How it works
Four weeks to the first colleague.
A fixed-price pilot, an agreed KPI and governance handed over at the end. On your side: a VM, one consent and a few hours of conversation.
-
Audit and server
We map processes with the managers, pick the first role by the hours it frees up, and prepare the VM on your infrastructure.
- Process map and candidate roles, ranked by hours freed
- KPI baseline for the first agent
- VM prepared and connected to Teams through a zero-trust tunnel
- Approval matrix: what is automatic, what needs one tap, what needs two
Who: your IT provides a VM and one M365 admin consent, once; managers give 1 to 2 hours of interviews; we do the rest
-
Chief of Staff in Teams
The first colleague joins. It manages access, licences and the announcement channel, and starts sending the daily brief.
- Chief of Staff installed for everyone in Teams
- Name and avatar theme chosen
- Daily brief at 08:30 in the management channel
- Worker information notice (Portuguese Lei 13/2023) delivered before go-live
Who: managers pick the theme and try talking to it; we install, configure and tune
-
First role agent
Hired by conversation, with the approval card in the manager's hands. From here on it does real work every day.
- Agent hired in the chat, with an approved charter
- Integrations with your tools (ERP, Redmine, invoicing…) built and documented
- First real tasks flowing through the agent, with approvals working
Who: a manager approves with a tap and gives instructions; we build the integrations and fix whatever comes up
-
KPI and hand-over
We measure against the baseline, train the managers and hand over the adopted governance.
- KPI report: before and after
- Manager training (2h): briefing, approving, what not to delegate
- Governance pack: policy, approval matrix, compliance records
- Operations runbook and documented hand-over
Who: managers review and decide what comes next; we train, document and hand over
Hiring by chat
How a colleague is hired, start to finish.
The manager describes the problem. The Chief of Staff asks the questions, drafts the charter, proposes a name and avatar and sends the card. Nothing starts without the tap.
I can. To draft the charter I need three things:
- Where does site status live? (Redmine, Planner, Excel, email…)
- Who receives the summary and at what time?
- Is there anything the colleague should never do on its own?
Charter ready. Summary:
- Reads Redmine and the sites mailbox; writes the weekly summary in 12 lines: delays, blockers, pending decisions.
- Answers follow-up questions in the channel.
- Never contacts clients — if needed, asks a person.
Within the "sea animals" theme, I propose the name Baleia (whale). Avatar generated — want to see another?
- Role
- Weekly site summary, Monday 08:00, leadership channel
- Tools
- Redmine (read), sites mailbox (read), Teams
- Never without approval
- Contacting clients
- Reports to
- Marta
After the pilot
The team grows by conversation. Operations are ours.
Managed operations, every month
- Platform updates and model changes, announced in the channel
- Watchdogs, healthchecks and daily backups
- Monthly usage and cost brief
- Monthly review with us: what went well, what to tune, which role comes next
Hiring the second, the third…
Your Chief of Staff hires every new colleague through the same flow: interview, charter, card, tap. We build any missing integrations and review the charter.
Retiring a colleague
Also by conversation: "retire Quote Builder". The Chief of Staff sends a card; on tap, the agent leaves Teams and its container stops. The charter and history are kept, in case you want to hire it again.
Adding a seat
A seat is a fixed model subscription that powers 3 to 5 agents. The Chief of Staff reviews usage every day and proposes when to add one — the decision is yours.
Requirements
What we need on your side.
We need
- A Microsoft 365 tenant with Teams
- A VM (4 vCPU / 8 GB, Ubuntu) on your infrastructure or private cloud
- Outbound HTTPS from that VM
- One M365 admin consent, once
- A responsible manager for each agent
We don't need
- A VPN into your network — only the outbound tunnel to Teams
- Domain admin or access to your accounts
- Credentials in the agents' hands — secrets stay in the server vault
- A new tool for the team to learn
FAQ
About the pilot.
How much of our time does it take?
In week 1, 1 to 2 hours of interviews per manager involved. After that, minutes a day: answering the agent, approving cards. The week-4 training takes 2 hours.
Do we need someone technical on our side?
Only for two things, once: creating the VM and giving the admin consent in Microsoft 365. No programming or server management needed — operations are ours.
What happens if the agent gets it wrong?
Everything with consequences goes through an approval card; the mistake stays in the draft, not at the client. What the agent did is in the log. We fix the charter and the agent learns the convention.
Can we start with a role other than the eight?
Yes. The eight are starting points. During the audit we pick the role that frees the most hours in your company, whatever it is.
What if it isn't working by day 30?
The pilot has a KPI agreed in week 1 and a review in week 4, measured against the baseline. If the result falls short, the review says why and what is missing. Continuing is your call: managed operations are monthly with no lock-in, and you keep everything that was installed.