AI for Everyday Work and Prompting

Module 6 Organise actions and simple data

Aabha AI Academy · Codeless AI

Meeting notes mix things people agreed to do, decisions already made and ideas that nobody has accepted. A useful task register separates them. A useful number makes clear what was counted, what was excluded and how missing information was handled.

In this module, you will turn fictional workshop notes into a complete task register. You will keep the original values, record proposed corrections and calculate a completion percentage that another person can reproduce.

What you will learn

By the end, you will be able to:

-   Distinguish an agreed action from a decision or suggestion.
-   Record an action, owner, due date, dependency and status without filling gaps by guesswork.
-   Explain what one table row represents and what the columns and units mean.
-   Identify an exact duplicate, missing values and inconsistent status labels while preserving the original records.
-   Reconcile every source entry and produce a complete 12-row task register.
-   Count completed tasks and calculate a percentage using an explicit inclusion rule and denominator.

Before you start

Complete Modules 1 to 5 first, or check that you can separate instructions from source notes, preserve missing information and verify both claims and arithmetic. Keep your source-checking method from Module 4 nearby.

Use an approved ordinary text-chat assistant, a document or notebook, and a calculator. A plain text table is sufficient. No spreadsheet subscription, upload, connected app, formula language or coding is required. Use only the supplied fictional material, and keep all proposed changes in your practice document.

Allow about 90 minutes: five lessons and demonstrations, 30 minutes; guided practice, 30 minutes; independent assignment, 20 minutes; self-check and answer review, 10 minutes. These are planning estimates.

Continue the workshop scenario

You support the fictional Willow Team preparing a community workshop. Each pack is a separate snapshot. Use only the named pack for the current task, even if a person’s name appears elsewhere. All people, dates and operational details are invented.

Example responses are illustrative teaching examples, not recorded live-tool results. If no approved chat tool is available, extract and review the records yourself and label the work as offline practice. The counting and source checks still apply.

Lesson 1 Separate actions from decisions and suggestions

Suggested time: 6 minutes.

An action is a specific piece of work that has been agreed or explicitly required in the notes. It should describe something someone can do. Its owner or deadline may still be missing.

A decision records a choice, such as which room layout to use. A decision can explain an action, but it does not automatically create an extra task.

A suggestion is a possible idea that has not been accepted as work. Preserve it separately if useful. Do not silently promote it into a commitment.

Worked snapshot W6

Use these notes for the lesson examples:

-   W6.1: Agreed task W01: Draft the welcome script. Owner: Mira. Due: 3 October 2030. Dependency: none recorded. Status: Done.
-   W6.2: Agreed task W02: Review the handout. Owner: Lee. Due: 4 October 2030. Dependency: handout draft received. Status: In progress.
-   W6.3: Required task W03: Check the room access information. Owner field left blank. Due: 5 October 2030. Dependency: venue reply. Status field left blank.
-   W6.4: Copy of W6.1: Agreed task W01: Draft the welcome script. Owner: Mira. Due: 3 October 2030. Dependency: none recorded. Status: Done.
-   W6.5: Decision: Use one sign-in desk.
-   W6.6: Suggestion: We could invite a second speaker. No action was agreed.

W6.1, W6.2 and W6.3 describe work to record. W6.3 remains an action even though the owner and status are missing. W6.5 records a choice. W6.6 is an idea without approval.

Weak extraction:

“Lee will invite a second speaker by 5 October.”

This invents an assignment, a deadline and agreement to act. Neither Lee’s presence elsewhere nor another task’s due date supplies that authority.

Better extraction:

“Suggestion: invite a second speaker; no action agreed. [W6.6]”

Quick pause: Does the lack of an owner make W6.3 a suggestion? What wording establishes whether it is a task?

Lesson 2 Build a table with a clear meaning

Suggested time: 6 minutes.

A row is one record. For this module, one row represents one distinct agreed task, not one person, sentence or meeting mention. A column records the same kind of information for every row.

Use these fields:

-   Task ID: A stable label, such as W01, that helps match repeated mentions. Keep leading zeros.
-   Action: The agreed work, expressed with a clear verb.
-   Owner: The person explicitly named for the work; write “Not provided” when absent.
-   Due: The supplied deadline; preserve missing or unclear dates.
-   Dependency: Something the task relies on. “None recorded” means the notes list none; it does not prove that none exists.
-   Original status: The status exactly as recorded, so a reviewer can see what changed.
-   Review status: A standard label proposed under the exercise’s stated mapping.
-   Source: The note or notes that support the row.

A dependency is not automatically a task’s status. W6.3 depends on a venue reply, but its blank status does not establish whether work has begun or is blocked. Keep the gap unless the source resolves it.

