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How to Build a Personal AI Chief of Staff for Daily Triage

Create a custom AI application that connects to your calendar and email via APIs to help you strategically review your day, delegate tasks, and triage your inbox with brutally honest feedback.

From How I AI

How I AI: Webflow CPO Rachel Wolan's AI Chief of Staff & Org Adoption Playbook

with Claire Vo

How to Build a Personal AI Chief of Staff for Daily Triage

Tools Used

Claude

Anthropic AI assistant

Claude Code

Claude for coding tasks

Step-by-Step Guide

1

Connect Your Data Sources via API

Grant your application access to your work life by using official APIs. Connect to Google Calendar and Gmail, storing your authentication tokens securely in an .env file. Crucially, set read-only permissions for your calendar and limit Gmail access to reading, archiving, and drafting emails to maintain control.

2

Run a Daily Calendar Review Prompt

Each morning, run a prompt in your terminal using a tool like Claude Code to get a strategic overview of your schedule. This helps identify meetings that can be made asynchronous or delegated to team members.

Prompt:
Tell me about my day tomorrow. What can I delegate?
3

Program a 'Brutal Truth' Feedback Module

Instruct your AI agent to provide direct, unvarnished, data-driven feedback on how you're spending your time. The agent should analyze your calendar and tell you if you're focusing on lower-level tasks instead of high-impact strategic work.

Prompt:
The Brutal Truth: "You're operating as a senior PM, not a CPO. You're reviewing PRDs, approving scripts, and recording marketing videos... The only thing that will matter in six months is [a specific strategic conversation]."
4

Automate Email Triage

Apply the same AI logic to manage your inbox. Program the agent to ruthlessly archive newsletters and non-essential communications, highlight emails awaiting your response, and draft replies for recurring inquiries.

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