# 1. My Communication Style
**Critical to Understand:**
I communicate in a flat, matter-of-fact tone that most people misinterpret as anger or irritation. I’m not angry - this is just how I talk. When I say “this is wrong,” I mean it as pure information with zero emotional charge. If you need emotional validation, reassurance, or softened feedback, this role isn’t for you.
**How I Work:**
- No video calls for internal communications - voice or text only
- Direct feedback without cushioning (“never do that” = information, not criticism)
- No small talk or emotional check-ins unless asked for, I do not need them
- I give information once and expect you to ask if you need clarification
- I have severe ADHD and need you to keep me on track for tasks
## Deal Breakers
- Refusing to answer direct questions about current topics
- Not asking for clarification when you don’t understand
- Expecting me to manage your emotions or provide reassurance, ask me don’t assume
- Taking my direct communication personally
- Needing to see my smiling face
## Decision Making Framework
**Type 2 (Reversible - just do it):**
- Scheduling with vendors, internal team, casual contacts
- Routine email responses
- Small purchases under $50
**Type 1 (Need my approval with full plan):**
- Anything involving paying clients
- Meetings with high-value mentors/advisors
- Commitments that affect deliverables or contracts
## Who I Am A Good Manager For
Someone who is:
- Completely comfortable with direct, emotionless feedback
- Self-directed and doesn’t need validation
- Excellent at written communication
- Comfortable being told “you’re wrong” without taking it personally
- Able to work independently while keeping me organized
## Who I Am A Bad Manager For
Anyone who:
- Needs gentle management or emotional support
- Takes direct communication as personal criticism
- Prefers video calls for collaboration
- Needs regular positive feedback and validation
- Gets flustered by rapid topic changes or ADHD behavior
**Bottom Line:** I’m not trying to be difficult - I just don’t have the bandwidth for emotional management. Your success comes from being my operational counterpart without needing me to manage your feelings.
# 2. Quick Reference Card
### Daily Non-Negotiables
- ✓ Before 8am: Send meeting confirmations
- ✓ Email triage to inbox 0 daily (will take a week or so the first time)
- ✓ Track all commitments in real-time
- ✓ Update ClickUp before EOD
- ✓ Protect Michael’s energy (4-hour limit)
### Decision Quick Guide
- **Can I send this?** Under $1000 + templated = YES
- **Should I interrupt?** Legal/PR/safety only = YES
- **Which calendar?** Match the money source
- **How fast to respond?** Type 2 = 2 hours, Type 1 = same day
### If Something Goes Wrong
1. Don’t hide it
2. Fix what you can
3. Document everything
4. Tell Michael within 2 hours
5. Update process to prevent repeat
# 3. Email Processing Rules
**Core Requirements:**
- Process top (newest) to bottom, never skip around
- Maintain 100+ emails/hour minimum
- Use bulk selection technique (select all, then unselect important)
- Never delete
- Email is EXCLUSIVELY external - NO internal email ever
- Voice memos have same priority as text messages
- Physical mail aversion - everything should be digital
**Email Triage Workflow:**
1. **Power Pass** every morning: bundle sweep on noise - AI Autolabeler will pass over first but does not always get priority definitions right or manage all inboxes.
- P0: Same-day urgent (deal breaking, client emergency, regulatory deadline today)
- P1: Due within 7 days OR from VIP contact (board member, investor, client) - NOT A SALES OR MARKETING NEWSLETTER
- P2: Due date 7+ days from now but has specific deadline- NOT A SALES OR MARKETING NEWSLETTER
- P3: No specific deadline mentioned, but some sort of response or action is likely needed
- NPNNN: No Deadline, No Action, No Information - this is purely marketing, notifications, and transactional emails that do not fit above and do not require or expect a response.
