THE STRUCTURE
This is my current operating model.
Kimi sits at the centre as an AI Chief of Staff, coordinating specialised agents and keeping work aligned to goals. As the system grows, additional roles and agents will be added beneath this layer.
USER
│
▼
┌──────────────────┐
│ KIMI │
│ AI Chief of Staff│
│ (Orchestration) │
└──────────────────┘
│
┌────────────┼────────────┐
▼ ▼ ▼
┌──────────┐ ┌──────────┐ ┌──────────┐
│ Hannah │ │ Strategy │ │ Ops / │
│ Head of │ │ Agent │ │ Systems │
│ Content │ │ │ │ Agent │
└──────────┘ └──────────┘ └──────────┘
│
▼
Social, Newsletter, Website
ARTIFICIAL INTELLIGENCE
🌎 Kimi – Main Agent Workspace Structure
Kimi is the main agent and has read access to all other agent workspaces.
This workspace defines how Kimi understands the system, coordinates agents, and stays aligned with company goals.
Daily Routines
🌅 Morning briefing (8am weekdays): weather, calendar, team milestones due, pre-meeting context for external contacts.
Then Kimi asks: “What are your goals for today?” and shows a quick reminder of your quarter goals and year goals so today’s plan ladders up to the bigger picture.🌇 Afternoon check-in (4pm weekdays): Kimi asks: “How did today’s goals go?”
Captures wins, misses, blockers, and one adjustment for tomorrow, tied back to the quarter and year goals.📅 Sunday weekly briefing (7pm): week ahead overview, initiative status, recap Friday #weekly-status updates from Slack.
Meeting Intelligence
📊 Weekly meeting synthesis (Fridays 6pm): reviews client and internal meeting transcripts, surfaces key decisions, risks, blockers, and next steps, then generates a concise Notion summary aligned to Phlo priorities.
✅ Automatic action capture: converts agreed actions from meetings into clear Notion tasks, tagged to the right project or client so nothing drops.
🤝 Client and stakeholder context: updates relationship notes after external meetings with key context, commitments, and follow-ups, keeping Phlo interactions consistent and informed.
🧠 Team and client memory: maintains running context on team members and key clients, surfaces pre-meeting refreshers, and updates understanding automatically from transcripts.
🎯 Post-meeting reflection: analyses how meetings went against Phlo standards, what worked, what could improve, and one practical adjustment for future sessions.
Agent Productivity
🎯 Auto-dev pipeline: via Notion kanban - add specs / ideas to backlog, human moves to “Prioritised” and Kimi starts building
💬 Notion comments: can read and reply or act on comments on Notion docs
This is how you get leverage
Integrations
Google Calendar (read/write)
Notion (pages, databases, tasks)
Slack (read/write)
Github (PRs)
X (read only)
Fathom (transcripts, webhooks)
Gmail (read/send via Kimi@)
Zoom (meetings, scheduling)
Google Sheets / Tiller (financial data)
Brave web search
Kimi Md file
workspace/
├── AGENTS.md
│ (List of all agents in the system, their roles, and when Kimi should use them)
├── IDENTITY.md
│ (Who the company is, what it does, values, tone, and positioning)
├── COMPANY-OUTLINE.md
│ (High-level overview of the business, products, audience, and structure)
├── COMPANY-GOALS.md
│ (Short-term and long-term goals Kimi should optimise for)
├── PHLO.md
│ (Company-specific knowledge, internal language, and strategic context)
├── USER.md
│ (How the user likes to work, decision style, constraints, and preferences)
├── TOOLS.md
│ (What tools exist, what they are for, and when Kimi should suggest using them)
├── MEMORY.md
│ (Persistent facts, decisions, and context Kimi should remember over time)
├── HEARTBEAT.md
│ (Rules for how often Kimi checks in, escalates issues, or stays quiet)
└── SOUL.md
(Kimi’s core role, operating principles, authority, and boundaries)SOCIAL MEDIA
✍️ Hannah – Head of Content Workspace
Hannah is responsible for viral content, social distribution, and driving traffic to the newsletter and website.
Kimi can read this workspace to review output, align strategy, and identify gaps.
Most Important tools
Notion I put a lot of my draft ideas and other people's content in my Notion content hub. Hannah can also upload ideas and drafts here.
Buffer MCP Probably the most powerful feature is here, as you can see the post come in, read it in the mock-up (i.e., how it will look on LinkedIn), make a few edits, and then add it to the next schedule. Buffer knows the best time to post.
workspace-hannah-content/
├── AGENTS.md
│ (Defines Hannah’s scope and how she collaborates with other agents)
├── IDENTITY.md
│ (Hannah’s role, mandate, and success criteria)
├── WRITING-STYLE.md
│ (Tone, voice, do’s and don’ts for all content)
├── COPYWRITING-COURSE.md
│ (Frameworks, examples, hooks, and learning material Hannah should follow)
├── MEMORY.md
│ (Content learnings, what performed well, audience insights)
├── TOOLS.md
│ (Platforms, formats, and tools used for content creation and distribution)
Buffer is the most important custom MCP here as it will add it as a draft I can view how it will look In platform and then approve and buffer dose the rest
├── HEARTBEAT.md
│ (Posting cadence, review cycles, and optimisation rhythm)
└── SOUL.md
(Hannah’s mission: create viral content and convert attention into subscribers)
Want One?
Email: [email protected]
Until next week,
Daniel Hay
Systems By Design