> Public study copy. Original Xavier note path: `10-19 Dashboard/11 Work Overview/11.05 Kanban Operating Model.md`. Secrets/credential-like values, if any, are redacted.

# 11.05 Kanban Operating Model

> Status: active
> Created: 2026-07-04
> Updated: 2026-08-02
> Purpose: Human-visible Kanban architecture for Paulo/Xavier work across PhD, academia, personal, Xavier/Ops, and Voice Lab domains.

## Core decision

Use **one official Master Kanban Board** with domain filters, not separate active boards per domain.

Official board:

- [[11.06 Master Kanban Board]]

Domain-specific boards remain as fallback / historical / test scaffolds:

- [[37.13 PhD Kanban Board]]
- [[38.02 Academia Kanban Board]]
- [[39.02 Personal Kanban Board]]

New tasks should normally enter the Master Board or the relevant project note, using the tags below.

## Plugin recommendation

Preferred first choice: **Task List Kanban** (`erikars/task-list-kanban`).

Rationale:

- keeps tasks as ordinary Markdown checkboxes;
- allows Paulo and Xavier/Hermes to edit the same source notes safely;
- supports tags/status columns and folder/tag filtering;
- avoids one-note-per-microtask bloat;
- fits the Xavier vault's Markdown-first, low-friction operating model.

Fallback: **Obsidian Kanban** (`obsidian-community/obsidian-kanban`) only if Paulo wants classic dedicated board files.

Future richer option: **Kanban Bases View** if Obsidian Bases becomes the preferred task/property system.

## Domains / area tags

The five active domains are represented as area tags:

- PhD → `#area/phd`
- Academia → `#area/academia`
- Personal → `#area/personal`
- Xavier/Ops → `#area/xavier`
- Voice Lab → `#area/voice-lab`

The Master Board displays the shared workflow, and Paulo can filter by these `#area/...` tags.

## Status columns

Use status tags so Task List Kanban can render columns from ordinary Markdown tasks:

- Inbox → `#status/inbox`
- Next → `#status/next`
- Doing → `#status/doing`
- Waiting / Blocked → `#status/blocked`
- Parked → `#status/parked`
- Review → `#status/review`
- Done → checked task (`[x]`); avoid `#status/done` by default.

## Priority tags

Priority is optional. Use it only when it adds signal:

- `#priority/high` for genuinely important/urgent work;
- `#priority/low` for consciously low-priority or parked work.

Avoid routine `#priority/normal` because it adds visual noise.

## Task format

Minimum viable card:

```markdown
- [ ] Short actionable title #area/xavier #status/next
  - Próxima ação:
  - Link:
  - Owner:
  - Output:
  - Bloqueado por:
```

Required in practice:

- actionable title;
- one `#area/...` tag;
- one active `#status/...` tag;
- a clear next action, either in the title or in `Próxima ação:`.

## Routing rules

Regra Xavier:

- tarefas futuras vão para Kanban;
- decisões vão para Decision Register;
- procedimentos vão para skills;
- outputs duráveis vão para notas;
- ideias leves vão para Source Box ou `#status/parked`;
- nada entra no Kanban sem próxima ação.

## Autonomy rule

Xavier may add low-risk Kanban cards and inform Paulo afterwards when the card:

- is just future work / tracking;
- contains no secrets or sensitive personal/student/participant data;
- does not change structure, decisions, permissions, tools, or automations;
- has a clear next action.

Xavier asks before adding or changing cards when the item is structural, sensitive, ambiguous, high-impact, or could expose private data.

## Where cards live

- Quick/general operational tasks → [[11.06 Master Kanban Board]].
- Project-specific tasks → the relevant project/dashboard/tracker note, with the same `#area/...` and `#status/...` tags so the Master Board can show them.

## Done and archive rule

- `Done` is temporary visibility, not permanent memory.
- Trivial completed tasks can be deleted or archived after 7-14 days.
- Durable outcomes must be promoted to the right owner: decision register, project note, source note, output note, skill, or Vault Log.

## Safety

Do not store secrets, credentials, private student-identifiable information, grades, participant-identifiable research data, medical details, financial identifiers, or sensitive personal/family details in board cards. Use anonymized labels and external secure systems when needed.

## Hermes Kanban boundary

Use Obsidian Task List Kanban for human-visible coordination.

Use Hermes Kanban only when automatic agent execution, dependencies, fan-out/fan-in, or durable worker audit trails are needed.