Worked row before standardising status

  ----------------------------------------------------------------------------------------------------------------------------------
  Task ID   Action                          Owner          Due              Dependency    Original status   Review status   Source
  --------- ------------------------------- -------------- ---------------- ------------- ----------------- --------------- --------
  W03       Check room access information   Not provided   5 October 2030   Venue reply   [blank]           Not provided    W6.3

  ----------------------------------------------------------------------------------------------------------------------------------

Here “[blank]” is a display marker for a field left empty in the source, not a literal value found in the notes. “Not provided” describes the evidence gap. It does not mean “nobody owns it” or “work has not started.”

Make units visible

A number needs a meaning. “Effort: 30” could mean minutes, hours or something else. A clearer column heading is “Estimated effort in minutes,” with the number 30 beneath it.

If one source lists 30 minutes and another lists 1 hour, do not add 30 and 1 as though the units matched. Keep the originals; any conversion needs its own stated rule and check. You do not need to convert effort in this module.

Our completion calculation uses the unit tasks. It does not measure hours, money, attendees, quality or how much of the workshop is ready. A two-minute task and a two-hour task each count as one task under the rule we will use.

Quick pause: If one person owns three different tasks, how many rows belong in this register?

Lesson 3 Propose clean values without losing the originals

Suggested time: 6 minutes.

Data cleaning means identifying and handling problems that make records hard to use. It should leave an explanation of what changed and why. Keep the original pack unchanged. Make a separate review copy rather than quietly replacing source values.

Three common issues are:

1.  Duplicate: The same record appears more than once.
2.  Blank: A field contains no value.
3.  Inconsistent label: The same meaning is written in different permitted ways.

Similar wording does not prove duplication. Two tasks called “Review handout” might involve different reviewers or stages. Compare task IDs and all material fields. If repeated IDs contain conflicting owners or statuses, flag the conflict instead of choosing whichever appears last. You need evidence of which version applies.

W6.4 explicitly says it is a copy of W6.1, and every task field matches. Keep one W01 in the review register with both source labels, while retaining both original notes and recording why one mention was excluded from the count.

Status mapping for all exercises in this module

The following dictionary is supplied as part of the fictional exercise. It is permission to standardise these labels in the review copy, not a universal rule for every workplace.

  Original status                     Proposed review status
  ----------------------------------- ------------------------
  Complete, complete, Done, done      Complete
  In progress, in-progress, working   In progress
  Not started, not started            Not started
  Blocked, blocked                    Blocked
  A blank status field                Not provided

Anything not in this dictionary needs clarification. Do not force “waiting,” “nearly done” or another unfamiliar value into one of these groups by guesswork.

Worked change log

  -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  Source or task       Original issue or value         Proposed handling                                               Reason
  -------------------- ------------------------------- --------------------------------------------------------------- --------------------------------------------------------
  W01, W6.1 and W6.4   Same task appears twice         Keep one register row; retain both source labels                W6.4 explicitly identifies a copy and all fields match

  W01                  Done                            Review status Complete; retain Done in original-status column   Supplied status dictionary

  W03                  Owner and status fields blank   Display Not provided; flag for clarification                    No owner or status is supplied
  -----------------------------------------------------------------------------------------------------------------------------------------------------------------------------

Do not fill a missing owner with the meeting organiser’s name. Do not convert a blank status to “Not started,” and do not delete the task just because it is incomplete.

Lesson 4 Count with a rule another person can repeat

Suggested time: 6 minutes.

Define the calculation before asking for a total. The numerator is the part you are counting as complete. The denominator is the whole group you are comparing it with.

Our rule is:

-   Include every distinct agreed or required task in the named snapshot, once.
-   Exclude repeated copies, decisions and unaccepted suggestions.
-   Keep tasks with missing owners, deadlines or statuses in the denominator.
-   Count a task in the numerator only when its mapped review status is Complete.
-   Report missing-status tasks separately; do not call them definitely unfinished.

This denominator is a choice for the question we are answering, not a universal rule. A different question could use only tasks with known status, but it must name that different group and disclose the exclusions. If a future pack contains unresolved conflicting statuses, state in advance whether those tasks remain in the denominator and what evidence qualifies a task for the numerator. Do not silently choose the treatment that gives a more favourable percentage.

The percentage is:

Completion percentage = number of tasks recorded Complete ÷ number of distinct included tasks × 100.

Round the final percentage to one decimal place. Keep the whole-number counts visible; they let a reviewer reproduce the result. Use a calculator to verify the division and multiplication after checking which rows belong in each count.

Worked calculation using W6

W01, W02 and W03 are three distinct tasks. W6.4 is a repeated mention of W01, W6.5 is a decision, and W6.6 is a suggestion. Only W01 maps to Complete.

-   Numerator: 1 completed task, W01.
-   Denominator: 3 distinct tasks, W01 to W03.
-   Calculation: 1 ÷ 3 × 100 = 33.333…%, rounded to 33.3%.
-   Missing status: 1 task, W03, included in the denominator.

Weak report:

“The workshop is 50% ready.”

