: Quick entry to Priority, Duration, and Clarity games
• Add to Today: Swipe or tap to move tasks to today’s execution queue
• Task Creation: Primary location for new task entry and detailed editing
• Search & Filter: Find specific tasks or browse by criteria

Analytics & Insights

• Estimation Accuracy: Track improvement in time estimation over time
• Completion Patterns: Understand daily capacity and productivity rhythms
• Capacity Utilization: See how well daily planning matches actual completion
• Grooming Statistics: Track backlog maintenance and task quality metrics

Design Principles

• Ease of Use First: Minimize configuration screens and complex setup processes
• Execution Clarity: Always obvious what to do next and how tasks are prioritized
• Capacity Awareness: Constant visibility of time constraints and realistic planning
• Maintenance Gamification: Make backlog grooming engaging rather than tedious
• Learning-Oriented: Continuous feedback to improve planning skills over time

Usability Requirements

Frictionless Task Creation

• Search Bar Entry: Primary task creation through simple text input (similar to TickTick)
• Minimal Required Fields: Only task title required for initial creation
• Smart Defaults: Automatic assignment of reasonable defaults (30-minute duration, medium priority)
• Progressive Enhancement: Additional details available but not required upfront
• Quick Capture: Task creation should take less than 5 seconds for basic entries

Simplified Duration Management

• Preset Duration List: Quick selection from common time blocks
  • 15 minutes
  • 30 minutes
  • 45 minutes
  • 1 hour
• Maximum 1-Hour Rule: No single task can exceed 1 hour duration
• Automatic Task Splitting: Easy creation of “Part 2”, “Part 3”, “Part 4” for longer work
• One-Tap Duration: Duration setting should require only one tap/selection
• Visual Duration Cues: Clear visual indicators of time commitment without overwhelming interface

Configuration Minimization

• Zero Setup Required: App should be immediately usable without configuration screens
• Smart Capacity Detection: Learn user’s typical capacity through usage patterns rather than requiring manual setup
• Contextual Settings: Settings accessible when needed, never blocking primary workflows
• Reasonable Defaults: Every setting should have a sensible default that works for most users

Technical Requirements

Performance

• Sync Speed: Changes reflected across devices within 3 seconds
• App Launch: App opens and displays data within 2 seconds
• Search Response: Search results appear within 1 second
• Offline Capability: Full CRUD operations available offline

Data Management

• Local Storage: SQLite database for offline functionality
• Cloud Sync: RESTful API with conflict resolution
• Data Export: JSON and CSV export options
• Backup: Automatic daily backups with manual backup option

Security & Privacy

• Data Encryption: End-to-end encryption for sensitive data
• Authentication: Support for email, Google, and Apple sign-in
• GDPR Compliance: Full user data control and deletion rights
• Local-First: Core functionality works without account creation

Platform-Specific Features

Mobile (iOS/Android)

• Widget Support: Home screen widgets for quick task viewing
• Push Notifications: Smart reminders based on location and time
• Voice Entry: Siri/Google Assistant integration for hands-free task creation
• Camera Integration: Photo attachment and document scanning

Desktop (Windows/macOS)

• Menu Bar/System Tray: Quick access without opening main app
• Keyboard Shortcuts: Power user shortcuts for all major actions
• Global Quick Add: System-wide hotkey for instant task creation
• File Attachments: Drag and drop files directly onto tasks

Web Platform

• Full Feature Parity: Complete functionality matching native apps
• Browser Extensions: One-click task creation from any webpage
• Progressive Web App: Offline support and app-like experience
• Embed Widgets: Shareable task lists for websites

Success Metrics

User Engagement

• Daily Active Users: Target 70% of registered users active weekly
• Task Completion Rate: Average 65% of created tasks marked complete
• Session Duration: Average 5-8 minutes per session
• Feature Adoption: 80% of users utilize at least 3 core features

Business Metrics

• User Retention: 85% 7-day retention, 60% 30-day retention
• Premium Conversion: 8-12% conversion to paid plans
• Cross-Platform Usage: 40% of users active on 2+ platforms
• Support Tickets: < 2% of users submit support requests monthly

Quality Metrics

• App Store Rating: Maintain 4.5+ stars across all platforms
• Crash Rate: < 0.1% of sessions result in crashes
• Sync Reliability: 99.5% successful sync rate
• Performance: 95% of actions complete within target time

Competitive Differentiation

Key Differentiators

• Capacity-First Planning: Start with available time, then choose what fits (vs. aspiration-first planning)
• Protective Capacity Constraints: Prevent over-commitment through visual feedback and enforcement
• Gamified Backlog Grooming: Transform task maintenance from chore to engaging mini-games
• Dynamic Execution Interface: Smart “what’s next” with reorderable queue and capacity awareness
• Estimation Learning System: Continuous feedback loop to improve time estimation accuracy

