# Todoist Workflow — MC > Internal reference document for Lennert, Rabie, and Ibrahim. Last updated: May 2026 *** ## Overview This document defines how the AIESEC in Denmark Member Committee (MC) uses Todoist for task coordination. It covers the project structure, labelling system, priority conventions, saved filters, weekly rhythm, and the boundary between Todoist and Odoo CRM. The guiding principle is straightforward: **Todoist owns coordination. Odoo owns deals. LC Tracker owns accountability.** * Tasks that belong to a person or a process live in Todoist. * BD pipeline stages and deal records live in Odoo CRM. * LC commitments to MC are tracked in their own project, separate from internal MC work. If something can be tracked inside Odoo, it is not duplicated in Todoist. If something requires a decision or action from more than one MC team member, it belongs in Todoist. *** ## Project Structure The workspace contains four active projects and one archive folder. **Active projects:** | Project | Owner | Purpose | | -------------------- | ----------------------- | ------------------------------------------------ | | MC Team | Lennert, Rabie, Ibrahim | Primary workspace for all MC-level coordination | | BD & Partnerships | Rabie | Cross-functional BD tasks requiring MC input | | Finance & Governance | Ibrahim | Finance operations, compliance, and governance | | LC Tracker | Lennert | Accountability tracking for LC commitments to MC | **Archive:** All previous projects (MCP-AIESEC, HAFTA Weekly, OD Model, LC-Coaching, ALTIUS bombaclat, OH OH OGX, Claude Monet, AIESEC in CBS workspace, BoP Legislation, #UnstoppableRecruitment, p1 shortcut, POT7, Check-in / Check-out) are stored in the Archive folder. They are not deleted and remain accessible for reference. *** ## Projects ### 1. MC Team *Shared between Lennert, Rabie, and Ibrahim. The primary workspace for MC-level work.* | Section | What goes here | | ----------------------- | --------------------------------------------------------------------------------- | | Strategy & planning | Goals, OKRs, MC decisions, Nordic coordination | | Partners & stakeholders | ISIC, Alfa Laval, BOF comms, AIESEC Int'l actions | | BD coordination | Cross-functional BD tasks that cannot live in Odoo (see Odoo Integration section) | | Admin & finance | Budgets, invoices, CVR, formal reporting | | People & culture | MCVP selection, onboarding, team rhythm, volunteer management | **BD coordination** is intentionally sparse. Expect 3 to 6 tasks at most. If it grows beyond that, tasks that belong in Odoo are leaking in. A task belongs here only if it: * Involves someone other than Rabie (e.g. Ibrahim drafting an invoice template) * Requires a Country Manager decision before a deal can progress * Is a process-level task not attached to any single opportunity (e.g. updating the pitch deck for all outreach) ### 2. BD & Partnerships *Rabie-led. Houses BD tasks that require MC-level input or cross-functional action.* Tasks here are created only when an Odoo opportunity escalates to the point where MC needs to act. Day-to-day deal management stays in Odoo. See the Odoo CRM Integration section for the full boundary definition. ### 3. Finance & Governance *Ibrahim-led. Tracks financial operations, compliance tasks, and governance obligations.* This project runs on a recurring rhythm anchored by the weekly reconciliation task. All tasks here should carry at minimum the `@finance` label, and `@governance` where a legal or compliance dimension is present. ### 4. LC Tracker *MC-facing only. Tracks what LCs owe MC — not your own tasks.* | Section | What goes here | | ------------------ | --------------------------------------------- | | Copenhagen | Commitments from LC Copenhagen to MC | | Aarhus | Commitments from LC Aarhus to MC | | Odense | Commitments from LC Odense to MC | | Escalation backlog | Overdue, unresponsive, or at-risk commitments | **Key principle:** Tasks in LC Tracker represent commitments *from* LCs *to* MC: delivery deadlines, oGX APD numbers, conference attendance confirmations, loan agreement milestones. Tag all of them `@waiting` by default. The weekly review is a scan of what is overdue, not a personal to-do list. *** ## Labels Use labels to mark task type and urgency. Apply multiple labels when a task spans categories (e.g. `@finance @governance` for a CVR-related invoice). | Label | Apply when... | | ------------- | --------------------------------------------------------------------------------------------------------------------------------- | | `@waiting` | Task is blocked on someone else: an LC has not responded, a partner has not signed, Ibrahim is processing. Remove once unblocked. | | `@bd` | MC-level BD involvement is required. Rabie cannot resolve it alone. Do **not** use for tasks Rabie handles entirely in Odoo. | | `@finance` | Any task with a money implication: budgets, invoices, reimbursements, loan agreements. Ibrahim's primary filter. | | `@governance` | Legal, compliance, bylaws, CVR matters, or anything requiring formal BOF sign-off. Use alongside `@finance` if both apply. | | `@people` | Recruitment, MCVP selection, onboarding, volunteer management, or anything primarily about a person's role. | | `@event` | Any task tied to a specific event: Altius, Y2B, LC workshops, alumni events. Apply even to prep tasks months in advance. | | `@comms` | Content creation, social media, Slack announcements, newsletters, or any task whose output is a message or publication. | | `@urgent` | Needs action within 24 to 48 hours. Use sparingly. Combine with P1 priority and remove once urgency has passed. | *** ## Priorities | Priority | Use for | | -------- | ------------------------------------------------- | | P1 | Due today or tomorrow. Urgent and important. | | P2 | Due this week. Important but not on fire. | | P3 | On the radar. Needs doing but not time-pressured. | | P4 | Backlog / nice-to-have. Review monthly. | *** ## Saved Filters Pin these filters in your sidebar for daily and weekly use. | Filter name | Query | Use | | ----------------- | ------------------------------------------ | ----------------------------------- | | MC today | `assigned to: me & (today \| overdue)` | Morning check: what must I do today | | LC overdue | `project: LC Tracker & @waiting & overdue` | Weekly accountability scan | | BD actions | `project: MC Team & @bd` | MC-level BD items needing attention | | Ibrahim finance | `@finance & assigned to: Ibrahim` | Ibrahim's finance queue | | Urgent across all | `@urgent & (today \| overdue)` | Emergency triage | *** ## Weekly Rhythm ### Monday (30 to 40 min total) 1. **Odoo review (5 min):** Rabie walks through overdue activities and pipeline stage movements. Any deal requiring MC input generates one task in Todoist under *BD coordination*, tagged `@bd @waiting`. 2. **LC Tracker review (10 min):** Scan for overdue LC commitments. Follow up directly or escalate to the *Escalation backlog* section. 3. **MC Team review (15 min):** Move tasks into the week, assign owners and due dates, add anything new. Use board view. ### Mid-week (10 min solo) * Open the *MC today* filter. * Reschedule anything that has slipped. * Add notes in task comments. Do not create new tasks for sub-steps. ### Friday (20 min) * Close completed tasks. * Push non-urgent leftovers to next week. * Quick scan of the *Urgent across all* filter to confirm nothing is lingering. ### Daily (5 min) * Morning: check the *MC today* filter. * Evening: clear Today of anything that will not happen and reschedule. *** ## Odoo CRM Integration Odoo is the system of record for all BD pipeline work. Rabie manages opportunities, activities, and contact logs there day-to-day. **What lives in Odoo only:** * Individual deal stages and progression * Next-activity reminders on opportunities * Partner contact history and communication logs * Deal values and expected close dates **What comes into Todoist:** * A task is created in *BD coordination* only when an opportunity requires input from MC (a pricing decision, a contract clause approval, an Ibrahim finance action). * Tag it `@bd`, and also `@waiting` if it is blocked pending a partner response. * When the MC action is complete, close the Todoist task. The deal continues in Odoo. **Note on the `@bd` label:** It means *MC-level involvement required*, not "this is a BD task." If Rabie can handle it entirely in Odoo, it never enters Todoist. *** ## What Not to Track in Todoist | Do not put this in Todoist | Put it here instead | | ------------------------------------------------------------------ | ------------------------- | | Individual deal stages or pipeline movements | Odoo CRM kanban | | Partner contact history | Odoo CRM activity log | | LC-internal tasks (things LC presidents assign to their own teams) | LC's own tools | | Duplicate reminders for things already in Odoo activities | Odoo's built-in scheduler | *** ## Quick Reference ``` New task checklist: ✓ Assigned to one person ✓ Has a due date (or P3/P4 if truly open-ended) ✓ Tagged with at least one label ✓ Lives in the right project + section ✓ Is NOT something that belongs in Odoo ``` *** ## Contact | Role | Name | Email | | -------------------- | -------------- | -------------------------- | | Country Manager | Lennert Jessen | | | Business Development | Rabie Kaddar | | | Finance & Governance | Ibrahim | | --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://hubby.aiesec.dk/resources-and-tools/todoist-workflow-aiesec-dk.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.