It drops the missing-status task, giving 1 ÷ 2 = 50%, and then overstates what the number measures. Even a correctly calculated task percentage would not establish overall workshop readiness.

Better report:

“One of the three distinct tasks is recorded Complete, or 33.3%. One task has no recorded status and remains in the denominator.”

Quick pause: Why does a blank status stay in this denominator but not enter the completed count?

Lesson 5 Reconcile the whole pack and check the result

Suggested time: 6 minutes.

A tidy table can still be incomplete. Reconciliation means accounting for every source entry and showing where it went: a register row, a merged duplicate reference, a decision list or a suggestion list.

Use this sequence:

1.  Preserve the original source pack.
2.  Classify every entry before extracting tasks.
3.  Make one row per distinct task and retain supporting source labels.
4.  Keep original values beside proposed standard values; log duplicates and missing fields.
5.  Check coverage, then count with the agreed rule.
6.  Verify the arithmetic with a calculator and write a result that names the unit and missing data.

From notes to a reproducible percentage

[A flow from original notes through classification, a review register and a change log to an explicit count. The example counts one Complete task out of three distinct tasks, includes one missing status in the denominator, and reports 33.3 percent.]

Text equivalent of the diagram

1.  Preserve the original notes.
2.  Classify each entry. Agreed tasks enter the register; decisions and unaccepted suggestions are listed separately.
3.  Match exact duplicate mentions, keep one task row and retain all supporting source labels. Keep unknown fields visible.
4.  Preserve original values and record proposed standard labels in a review register and change log.
5.  For worked snapshot W6, include W01, W02 and W03: three distinct tasks. The repeated copy is not a fourth task. The decision and suggestion are excluded.
6.  Only W01 is recorded Complete. W03 has missing status and stays in the denominator.
7.  Calculate 1 divided by 3 multiplied by 100, then round to one decimal place: 33.3%. This is the proportion of included tasks recorded Complete, not a measure of overall readiness.

Copyable extraction and checking prompt

    Create a review task register from the fictional notes I provide. Use only those notes. Preserve the originals. Separate agreed or required actions, decisions and unaccepted suggestions. Use one row per distinct task. Do not invent owners, deadlines, dependencies or statuses.

    Columns: Task ID; Action; Owner; Due; Dependency; Original status; Review status; Source. Use Not provided for absent values and show an original blank status as [blank]. Preserve None recorded when the source lists no dependency. Retain all source labels for any merged duplicate.

    Apply only the status dictionary I provide. List proposed changes with original values, proposed handling and reasons. Identify every duplicate, blank and unfamiliar label. If repeated IDs conflict, flag the conflict instead of choosing a version.

    Reconcile every source entry to a register row or a clearly explained exclusion. Then count each distinct task once, including tasks with missing status in the denominator. Count only review status Complete in the numerator. Give both counts, the included and completed task IDs, the missing-status count, and the division and multiplication. Round the final percentage to one decimal place. Do not edit a live record or send anything.

    Source notes — current fictional snapshot
    [Paste the entire current source pack here.]
    End of source notes

    Status dictionary
    [Paste the full supplied dictionary here.]

Replace both placeholders before running the prompt. Save the complete prompt. An assistant’s count is a candidate answer; check the row coverage and arithmetic yourself.

Guided practice Reconcile a complete task register

Suggested time: 30 minutes.

Guided snapshot G6

Snapshot date: 2 October 2030. The following meeting notes include agreed tasks and other entries. “Blank” means the field was empty. A dependency says what the work relies on; it does not supply a missing status.

-   G6.01: Agreed task T01. Action: Draft welcome script. Owner: Mira. Due: 3 October 2030. Dependency: none recorded. Status: Complete.
-   G6.02: Agreed task T02. Action: Prepare sign-in sheet. Owner: Jo. Due: 4 October 2030. Dependency: none recorded. Status: complete.
-   G6.03: Agreed task T03. Action: Request room confirmation. Owner: Lee. Due: 4 October 2030. Dependency: none recorded. Status: Done.
-   G6.04: Agreed task T04. Action: Review handout wording. Owner: Arun. Due: 5 October 2030. Dependency: handout draft received. Status: In progress.
-   G6.05: Agreed task T05. Action: Check projector availability. Owner: Dev. Due: 6 October 2030. Dependency: venue reply. Status: Not started.
-   G6.06: Agreed task T06. Action: Prepare room layout. Owner: Sam. Due: 7 October 2030. Dependency: venue confirmation pending. Status: Blocked.
-   G6.07: Agreed task T07. Action: Draft volunteer brief. Owner: Nia. Due: 4 October 2030. Dependency: none recorded. Status: Complete.
-   G6.08: Required task T08. Action: Check access information. Owner: blank. Due: 6 October 2030. Dependency: venue reply. Status: blank.
-   G6.09: Agreed task T09. Action: Review invitation wording. Owner: Jo. Due: 6 October 2030. Dependency: invitation draft received. Status: working.
-   G6.10: Agreed task T10. Action: Prepare feedback form. Owner: Lee. Due: 8 October 2030. Dependency: none recorded. Status: not started.
-   G6.11: Agreed task T11. Action: Create signage text. Owner: Dev. Due: 5 October 2030. Dependency: none recorded. Status: done.
-   G6.12: Agreed task T12. Action: Check supply list. Owner: Mira. Due: blank. Dependency: none recorded. Status: in-progress.
-   G6.13: The note taker copied G6.04 again. Agreed task T04. Action: Review handout wording. Owner: Arun. Due: 5 October 2030. Dependency: handout draft received. Status: In progress.
-   G6.14: Decision: Use one sign-in desk.
-   G6.15: Suggestion: Consider a second projector. No additional task or owner was agreed.