2. **Decision Tree per email:**
- **Type 2 decision?** Draft & send independently
- **Type 1 decision?** Draft, post screenshots + link in #email-triage, tag @Michael for approval
1. **Voice Note → Draft → Approval → Send.** Same Slack thread, no exceptions
3. **Subject Lines** – Be specific like *Meeting with [Name]/[Company] or [Company]: Follow-up.* Never vague
4. **Pro-Active Acknowledgement** – when you block Michael’s time to review something, tell the sender
### 3.2 Never Unsubscribe Policy
Mark newsletters as read and archive (never unsubscribe)
- Reasons:
1. Future AI training data
2. Pre-meeting research on contacts
3. Shows engagement metrics
### 3.3 Email Response Protocols
- **Type 1 decisions**: Draft and wait for approval
- **Type 2 decisions**: Send independently
- **When responding from Michael’s email**: Sign with your name or loop yourself in, speak for Michael - not as him.
- **Response Style**: Keep responses brief and text-like
### 3.5 Special Handling
- Mustafa autoforwards Derek’s emails
- Always assume introductions are valid schedule ASAP
- “Never ask if Michael wants to meet someone” - always assume yes
- - **Auto-archive**: Call for Content blog, maintenance notifications, newsletters (except tribe, Rameel, Jesse)
- **High priority**: Introductions, contract/payment issues, VIP communications
- **Type 1 decisions**: Anything involving $1000+, HNWI, clients, VIP relationships
- **Type 2 decisions**: Scheduling, notifications, templated responses
### 3.6 Templates
**Meeting Template:**
Hey [Name],
[Direct answer – one sentence.]
Would either of these times work for a 30-minute Zoom?
- [Day 1] at [HH:MM] Central Time
- [Day 2] at [HH:MM] Central Time
**Delayed + Scheduled Notification Template:**
Hey [Name],
Thanks for your patience. Michael has blocked time [specific day] to review [specific item] and we'll have feedback to you by [requested deadline]
**Follow-up Template:**
Hey [Name],
Following up on the [project item/task] from [date]. Michael has reviewed and [next steps/questions/approval]
[Specific action needed or confirmation]
# 4. Calendar & Scheduling
### 4.1 Multiple Calendar System
- 3rdBrain - for 3rdBrain
- PGL - for PGL
- CFC - for personal items
- MGG - for GOT stuff
### 4.2 Task Duration Rules
- **5-20 minutes** = batch together in chaos blocks
- **30+ minutes** = individual calendar blocks
- **Book writing/Deep Work** = general deep work blocks (2 per week)
- **Planning activities** on Fridays (not Mondays)
- **Chaos blocks**: 45-minute default
### 4.3 Recurring Tasks
- **Payroll**: 15th and 30th of each month (20-minute chaos blocks)
- Schedule immediately when commitment made
### 4.4 Weekly Schedule
**Weekly Recurring Meetings:**
- Monday: Better/DSN sync with James
- Tuesday AM: UTAK with Padmarag
- - Every 2 weeks: Product team meetings
- Tuesday PM: Better Client
- Weds: UTAK Client
- Fridays: Rotating Friends
Mondays: Launch on Key Priorities
Tuesdays: Internal Meetings, Triage, Strategy
Wednesdays: Content, Strategy, External Afternoons
Thursdays: External Meetings + Chaos for Key Priorities
Fridays: PURE CHAOS
- **Weekly Retro (Friday 30 min):** What slowed us down? What can be templated?
- **Monthly Audit (Last day):** Review labels, filters, calendar rules, and this playbook—update immediately
### 4.5 Scheduling Rules
| | |
| --------------------- | ---------------------------------------------------------------------------- |
| Rule | Detail |
| **Correct Calendar** | match the topic |
| **Meeting Link** | Michael's Zoom ; podcast = Riverside |
| **Offer Two Slots** | Different days |
| **Chaos Time** | 45 min default, include payroll on 15th/30th |
| **Time-Zone Wording** | Always “Central Time”, never CST/CDT |
> **Guardian Duty:** If Michael overwrites a protected block, reschedule immediately and alert him.
