Texas State SBDC · November 3

Build Your Own AI Chief of Staff

Click Copy, then paste into Claude.

Download the kit
Daily Brief
Meeting prep
Follow-up email

Set up

The Claude app ready to set up: a new chat, the AI-Assistant-Kit folder added with +, Opus 5.5 Medium, Auto, and Set me up typed in the message box
  1. Start a new chat.
  2. Click + and add your AI-Assistant-Kit folder.
  3. Set permissions to Auto.
  4. Pick Opus 5.5, Medium.
  5. Type this:
Set me up.

It asks your name and your top goals. Answer both in one reply, then let it work.

1

Your first brief

Show me today's brief.

Short brief? Normal on day one. You'll schedule it to arrive every morning in exercise 5.

2

Prep for a meeting

Swap [name] for someone you spoke with recently. No meeting needed. Keep them through exercise 4.

Prep me for my meeting with [name].

One fact wrong? Tell it.

That's wrong: [fact]. Fix it.

Slow? Add "skip web research".

3

Capture your notes

Here are my notes from my meeting with [name]:

Then type or dictate two or three lines you remember. Messy is fine.

4

Draft a follow-up email

Draft a follow-up email to [name].
Shows here Saved in Drafts You send it

Already drafted? Find it in Drafts. Read it, and don't send it in the room. Outlook: if it can't save a draft, copy it from the chat into a new email.

5

Schedule your Daily Brief

Make it arrive every weekday morning. In the Claude sidebar:

Scheduled New task Create with Claude

Paste this, then click Schedule:

Every weekday at 8:00 AM, write my Daily Brief from my email and calendar. Call the task Daily Brief.
- Today: each meeting, with its time and who's in it.
- Prep: one line per meeting with someone outside my company: who they are and what we last discussed.
- Waiting on me: up to 5 emails that need my reply.
- First move: the one thing to do first today.
Draft replies to up to 2 of those emails and save them in my Drafts. Never send, delete or archive email, and never change my calendar. Keep it short enough to read on my phone.
Click Run now to see your first one. Approve anything it asks.

It runs in the cloud, even with your laptop closed. It reads your email and calendar, not the kit folder.

Stretch: triage your inbox

Which emails from the last 48 hours need a reply? Draft them.

Up to three drafts. Nothing sent, archived or deleted.

One home for everything

Gather what's scattered (Downloads, Desktop, attachments) into one home. Click + and add one messy folder with nothing private in it, then paste this. It looks first, proposes a plan, and waits for your OK. It copies; it never moves or deletes.

Help me organize the folder I just added into one home for my business, a folder called Workspace. Keep it simple.

Rules:
- Start small. Suggest only the folders I need now.
- One home per fact. Each file lives in one place.
- One map. A CLAUDE.md in Workspace with three parts: a map from what I'd ask, in my words, to the folder that answers it; where each kind of fact lives; and 4 to 6 rules for working here. Under 50 lines.
- Copy, never move, rename or delete. My originals stay where they are.
- Skip anything private: passwords, banking, medical, HR.

Steps:
1. List the file names. Don't open any file until I say OK.
2. Tell me what this folder seems to be for, and what looks loose, unclear, duplicated or out of date. Say what you know and what you're guessing.
3. Suggest 5 to 7 folders that fit my business, with what goes in each, three example files from what you saw, and two things I might ask that should lead there.
4. Show a table: file, where it would go, why. List what you'd skip.
5. Save the plan to Organize-Plan.md in my kit folder. Then stop and wait for my OK.
6. When I approve, make a folder called Workspace in my kit folder with the new folders inside it, copy the approved files, write the CLAUDE.md map, and show me where everything went.

To undo: delete the Workspace folder. Your originals were never touched.

Next week

Every new chat: add the kit folder first.

The one-week challenge

Every weekday morning: read your Daily Brief

It's in Scheduled in the sidebar from 8:00. Pause it there too.

Before one real meeting
Prep me for my meeting with [name].
After that meeting
Here are my notes from my meeting with [name]:
Check the follow-up. Send it yourself.
Draft a follow-up email to [name].
On Friday
What did you learn about me and my work this week? What should I tell you so next week's briefs are better?

Handy any day

Remember this: [a decision, a reminder, or a note about a person].
Prep me for tomorrow's meetings.
My goals changed. Here are my new ones: [goals].

Stuck?

Something went wrong: [what you see]. What should I do?

Then ask your partner.

Your screen may look a little different from the picture. That is normal.