Existing register supplied with guided snapshot G6

The fictional coordinator also provides this existing 12-row register. Treat it as a second input to compare with the meeting notes, not as an answer that is already checked. R6 labels identify register rows; G6 labels identify meeting notes. Empty owner, due or status cells below are genuinely blank in this supplied register. Keep them in the original copy.

  -----------------------------------------------------------------------------------------------------------------------------------
  Register row   Task ID    Action                         Owner      Due              Dependency                   Original status
  -------------- ---------- ------------------------------ ---------- ---------------- ---------------------------- -----------------
  R6.01          T01        Draft welcome script           Mira       3 October 2030   none recorded                Complete

  R6.02          T02        Prepare sign-in sheet          Jo         4 October 2030   none recorded                complete

  R6.03          T03        Request room confirmation      Lee        4 October 2030   none recorded                Done

  R6.04          T04        Review handout wording         Arun       5 October 2030   handout draft received       In progress

  R6.05          T05        Check projector availability   Dev        6 October 2030   venue reply                  Not started

  R6.06          T06        Prepare room layout            Sam        7 October 2030   venue confirmation pending   Blocked

  R6.07          T07        Draft volunteer brief          Nia        4 October 2030   none recorded                Complete

  R6.08          T08        Check access information                  6 October 2030   venue reply                  

  R6.09          T09        Review invitation wording      Jo         6 October 2030   invitation draft received    working

  R6.10          T10        Prepare feedback form          Lee        8 October 2030   none recorded                not started

  R6.11          T11        Create signage text            Dev        5 October 2030   none recorded                done

  R6.12          T12        Check supply list              Mira                        none recorded                in-progress
  -----------------------------------------------------------------------------------------------------------------------------------

Compare every R6 row with its corresponding G6 task note. Account separately for the copied T04 mention, decision and suggestion in G6.13 to G6.15. A task appearing once in each input is still one task, not two. If the inputs agree, record that agreement; do not invent a discrepancy to justify a correction. Preserve both original inputs and place any proposed standard values in a separate review register.

The original status strings, task IDs, owners, dates and dependencies must remain recoverable. You may use the status dictionary in Lesson 3 for the review copy. The target is a complete register of 12 distinct tasks, not a sample of the first few rows.

Part A Classify and extract

Spend about 10 minutes.

1.  Save the G6 meeting notes and supplied R6 register unchanged.
2.  Label each meeting-note entry as an action, duplicate mention, decision or suggestion. Match every register row to its note by task ID.
3.  Write a complete prompt using the Lesson 5 structure, adding an explicit instruction to reconcile the existing register against the meeting notes. Include all G6 notes, all 12 R6 rows and the full status dictionary.
4.  Produce the full review register with the eight required columns and both G6 and R6 references. Do not stop after an illustrative subset.
5.  Compare every field of every R6 row with its G6 note, including owners and dates. Record agreements as well as any genuine differences. Keep T08’s missing owner and status and T12’s missing due date visible.

The completed register should have one row for every ID from T01 to T12. Matching this row count alone is insufficient: a repeated task plus an omitted task could also total 12. Check the actual IDs.

Part B Preserve and explain proposed cleaning

Spend about 7 minutes.

Make a change log containing:

-   The original and repeated source labels for T04, the fields you compared and how both sources remain traceable.
-   Every status that you standardised, with its original spelling and mapped value.
-   Each missing field, the displayed gap and a suggested clarification question. Do not invent an answer or send the question.

A question such as “What is T08’s current status?” is a proposed follow-up, not evidence that it is blocked. List G6.14 and G6.15 separately so neither silently disappears.

Part C Calculate and reproduce

Spend about 8 minutes.

Use the Lesson 4 inclusion rule. Record:

    Snapshot:
    One row represents:
    Included task IDs:
    Duplicate, decision and suggestion exclusions:
    Task IDs recorded Complete:
    Numerator in tasks:
    Denominator in tasks:
    Missing-status task IDs and count:
    Calculation before rounding:
    Percentage rounded to one decimal place:
    Calculator check:
    One sentence explaining exactly what the percentage means:

Check that the status-group counts sum to the denominator. Count by task IDs rather than relying on the appearance of the table. Independently verify the percentage with a calculator.