# 5. Prioritization Framework
Michael’s priorities are done by project and listed weekly in Slack. This is the general order:
1. 3rd Brain
1.1 Better/DSN
1.2 UTAK
1.3 RECESS
1.4 Rameel + Rand
1.5 Other
2. Sobek/Dog
3. PGL
4. GOTbook #2
5. [TheLou.com](http://TheLou.com)
6. Robot House
7. Personal Life/Health
8. Other
**Priority Matrix:**
1. **Fast, Big Money** – imminent closings, signed SOWs awaiting execution, ALL introductions (automatic high priority), Rand/ScalePath events, Rameel introductions
2. **Fast, Smaller Money** – current recurring clients (Better, UTAK, Recess)
3. **Slow, Big Money** – long-range deals (Robot House Co.)
4. **Slow, Small Money** – everything else (small CS issues). Never drop, just queue.
**Type 1 vs Type 2 Decision Framework:**
- **Type 1 Decisions (need approval)**: Money $1000+, HNWI, Clients, VIP relationships
- **Type 2 Decisions (act independently)**: Pre-templated messages, follow-ups, scheduling, delay notifications
### Conflict Resolution Protocol
When multiple high-priority items conflict:
1. **Check time sensitivity**: True deadline (contract expiration) beats artificial deadline
2. **Check money impact**: Larger revenue/relationship value wins
3. **Escalate to Michael**: Post both options in Slack with recommendation
4. **Check Michael’s energy**: If at 4-hour meeting limit, reschedule lower priority
5. **Document decision**: Add to ClickUp why one was prioritized
6. **Check time sensitivity**: True deadline (contract expiration) beats artificial deadline
7. **Escalate to Michael**: Post both options in Slack with recommendation
# 6. Michael's Daily Rhythm
| Time (CT) | Actions |
| --------------- | -------------------------------------------------------------------------------------------------------------- |
| **06:00-08:00** | Day-of confirmations; scan calendar; prep Chaos list<br>Email triage (100+ emails/hr); draft & Slack approvals |
| **08:00-11:00** | Protected work blocks for Michael; send approved emails; update ClickUp, Dog Walk |
| **11:00-13:00** | Siesta, Lunch, Dog NO SAME DAY COMMITS AFTER 11am. |
| **13:00-16:00** | Meetings. Work |
| **16:00-18:00** | Close Out + Final Meetings |
# 7. Tool Stack
### 7.1 Core Tools
- **Gsuite**: Email, Calendar, Drive
- **Gmelius**: Shared inbox functionality
- **ClickUp**: Task management (with Chrome extension REQUIRED)
- **Attio**: CRM
- **Slack**: Internal communication only
- **Fathom**: Meeting recordings (known permission issues with multiple emails)
- **OpenPhone**: Shared office line for calls/texts
### 7.2 Additional Tools
- **Meetings**: Riverside (podcasts) + Zoom
- **Automation**: Make
- **AI**: Claude, ChatGPT, Gemini
### 7.3 Access Order & Email Accounts
1. Office Gmail Account
2. **Email delegation** for all 4 accounts:
-
[email protected]
- [
[email protected]](mailto:
[email protected])
- [
[email protected]](mailto:
[email protected])
- [
[email protected]](mailto:
[email protected])
3. Calendar access (all calendars)
4. ClickUp with Chrome extension
5. Slack
6. Attio
7. Gmelius
8. OpenPhone
9. Fathom
10. AI tools
11. Obsidian
### 7.4 Security & 2FA
- Remove 2FA from shared accounts where possible
- Known issues with ClickUp 2FA
- Text-based 2FA can be delayed internationally
- Fathom workaround needed: Chrome extension to auto-share recordings (future)
- Current workaround: Manual sharing or email support
# 8. Financial & Payment Management
- Most payments are Chaos Tasks
### 8.1 Banking & Cards
- **Primary**: Mercury card specific to company or project
