Manage Project Lifecycles with Seven Grok Bot Role Templates

Input: project problem and existing rules; Process: pick bot role by scope → discuss decisions → write handoff → approve → execute → review; Output: approved handoff, Build Log, and resumable project context

Who

Knowledge workers or small-team leads who need to preserve context across projects and use AI for project management and execution review

You get

Use layered bot roles (SecondBrain / Umbrella PM / Project PM, etc.) to turn discussions into approvable handoffs, review execution against evidence, and keep a running Build Log of decisions

You need

Grok Bot

Steps

1. Establish a continuing context hierarchy

   Route each question to its scope: affects all projects → SecondBrain; affects a group of related projects → Umbrella PM; belongs to one product → Project PM. Create or link the approved plan (frozen), handoff (execution unit), and Build Log (running record) at that scope. Conversations happen in Slack; records live in project files.

2. Work through decisions with the bot

   Bring project rules and existing context into Project PM (or the relevant scope bot). Discuss the specific problem: understand it, compare options, confirm technical consequences. The bot should catch conflicts with project rules, explain maintenance-cost differences, and surface incomplete evidence. The discussion must yield explainable choices: why this approach, which questions remain open, whether changes were checked against project rules and existing work. The Build Log records decisions and outcomes as you go, distinguishing approved decisions from mere proposals.

3. Write the agreed work into a handoff

   Co-author the handoff with Project PM. It must include: the requested result and why; exact scope with precise file list the builder may touch; what must stay unchanged; project rules, plan, and reference material written into the handoff itself (not external pointers); paths, commands, and checks to execute and verify; fallback steps if something fails; evidence the builder records in the handoff's status section for review. Resolve any gaps exposed during drafting before you approve it.

4. Review what the builder returns

   When a handoff comes back marked [COMPLETED] or [TRASH], review it with Project PM: does the result match the ask; does evidence support each required check; were change limits respected; did required-unchanged items remain intact; is anything incomplete, untested, or blocked. [COMPLETED] means the builder self-reports completion, not your acceptance. If evidence is insufficient, request more; if rework is needed, create a new handoff and re-approve it, leaving the returned handoff as-is. Continue logging the review in the Build Log.

5. Adapt the approach to your work type

   Adjust discussion and checks by output type. Documentation (e.g., setup guide): confirm audience, prerequisites, steps match current product, error handling included. Code change: specify behavior (empty-input handling, return values, existing behavior to preserve), verify tests actually cover the requested behavior. Software feature: map connected parts (e.g., export button: what exports, file location, format, failure modes), walk through as a user and check failure paths.

6. Pick a role and validate small first

   Start with the role that solves your current pain: SecondBrain (cross-project rules and big picture), Umbrella PM (portfolio coordination), Project PM (single-project planning and handoffs), Slack-Ready Team Bot (shared conversation responses), Fleet Ops (bot health checks), Mail Bot (inbox triage and reply drafts), Money Bot (bills and subscription monitoring). After importing the template, bring your own rules, project records, or accounts; connect your own services; configure participants. Validate with a small task first: can Project PM find project records and distinguish agreed from open questions; are Mail Bot's first staging queue and drafts usable; does Money Bot's first forecast match your supplied bills. Correct setup from that first result before relying on recurring routines.

No prompt needed — just follow the steps.