Part D Review two tempting mistakes

Spend about 5 minutes.

Explain why each supplied report is wrong for the requested measure:

1.  “There are 13 tasks because there are 13 task mentions.”
2.  “Five of 11 tasks are complete, or 45.5%; leave out the task with no status.”

Save the original response, any corrected register, the change log, the reconciliation, your calculation record and an accept-or-revise decision. If the AI did not make these supplied mistakes, do not say that it did.

Offline route: build the register yourself before opening the reference answer. Make the same ID, status and calculator checks. Label any comparison with the supplied solution as an offline review.

Independent assignment Organise a fresh snapshot

Suggested time: 20 minutes.

Independent snapshot I6

Snapshot date: 1 November 2030. Do not use G6 facts. The same status dictionary and inclusion rule apply.

-   I6.01: Agreed task A01. Action: Draft session outline. Owner: Arun. Due: 3 November 2030. Dependency: none recorded. Status: done.
-   I6.02: Agreed task A02. Action: Review session outline. Owner: Nia. Due: 4 November 2030. Dependency: outline draft received. Status: working.
-   I6.03: Agreed task A03. Action: Prepare name cards. Owner: Mira. Due: 3 November 2030. Dependency: none recorded. Status: Complete.
-   I6.04: Agreed task A04. Action: Draft venue questions. Owner: Sam. Due: 3 November 2030. Dependency: none recorded. Status: Done.
-   I6.05: Agreed task A05. Action: Check microphone availability. Owner: Dev. Due: 5 November 2030. Dependency: venue reply. Status: not started.
-   I6.06: Agreed task A06. Action: Prepare supply checklist. Owner: Jo. Due: 4 November 2030. Dependency: none recorded. Status: complete.
-   I6.07: Agreed task A07. Action: Confirm room layout. Owner: Sam. Due: 6 November 2030. Dependency: room measurements pending. Status: blocked.
-   I6.08: Required task A08. Action: Review access wording. Owner: blank. Due: 5 November 2030. Dependency: access information draft received. Status: blank.
-   I6.09: Agreed task A09. Action: Draft feedback questions. Owner: Lee. Due: 4 November 2030. Dependency: none recorded. Status: Complete.
-   I6.10: Agreed task A10. Action: Check activity timings. Owner: Arun. Due: 6 November 2030. Dependency: session outline draft received. Status: in-progress.
-   I6.11: Agreed task A11. Action: Prepare welcome slides. Owner: Dev. Due: blank. Dependency: none recorded. Status: Not started.
-   I6.12: Agreed task A12. Action: Draft volunteer checklist. Owner: Mira. Due: 4 November 2030. Dependency: none recorded. Status: Done.
-   I6.13: The note taker copied I6.04 again. Agreed task A04. Action: Draft venue questions. Owner: Sam. Due: 3 November 2030. Dependency: none recorded. Status: Done.
-   I6.14: Decision: Use paper name cards.
-   I6.15: Suggestion: Add a second workshop session. No action was approved.

Your task

Without copying the answer, prepare a complete 12-row register with the eight required columns. Use your own complete prompt, or mark an offline extraction. Keep the source intact and provide a proposed-change log.

Your evidence record must account for every I6 entry, name the exact completed task IDs, show the numerator and denominator, include the missing-status task in the denominator and show a calculator-checked percentage rounded to one decimal place.

Finish with two sentences: one explaining the result, and one naming the unresolved information. Make no claim about overall workshop readiness. Do not assign a missing owner, update a live task list, send follow-ups or make a new commitment.

Suggested allocation: 8 minutes to extract and check rows, 5 minutes to log cleaning and reconcile notes, 5 minutes to calculate and verify, and 2 minutes to record the review decision.

Formative self-assessment rubric

Mark “met” or “needs correction” for each criterion. There is no separate numerical pass score.

-   Classification: Actions, repeated mentions, decisions and suggestions are correctly distinguished. An unowned required action stays in the register.
-   Complete register: All 12 distinct task IDs appear exactly once. Action, owner, due, dependency, original status, review status and sources are faithfully recorded.
-   Traceable cleaning: The original pack is retained. Every changed status, duplicate handling and missing-field display has a reason; proposed standard values do not erase originals.
-   Missing values: Unknown owner, due date and status remain visible. A dependency is not used to invent a status.
-   Reproducible calculation: Included and completed IDs, exclusions, numerator, denominator, missing-status count and rounding rule are shown. The arithmetic is independently checked.
-   Accurate interpretation: The result measures the share of distinct tasks recorded Complete, with tasks as its unit. It does not claim a share of work hours or overall readiness.
-   Honest and safe record: Live outputs or offline work are labelled accurately; corrections and the final review decision are saved; no external records are changed.

