Replace the chasing.
Not the judgment.
A controlled one-week operating-model reset for Tanya, Reza, Kirsten, and Iwert. Routine work is standardised, captured, and assisted by AI; relationships, verification, physical execution, and high-risk decisions remain visibly human-owned.
Six operating rules
The team is not being asked to add admin. It is being asked to make ownership, urgency, proof, and escalation visible once—rather than forcing Iwert to reconstruct it repeatedly.
One task, one owner, one deadline
Every actionable instruction is logged in ClickUp with the next action. WhatsApp is for urgent coordination—not the record of completion.
AI prepares; people approve
AI can draft, classify, summarise, route, and remind. High-risk decisions retain an explicit human approval gate.
Acknowledgement is not completion
“Noted” is not enough. The owner records the action, deadline, and evidence when it is finished.
Evidence closes a task
A link, confirmation, photo, sent-email reference, invoice reference, or concise proof note is required to close work.
Escalate before a deadline fails
Blocked, unclear, sensitive, legal, budget, and access issues are raised the same day with options and a recommendation.
No shadow systems
ClickUp holds tasks, shared folders hold records, Calendar holds appointments, and WhatsApp carries urgent coordination only.
Six days to a working system
Each day has a narrow pilot, an accountable owner, and a measurable acceptance test. No workflow progresses from test to active merely because it was built.
Set rules, build the Command Queue, capture open work, appoint approval owners.
Pass: every live item has an owner and next action.Property register, invoice control register, and 14-day legal-calendar reconciliation.
Pass: 10 invoice + 10 calendar QA sample.WhatsApp-to-task discipline, daily logistics board, and blocked-task escalation format.
Pass: 10-task capture test ≥90% accurate.NL queue, EA pipeline, executive inbox routing, and cold-follow-up recovery.
Pass: 20-email routing test ≥90% accurate.Audit random tasks, emails, calendars, invoices; test wrong owner, duplicate invoice, and sensitive email cases.
Pass: failures documented, corrected, and re-tested.Decide which workflows activate, pause, or change; set Week 2 role mandates.
Pass: written operating model for Week 2.What may run automatically—and what must not
| Area | AI may prepare | Approval required before action | Default approver |
|---|---|---|---|
| Legal & disputes | Extract dates, summarise correspondence, create reminders, draft issue list. | Legal positions, filings, settlement, counsel instructions, signatures. | Iwert / authorised lawyer |
| Payments & invoices | Extract fields, flag missing evidence or duplicates, prepare payment queue. | Payment release, beneficiary changes, payment-plan commitments. | Iwert |
| Hiring & staff | Screen against approved criteria, track candidates, draft communications. | Offer, rejection, termination, salary agreement, background-check decision. | Iwert |
| Property & contractors | Log defects, prepare comparison, schedule inspection, chase quotation. | Scope change, contractor appointment, spend above delegation, work acceptance. | Iwert / defined delegation |
| External communication | Draft, classify, flag urgency, create briefing. | Legal, financial, employment, sensitive social, or commitment-creating messages. | Iwert / designated sender |
What changes for each person
Tanya
- Validate the property and invoice registers daily.
- Verify source documents before a payment reaches approval.
- Confirm legal calendar data against the original communication.
- Escalate scope, budget, access, and legal exceptions on the same day.
Reza
- Turn every actionable instruction into a task within 15 minutes.
- Own physical execution and attach evidence when complete.
- Use the logistics board for routing and dependencies.
- Escalate blockers with options, cost/time impact, and recommendation.
Kirsten
- Keep every key NL, banking/tax, and agency thread dated with a next action.
- Validate inbox classifications and route only genuine decisions upward.
- Maintain the EA pipeline and recover any cold agency follow-up.
- Use AI drafts; retain relationship judgment and discretion.
Iwert
- Read the 07:30 morning brief and resolve only real exceptions.
- Approve protected actions, not routine coordination.
- Decline to manage task detail by WhatsApp—return it to the queue.
- Use the Sunday review to decide what earns more autonomy.
One rhythm. One source of truth.
How the system earns trust
| Metric | Week 1 threshold | Week 2 threshold | Accountable role |
|---|---|---|---|
| Tasks with owner, deadline, and next action | 95% | 100% | Reza / task creator |
| Tasks closed with evidence | 80% | 95% | Each task owner |
| Instruction captured within 15 minutes | 85% | 95% | Reza / Kirsten |
| Invoice fields verified before approval | 90% | 100% | Tanya |
| Calendar accuracy for the next 14 days | 95% | 100% | Tanya / Kirsten |
| AI routing or draft accuracy in sample audits | ≥90% | ≥95% | Iwert reviewer |
Fifteen minutes to keep, improve, or stop
What saved time?
Identify the three workflows that demonstrably removed repeated work or prevented a missed follow-up.
What created noise?
List any inaccurate draft, misclassification, missing data source, or unclear owner. Fix prompts and templates before expanding scope.
What is unsafe?
Disable anything that acts beyond its approval boundary or cannot explain its own decision path clearly.