Purpose
Use the system to keep projects organized, keep reporting accurate, and escalate problems early. The agent should support work, not replace judgment.
- Ask the agent for clear, specific work.
- Use the right dashboard for your role.
- Keep the tracker current with real facts.
- Review drafts before anything goes out.
- Escalate issues early instead of letting them sit.
What this system includes
- Agent: project-management workflow assistant
- Dashboards: standard, executive, field-ops, and portfolio views
- Tracker workbook: risks, APs, daily updates, inventory, ports, checklist
- Draft emails: reusable, approval-first communications
- Project pack: the source of truth for each site
Executive / manager
Best dashboardExecutive dashboard and portfolio dashboard
Use for project health, leadership checkpoints, risk stack, and review of communication before release.
Project coordinator
Best dashboardStandard dashboard plus the tracker workbook
Use for deadlines, recurring obligations, risk management, weekly planning, and draft-email preparation.
Field lead / onsite employee
Best dashboardField-ops dashboard
Use for nightly checklist, photo shot list, AP validation, port logging, blockers, and escalation rules.
Standard workflow
| Step | What to do | Why it matters |
|---|---|---|
| 1 | Identify the project, phase, and exact help needed. | Clear inputs produce usable outputs. |
| 2 | Open the correct dashboard for your role. | Each view is built for a different level of detail. |
| 3 | Review current priorities, deadlines, and risks. | You should know the current pressure points before doing new work. |
| 4 | Ask the agent for one clear task. | Focused prompts reduce errors and rework. |
| 5 | Review dates, names, recipients, placeholders, and contradictions. | The system helps, but employees remain responsible for accuracy. |
| 6 | Approve, correct, save, or escalate. | Nothing external should move forward carelessly. |
Good prompts
Summarize what is due next for Site 2726.Draft today's daily update from these notes.Create a port request for GM2 port allocation.Review Wayne's latest email and update the risk log.Save this email as a draft instead of sending it.
Bad prompts
Handle everything.Fix the project.You know what to do.Send it.without confirming recipients and contentMark it done.before actual completion is verified
Always do
- Use the correct dashboard.
- Keep the tracker workbook current.
- Review outputs before acting.
- Escalate early when deadlines, ports, photos, inventory, or grounding are at risk.
- Refresh the portfolio dashboard after materially updating project packs.
Never do
- Never send external email without approval unless explicitly authorized.
- Never invent dates, quantities, or completion statuses.
- Never leave placeholders in final communications.
- Never hide blockers in private notes or memory.
- Never wait until closeout to clean up documentation.
Escalate immediately if
- Initial photo deadline is at risk
- Inventory cannot be completed within 24 hours
- Material shortages or backorders threaten progress
- AP locations do not match prints or field conditions
- Port allocation is blocking device turn-up
- Grounding depends on a trade that is not aligned
- OT approval documentation is missing
- Pharmacy, deli, signage, or construction dependencies are unclear