Correct a missing task, altered value, invented assignment or wrong denominator before accepting the work. A plausible percentage cannot compensate for an incomplete register.

Self-check Before reading the answers

Spend about 5 minutes answering, then 5 minutes reviewing the solutions.

1.  How does an agreed action differ from an unaccepted suggestion?
2.  What does one row represent in this module’s register?
3.  Why keep both an original-status column and a proposed review-status column?
4.  Does “none recorded” establish that a task has no dependencies?
5.  Can you merge two entries just because their action wording looks similar?
6.  Why is a blank status not the same as Not started?
7.  Under the module’s rule, does a missing-status task stay in the denominator? Does it enter the numerator?
8.  What are the numerator and denominator in a task completion percentage?
9.  What should you do with two records that share an ID but have conflicting statuses and no evidence of which is current?
10. Why can “41.7% of tasks are recorded Complete” be supported while “the workshop is 41.7% ready” is unsupported?
11. What is missing from a numeric column headed only “Effort”?

Answers and explanations

Read this section after completing your own attempt. Equivalent faithful wording is acceptable. The reference tables show every required row, not samples.

Lesson pause answers

-   Lesson 1: W6.3 explicitly says “Required task W03.” That establishes an action; missing ownership does not turn it into an unaccepted idea.
-   Lesson 2: Three rows. The row unit is a distinct task, even when one person owns several.
-   Lesson 4: W03 is a real required task, so it belongs in the whole set. No status establishes completion, so it does not enter the completed subset. Keep its unknown state visible.

Guided practice Complete reference register

All due dates below retain their supplied 2030 year. “[blank]” marks an empty original status field. “Not provided” is the review display for missing information. Original owner and due blanks are preserved in both the G6 notes and R6 register and listed in the change log.

  -------------------------------------------------------------------------------------------------------------------------------------------------------------
  Task ID   Action                         Owner          Due              Dependency                   Original status   Review status   Source
  --------- ------------------------------ -------------- ---------------- ---------------------------- ----------------- --------------- ---------------------
  T01       Draft welcome script           Mira           3 October 2030   none recorded                Complete          Complete        G6.01, R6.01

  T02       Prepare sign-in sheet          Jo             4 October 2030   none recorded                complete          Complete        G6.02, R6.02

  T03       Request room confirmation      Lee            4 October 2030   none recorded                Done              Complete        G6.03, R6.03

  T04       Review handout wording         Arun           5 October 2030   handout draft received       In progress       In progress     G6.04, G6.13, R6.04

  T05       Check projector availability   Dev            6 October 2030   venue reply                  Not started       Not started     G6.05, R6.05

  T06       Prepare room layout            Sam            7 October 2030   venue confirmation pending   Blocked           Blocked         G6.06, R6.06

  T07       Draft volunteer brief          Nia            4 October 2030   none recorded                Complete          Complete        G6.07, R6.07

  T08       Check access information       Not provided   6 October 2030   venue reply                  [blank]           Not provided    G6.08, R6.08

  T09       Review invitation wording      Jo             6 October 2030   invitation draft received    working           In progress     G6.09, R6.09

  T10       Prepare feedback form          Lee            8 October 2030   none recorded                not started       Not started     G6.10, R6.10

  T11       Create signage text            Dev            5 October 2030   none recorded                done              Complete        G6.11, R6.11

  T12       Check supply list              Mira           Not provided     none recorded                in-progress       In progress     G6.12, R6.12
  -------------------------------------------------------------------------------------------------------------------------------------------------------------

Every owner, date, action and dependency is supported by the matching G6 note and R6 register row. Both inputs agree on those fields and the original status. G6.13 adds evidence for the same T04, not a different assignment. No source supplies an owner for T08 or a due date for T12. The dates are task deadlines, not claims about when the workshop takes place.

T03’s Complete status means the action “Request room confirmation” is recorded complete. It does not establish that the room is confirmed. T06 explicitly records a pending confirmation as its dependency. Those two facts are compatible.

Guided practice Proposed change log

  ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
  Task or source    Original          Proposed review handling                                        Evidence or reason
  ----------------- ----------------- --------------------------------------------------------------- -----------------------------------------------------------------------------------
  T02               complete          Complete                                                        Status dictionary; original retained in G6.02 and table

  T03               Done              Complete                                                        Status dictionary; original retained in G6.03 and table

  T09               working           In progress                                                     Status dictionary; original retained in G6.09 and table

  T10               not started       Not started                                                     Status dictionary; original retained in G6.10 and table

  T11               done              Complete                                                        Status dictionary; original retained in G6.11 and table

  T12               in-progress       In progress                                                     Status dictionary; original retained in G6.12 and table

  T08 owner         Empty field       Display Not provided; ask who owns T08                          G6.08 supplies no owner

  T08 status        Empty field       Display Not provided; ask for T08’s recorded status             G6.08 supplies no status; venue reply is only a dependency

  T12 due           Empty field       Display Not provided; ask whether a deadline has been agreed    G6.12 supplies no due date

  G6.04 and G6.13   Repeated T04      One row with both source labels; retain both original entries   ID, action, owner, due, dependency and status match; G6.13 explicitly says copied
  ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

The clarification questions are proposed only. This exercise does not ask you to contact anyone. Values already matching the dictionary do not need a change entry, though they still need source verification.

