Build Your Own AI Chief of Staff · Texas State SBDC

1 / 1

Build Your Own
AI Chief of Staff

Daily Brief
Meeting prep
Follow-up drafts

Quick poll 1 of 2

Who's used…

ChatGPTClaudeOther
Hands up

Quick poll 2 of 2

How much do you use AI?

Used it beforeUse it regularly
Hands up
The one you've probably seen: the viral February 2026 chart, Each dot is about 3.2 million people, showing 84% of the world never used AI, 16% free chatbot users, about 0.3% paying and 0.04% using coding tools. It covers the whole world, gives no sources, and several numbers are low or out of date.
Most Americans use AI. Fewer than 1 in 20 pay for it. Three grids of 100 dots: 64 of 100 Americans used AI in the past six months, 25 use it every day, and 4.5 pay for ChatGPT, Gemini or Claude.

Today you build three things

Daily BriefEvery morning at 8
Meeting prepBefore every call
Follow-up emailDrafted, you send

Permissions

Download the kit

OpenDoorLearningAI.com/agent

Unzip itMove it to Documents

Open the guide

Double-click it. Every prompt is there to copy.

Connect Gmail and Calendar

Claude appCustomizeConnectors
GmailConnect
Google CalendarConnect

Start a new chat

Click + and add the kit folder

Set permissions to Auto

Pick Opus 5.5, Medium

Type this

Type thisSet me up.

It asks your name and your top goals. Answer both in one reply.

Chatbot

Talks

Agent

Does things

Personal agent

Knows you

Always-on agent

Reaches out

Your first brief

Type thisShow me today's brief.

Is every meeting real? Short is normal on day one.

Prep for a meeting

Type thisPrep me for my meeting with [name].

[name] = someone you spoke with recently.

Capture your notes

Type thisHere are my notes from my meeting with [name]:

Then add two or three lines. Messy is fine.

Draft a follow-up email

Type thisDraft a follow-up email to [name].
Shows hereSaved in DraftsYou send it

Schedule your Daily Brief

ScheduledNew taskCreate with Claude
PasteThe Daily Brief prompt in your guide

Click Schedule, then Run now.

Stretch: triage your inbox

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

Talk to it like a person

“What am I forgetting today?”
“Draft a reply to Avery. Short and warm.”
“That brief was too long. Five lines max from now on.”

Say it once and it sticks

“Remind me: call the accountant Friday.”
This-Week.md
“Avery's rollout starts in January.”
People/
“From now on, keep replies short.”
About-Me.md

The Key: Files and Folders

  • CLAUDE.md is the map
  • One home per fact

One home for everything

Downloads Desktop Attachments Google Drive Notes
Add a messy folder with +, then pasteThe One home prompt in your guide

One-week challenge

Read the brief daily
Prep 1 meeting
Capture notes
Send 1 follow‑up

Every new chat: add the kit folder first.

Hands-on, guided implementation

Three ways to keep going

FreeNewsletterA short email every Monday, a hands-on lesson every Thursday
Sat Nov 21 · AustinWorkshopDeploy your marketing, sales follow-up and AI search in one day
Your businessOne-on-oneWe build it inside your business, together
Thank you, Texas State SBDC

Questions?

You Are Not Behind with AI

My free newsletter: a short email every Monday and a hands-on lesson every Thursday.

Jonathan Malkin

Scan to sign up