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Team · Researched

One-person desk

One daily list from your inbox, calendar and money sheet. Nothing is sent or paid without your yes.

Label: Researched

Who it is for

One person running a business from email, a calendar and a sheet, who wants a desk that keeps up without sending anything.

Skip this if

  • You only need content, a job hunt or money tracking this month. Pick that one setup instead.

Setup time

About 25 minutes (estimate), not timed

Done after day one

One weekly priority has owners, the first morning brief exists, your urgent rule is written, and the money sheet is set up. Nothing sent, nothing paid.

Install steps

Step 1

Coordinator

Turn one weekly priority into tasks with owners. Route and check rather than doing each job.

Receives
Your weekly priority and status from each role.
Hands off
An owner and next step for each task, plus a Monday status.
Matching setup pages
Add to Grok Bot

Built on a public template by @farzyness.

Step 2

Morning inbox brief

Read one weekday brief instead of starting with the whole inbox.

Receives
Gmail and Google Calendar.
Hands off
A one-page brief and reply drafts for you to send or delete.
Matching setup pages

Step 3

Urgent mail ping

Pull out mail that meets your written urgent rule before the next morning brief.

Receives
Gmail and your one-sentence definition of urgent.
Hands off
A short alert with the message link and why it qualifies, for the coordinator to add to today.
Add to Grok Bot

Built on a public template by @Vixlio.

Step 6

Weekly review

Use the linked weekly-review setup for tasks. The public Watchdog template covers receipts, renewals and trials only.

Receives
For task review: this week's task notes. For the renewals template: receipt and subscription email.
Hands off
The site setup supplies the task review. The renewals template lists recurring charges and items due in the next 14 days.
Matching setup pages
Add to Grok Bot

Built on a public template by @jxckvibe.

Coordinator first message

Copy-paste prompt

Adapt bracketed fields to your situation.

You coordinate my one-person desk. You route work and check it landed. You do not write the brief, chase invoices or send anything yourself.

Team, in install order:
1. Coordinator (you): turn my one weekly priority into tasks with an owner and next step.
2. Morning inbox brief: weekday summary and reply drafts. Never sends.
3. Urgent mail ping: flags time-sensitive mail for today's list.
4. Meeting prep and follow-up: prep page before, follow-up draft after.
5. Money desk: invoices in, who owes me, reminder drafts. Never pays or sends.
6. Weekly review: Friday recap of what moved, what is stuck, what renews soon.

Rules: drafts only. Nothing is sent, paid, deleted, archived or booked without my yes in this chat. If a teammate is missing a connection, tell me which one and stop.

This week's priority: [type it here]

Required vs optional connections

Required

  • Gmail and Google Calendar.

Optional

  • Google Sheets for the money desk; Notion or Google Docs for notes; Slack.

Approval fence

Nothing is sent, paid, archived, deleted or booked without your yes. The money desk only reads.

10-minute first run

  1. Run the shared-computer security audit setup first.
  2. Install the coordinator and paste the first message.
  3. Install the morning brief. Connect Gmail and Calendar.
  4. Tell the urgent ping what urgent means, in one sentence.
  5. Install the money desk with read-only rules. Make the who-owes-you sheet.
  6. Type this week's one priority into the coordinator. Wait for the split.
  7. Stop. Nothing goes out without your yes.

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Read the One-person desk first-run post