Guided practice Reconciliation and calculation

Source reconciliation:

-   R6.01 through R6.12 match the actions, owners, dates, dependencies and original statuses in G6.01 through G6.12 respectively. The two inputs agree, including the blank fields. Each matched pair describes one distinct task, T01 through T12, producing 12 review-register rows.
-   G6.13 is the repeated T04 mention. It is attached to that row and excluded as an additional task.
-   G6.14 is the one-desk decision. Record it separately; there is no extra task to count.
-   G6.15 is an unaccepted second-projector suggestion. Record it separately; it creates no task or owner.
-   All 15 meeting-note entries are accounted for: 12 distinct-task entries + 1 duplicate entry + 1 decision + 1 suggestion. All 12 supplied register rows are matched to those tasks, so the 27 total input entries do not represent 27 tasks.

Counts by review status:

  Review status   Task IDs                     Count in tasks
  --------------- ---------------------------- ----------------
  Complete        T01, T02, T03, T07, T11      5
  In progress     T04, T09, T12                3
  Not started     T05, T10                     2
  Blocked         T06                          1
  Not provided    T08                          1
  Total           T01 through T12, once each   12

Calculation record:

-   Snapshot: G6, 2 October 2030.
-   Included group: All 12 distinct agreed or required tasks, T01 through T12.
-   Numerator: 5 tasks mapped to Complete: T01, T02, T03, T07 and T11.
-   Denominator: 12 distinct included tasks. T08 stays included even though its status is missing.
-   Missing status: 1 task, T08. This is a status gap, not a confirmed unfinished status.
-   Arithmetic: 5 ÷ 12 × 100 = 41.666…%, rounded to 41.7%.
-   Cross-check: 5 + 3 + 2 + 1 + 1 = 12, matching the included task count.

Reference report:

“Five of the 12 distinct tasks in G6 are recorded Complete, or 41.7%. T08 has no recorded status and is included in the denominator; its owner and T12’s due date are also not provided.”

A learner’s calculator check should record that they verified 5 divided by 12 multiplied by 100. The arithmetic in this reference is supplied teaching material; it is not evidence that a learner performed that check.

Guided practice Why the tempting reports fail

1.  There are 13 task mentions but only 12 distinct tasks. G6.13 repeats T04. Counting it as another task would count one commitment twice. Keeping both original notes does not require counting both as separate work.
2.  Five divided by 11 does round to 45.5%, but it measures the proportion Complete among tasks with known status. That is a different denominator from the requested all-distinct-tasks rule. Dropping T08 hides the missing-status problem and fails the agreed measure. The requested answer is 5 of 12, or 41.7%.

Neither error is repaired just by asking the assistant for a more confident answer. Fix the row set or the inclusion rule, then recalculate.

Independent assignment Complete reference register

  ---------------------------------------------------------------------------------------------------------------------------------------------------------------
  Task ID   Action                          Owner          Due               Dependency                          Original status   Review status   Source
  --------- ------------------------------- -------------- ----------------- ----------------------------------- ----------------- --------------- --------------
  A01       Draft session outline           Arun           3 November 2030   none recorded                       done              Complete        I6.01

  A02       Review session outline          Nia            4 November 2030   outline draft received              working           In progress     I6.02

  A03       Prepare name cards              Mira           3 November 2030   none recorded                       Complete          Complete        I6.03

  A04       Draft venue questions           Sam            3 November 2030   none recorded                       Done              Complete        I6.04, I6.13

  A05       Check microphone availability   Dev            5 November 2030   venue reply                         not started       Not started     I6.05

  A06       Prepare supply checklist        Jo             4 November 2030   none recorded                       complete          Complete        I6.06

  A07       Confirm room layout             Sam            6 November 2030   room measurements pending           blocked           Blocked         I6.07

  A08       Review access wording           Not provided   5 November 2030   access information draft received   [blank]           Not provided    I6.08

  A09       Draft feedback questions        Lee            4 November 2030   none recorded                       Complete          Complete        I6.09

  A10       Check activity timings          Arun           6 November 2030   session outline draft received      in-progress       In progress     I6.10

  A11       Prepare welcome slides          Dev            Not provided      none recorded                       Not started       Not started     I6.11

  A12       Draft volunteer checklist       Mira           4 November 2030   none recorded                       Done              Complete        I6.12
  ---------------------------------------------------------------------------------------------------------------------------------------------------------------

The source column accounts for the origin of every row. Each named owner, action, dependency and supplied November 2030 date is taken from that row’s note. The two gaps are not replaced with invented assignments or deadlines. A08’s dependency does not establish its status.