- **Personal bills**: Pay only on card flagged “personal” - BOA card
- **Private clubs**: Pay quarterly
- **General approach**: “Pay on time, don’t optimize cash flow”
### 8.2 Physical Mail
- Goes to parents’ house (check quarterly)
- Everything should be digital when possible
### 8.3 Vendor Payments
- Post receipts/screenshots in #GOT-artifacts
# 9. Role Level Operating Principles
| | |
| ------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| Principle | What It Means in Practice |
| **We are a business, Money Matters** | Rank every task by (1) contract size and (2) speed to cash. Nothing outranks _fast, big_ money. ALL introductions = high priority due to reputation impact. Operational: $50k+ contract beats everything, $10-50k beats sub-$10k, introductions = potential $50k+. |
| **Calendar = Law** | If it is not on the calendar, it will not happen. Block time the moment a commitment is made. |
| **Draft First, Ask Second** | Prepare, then get approval for Type 1 decisions (ready, aim, fire). Type 2 decisions act independently. Quality standards: Include context, suggest specific action, provide 2 options when applicable, keep under 5 sentences. |
| **Source Tracking = Accountability** | Always document where tasks/requests originated when adding to ClickUp. |
| **Speak For Me, Not As Me** | When responding from Michael’s email, sign with your name or clarify who’s speaking. |
| **Type 1 vs Type 2 Decisions** | Type 1 (need approval): Money $1000+, HNWI, Clients, VIP relationships. Type 2 (act independently): Pre-templated messages, follow-ups, scheduling, delay notifications. |
| **Slack Internal Only** | All internal chatter—including approvals—lives in Slack. Email is EXCLUSIVELY external - NO internal email ever. |
| **Social Battery Protection** | Maximum 4 hours continuous OR 6 hours total meetings per day. |
| **Document in Real-Time** | Track commitments as they are spoken, not after the meeting. |
| **Tool Mastery** | Gsuite, Gmelius, ClickUp, Attio, Slack, Fathom, Riverside, Zoom, Make, Claude, ChatGPT, Gemini, OpenPhone. If you don’t know a feature, learn it. |
# 10. Principles of Operational Excellence
1. You Set The Rhythm
Projects Move At The Pace Of Their Team Syncs. Sync more, be hyper communicative, and move faster.
2. Do More To Do More
More actions = More Output. This is the secret that everyone knows and nobody does.
3. Be Hyper Communicative
Leadership, success, and great client service all start with hyper communication.
4. Clarity = Speed
Gain both by doing the One Thing that will give you success. Simplify to Accelerate.
5. If It Matters, It Must Be Measured
If you want something to change you've got to be tracking it.
6. Be Honest
In Thought, Opinion, and Word; Even If It Hurts.
7. Be Present
Respect The Time Others Give You. Time is the only nonrenewable resource you have.
8. You Get What You Give
Bring a 5 star attitude if you want a 5 star experience. Showing up with a good attitude is part of the job.
9. Better Every Day
Compound Your Improvements. Operational excellence starts with optimization.
10. By Endurance We Conquer
We continue until the task is done, less it need never be done.
11. Seek Leverage
If you do it twice, automate it. Leverage AI & Automation to do more before you do more to do more. This is strategic laziness.
12. You Are In Charge
Remember: you are the only one who can hold yourself accountable. Extreme ownership and radical autonomy start with you.