Competitive Advantages

• Unique Capacity Enforcement: Only productivity app that actively prevents unrealistic daily planning
• Friction-Free Task Entry: Search bar simplicity with sophisticated capacity management underneath
• Simplified Duration Management: Preset time blocks with automatic task splitting eliminate duration complexity
• Zero-Setup Usability: Immediately productive without configuration screens or complex setup
• Sophisticated Execution Interface: Dynamic “what’s next” with intelligent task ordering and overflow management
• Gamified Maintenance: Transforms tedious backlog grooming into engaging, systematic task curation
• Learning-Oriented Design: Continuous estimation feedback creates better planners over time

Future Strategic Considerations

Real-World Complexity Integration

As RightNow Tasks matures beyond MVP, several real-world factors will need consideration to provide truly realistic capacity planning:

Time-Bound Interruptions

• Fixed Obligations: Meetings, appointments, medical schedules that reduce available capacity
• Recurring Life Tasks: Daily medicine at specific times, meal breaks, school pickups
• Commute & Travel: Transit time between locations and context switching penalties
• Personal Maintenance: Breaks, meals, personal care that consume daily capacity
• Emergency Buffers: Unexpected interruptions that affect planned work capacity

Capacity-Affecting Factors

• Meeting Fatigue: Back-to-back meetings reducing available “deep work” capacity
• Energy Cycles: Different task types requiring different mental energy levels
• Context Switching Penalties: Productivity loss when jumping between different work types
• Location Constraints: Home office vs. mobile work affecting task types and efficiency
• Collaboration Dependencies: Tasks requiring others’ availability impacting scheduling flexibility

Task Type Evolution

• Hard Deadlines (medicine at 10am) vs. Flexible Priorities (creative work)
• Interruptible Tasks (email processing) vs. Flow-State Work (coding, writing)
• High-Energy Tasks (strategic planning) vs. Low-Energy Tasks (administrative work)
• Location-Dependent Tasks (grocery shopping) vs. Location-Independent Tasks (writing)

Integration Strategy Options

Calendar Integration Approach

• Capacity Reduction: Automatically reduce available time based on calendar appointments
• Smart Scheduling: Suggest optimal times for tasks based on calendar gaps
• Meeting Buffer: Auto-add transition time between meetings
• Energy Awareness: Schedule high-energy tasks during optimal times

Reminder System Consideration

• Native Reminders: Build recurring task and reminder functionality into RightNow Tasks
• External Integration: Connect with existing reminder/calendar systems (Google Calendar, Apple Reminders)
• Hybrid Approach: Handle work tasks natively, integrate with personal reminder systems

Companion App Ecosystem

• RightNow Habits: Separate app for recurring personal tasks and habits
• RightNow Calendar: Calendar app designed around capacity awareness
• RightNow Teams: Collaborative capacity planning for small teams
• Integrated Suite: All features in unified platform vs. specialized focused apps

Strategic Decision Framework

Integration vs. Focus Trade-offs

• Benefit: More realistic capacity planning with comprehensive life integration
• Risk: Feature bloat and complexity that undermines core capacity-first value proposition
• Approach: Validate core concept thoroughly before expanding scope

Technical Architecture Implications

• API-First Design: Build with integration capabilities from the foundation
• Data Portability: Ensure user data can connect with external systems
• Plugin Architecture: Allow third-party integrations without core complexity
• Modular Development: Design features that can be separated into companion apps if needed

Long-Term Product Evolution

Phase 1: Core Validation (Current MVP)

Focus exclusively on capacity-first task planning without external integrations

Phase 2: Smart Integration

• Calendar import for capacity reduction
• Basic recurring task support
• Simple reminder notifications

Phase 3: Comprehensive Life Planning

• Advanced energy and context awareness
• Multi-app ecosystem or comprehensive platform decision
• Team and collaborative features

Phase 4: Intelligence & Automation

• Predictive capacity planning
• AI-powered task scheduling recommendations
• Advanced analytics and optimization

Decision Criteria for Future Features

Each potential expansion should be evaluated against:

• Core Value Alignment: Does it strengthen capacity-first planning?
• Complexity Cost: Does it compromise the simple, focused user experience?
• User Validation: Do validated users actually need this functionality?
• Technical Debt: Can it be implemented without architectural compromises?
• Competitive Advantage: Does it differentiate from generic productivity apps?

Note: These considerations inform long-term strategy but are explicitly excluded from MVP development to maintain focus on core capacity-first planning validation.