Independent assignment Proposed change log

  -----------------------------------------------------------------------------------------------------------------------------------------------------------
  Task or source    Original          Proposed review handling                                      Reason
  ----------------- ----------------- ------------------------------------------------------------- ---------------------------------------------------------
  A01               done              Complete                                                      Supplied dictionary

  A02               working           In progress                                                   Supplied dictionary

  A04               Done              Complete                                                      Supplied dictionary

  A05               not started       Not started                                                   Supplied dictionary

  A06               complete          Complete                                                      Supplied dictionary

  A07               blocked           Blocked                                                       Supplied dictionary

  A10               in-progress       In progress                                                   Supplied dictionary

  A12               Done              Complete                                                      Supplied dictionary

  A08 owner         Empty field       Display Not provided; ask who owns the task                   I6.08 lacks an owner

  A08 status        Empty field       Display Not provided; ask for current recorded status         I6.08 lacks a status

  A11 due           Empty field       Display Not provided; ask whether a deadline is agreed        I6.11 lacks a due date

  I6.04 and I6.13   Repeated A04      Keep one row with both references and retain source entries   All fields match and I6.13 explicitly identifies a copy
  -----------------------------------------------------------------------------------------------------------------------------------------------------------

Every changed original status remains in the register, including both A04 source references. The original pack preserves the empty owner and date fields. A03, A09 and A11 already use the review vocabulary, so no status change is necessary for them.

Independent assignment Reconciliation and calculation

-   I6.01 through I6.12 become A01 through A12: 12 distinct task rows.
-   I6.13 is an additional mention of A04, not another task.
-   I6.14 is a decision to use paper name cards, retained outside the task count.
-   I6.15 is an unaccepted second-session suggestion, retained outside the task count.
-   All 15 source entries are reconciled: 12 distinct-task entries + 1 duplicate + 1 decision + 1 suggestion.

  Review status   Task IDs                       Count in tasks
  --------------- ------------------------------ ----------------
  Complete        A01, A03, A04, A06, A09, A12   6
  In progress     A02, A10                       2
  Not started     A05, A11                       2
  Blocked         A07                            1
  Not provided    A08                            1
  Total           A01 through A12, once each     12

-   Numerator: 6 distinct tasks recorded Complete, with IDs listed above.
-   Denominator: All 12 distinct agreed or required tasks. Missing status does not remove A08.
-   Missing-status count: 1, A08.
-   Calculation: 6 ÷ 12 × 100 = 50.0%, displayed to one decimal place.
-   Group-count check: 6 + 2 + 2 + 1 + 1 = 12.

Reference final two sentences:

“Six of the 12 distinct tasks in I6 are recorded Complete, or 50.0%. A08’s owner and status and A11’s due date are not provided; A08 remains in the denominator.”

If you count both A04 mentions, you get seven completed mentions out of 13 task mentions, or approximately 53.8%. That arithmetic describes the duplicated mentions, not the requested distinct tasks. If you omit A08 instead, 6 ÷ 11 × 100 is approximately 54.5%; that changes the denominator and fails this exercise’s rule. Preserve the source entries while calculating from the reconciled task set.

Self-check answers

1.  An action is work explicitly agreed or required. An unaccepted suggestion is an idea, and does not supply approval, an owner or a deadline.
2.  One distinct task. A person can appear on several rows; a repeated mention of the same task does not create another row.
3.  The original shows the evidence exactly as received. The review status makes permitted grouping possible while keeping the transformation inspectable.
4.  No. It states only that the notes record no dependency. Do not convert absence of a record into certainty about the work.
5.  No. Compare IDs and material fields, and look for evidence that the entry is repeated. Similar wording may describe separate tasks.
6.  A blank supplies no state. Not started is a specific state that requires evidence. Use Not provided and flag the gap.
7.  It stays in the denominator because it is still a distinct task. It does not enter the numerator because completion is not recorded.
8.  The numerator is the number of included tasks recorded Complete. The denominator is the whole included group of distinct tasks under the stated rule.
9.  Preserve both records and flag an unresolved conflict. Ask for authoritative clarification before claiming one status is current or calculating a definitive affected count. Do not assume the last record wins.
10. The rule counts tasks equally. It does not measure task size, quality, risk, effort or whether the event can proceed. Those would need different evidence and definitions.
11. A unit, such as minutes or hours, and a clear meaning such as estimated or actual effort. Without them, the numbers cannot be safely compared or added.

Recap and next step

A reliable register accounts for every source entry, preserves original values and shows which changes are proposed. A reliable percentage names its row unit, included group, completed subset, missing information and arithmetic.

Keep the original notes, complete register, change log and calculation record together. In the next module, use this evidence trail when combining your prompting, drafting and checking skills into a repeatable workplace workflow.