# 11. Role Definitions
### Role Boundaries (RACI Matrix)
| | | |
|---|---|---|
|Task|COS|Relationships Manager|
|**Email Triage**|Backup|**Responsible**|
|**Calendar Management**|Informed|**Responsible**|
|**Meeting Attendance**|**Responsible**|Rarely|
|**ClickUp Updates**|**Responsible**|Contributor|
|**Client Communication**|Approver|**Responsible**|
|**Project Planning**|**Responsible**|Informed|
|**SOP Creation**|**Responsible**|Contributor|
|**Phone Calls**|Backup|**Responsible**|
|**Fathom Reviews**|**Responsible**|As needed|
|**Financial Tasks**|Approver|Executor|
**Handoff Protocol:**
1. **Daily**: 5-15min Slack standup (what’s pending, what’s blocked)
2. **Weekly**: 15-minute sync on Friday before retro with Michael
3. **Vacation Coverage**:
- Create handoff doc 3 days before absence
- Include: urgent items, expected communications, special instructions
- Tag backup person in all relevant Slack threads
### Relationships/Community Manager
**Primary Responsibilities:**
- Email triage and responses
- Calendar management
- Phone calls
- External communication
- CRM management
**Decision Authority:**
- Send Type 2 responses independently
- Book meetings within guidelines
- Handle routine scheduling changes
- Manage email labels and filters
- Send Emails to ClickUp
### Chief of Staff (COS)
**Primary Responsibilities:**
- Project management and ClickUp ownership
- Meeting attendance and project status
- SOPs and playbooks (using Obsidian)
- Internal coordination
- Review Fathom recordings
**Decision Authority:**
- Approve project timelines
- Delegate tasks to apprentices
- Modify project workflows
- Schedule internal meetings
# 12. Task & Project Management
### 12.1 ClickUp Organization Structure
**Create “GOTProjects?” space with folders for PARA and lists underneath:**
- 3rdBrain
- GOTCO?
- GOTMedia?
- PGL
- TheLou
- Robot House
- Personal Life
**Requirements:**
- Use 3-4 letter project codes for searchability (GOT, PGL, etc.)
- One list per role principle
- Chief of Staff owns all ClickUp data and updates
### 12.2 Task Creation Requirements
- ALWAYS include source link/reference
- Add comments for context
- Schedule calendar time simultaneously for priority tasks
- Include WHERE info came from (date/meeting)
### 12.3 Time-Blocking Matrix
| | |
|---|---|
|Duration|Action|
|< 5 min|Add to Friday batch list|
|5-20 min|Batch in 45-minute chaos blocks|
|20+ min|Individual calendar blocks|
### 12.4 Live Commitment Tracking
During meeting (with AI help), capture: **Who – What – When – Project – Status**
End of meeting: recap aloud, then add to ClickUp + block Michael’s work time
# 13. Documentation & SOPs
### Storage System
- Use Obsidian (NOT ClickUp) for all SOPs
- Store as Markdown files in shared Google Drive
- Reason: AI-native documentation for future integration
- Track in ClickUp with Links
# 14. Meeting & Communication Protocols
### 14.1 Meeting Attendance
- Only COS attends project meetings
- Both roles avoid redundant attendance
### 14.2 Internal Communication
- Slack only - never email
- Create focused channels per project/topic
- Voice memos = same priority as text
# 15. Specific Operational Rules
### 15.1 Project Codes
- 3-4 letter searchable tags (GOT, PGL, etc.)
- Used across all systems for consistency
- “Got Milk?” reference for GOT naming (cultural context)
### 15.2 Chaos Blocks
- Default 45 minutes
- Bundle 5-20 minute tasks
- Include payroll on 15th/30th
### 15.3 Coworking Blocks
- Michael is easily distracted and someone needs to sit with him while doing any key tasks. Shared zoom working quietly is fine.
- These are focused in the morning when it is easiest to wrangle and before client meetings drain him.
- Do not let him start rambling
# 16. Metrics & KPIs
### 16.1 Daily Metrics (Track in shared spreadsheet)
**Relationships Manager:**
- Emails processed per hour
- Response time for Type 2 decisions
- Calendar conflicts created
**Chief of Staff:**
- ClickUp tasks updated daily
- Project blockers identified & escalated
### 16.2 Quality Indicators
- Dropped commitments
- Average email → calendar time
- Michael’s “surprises” (forgotten meetings, missed deadlines)
- Client complaints about communication
# Final Note
Failure points are always (a) unlabeled email, (b) un-calendared task, or (c) undocumented commitment