Let us clarify three things together: what this system is for, what it delivers to each group of people, and how we get there step by step.
COF (the Chief Office) sits between the leaders and the rest of the organization. The four pain points below are our starting point for deciding together which problem to tackle first.
Every time a meeting is added, the secretary must work out which meeting can move, where it can move to, and who is affected. It often takes several rounds of back and forth to settle.
Requests to meet a leader come in by phone, email and chat. It is very hard to see at a glance which are urgent, which can wait, and why.
Meeting conclusions are recorded, but who owns each task, by when, and how far along it is end up scattered across minutes and emails, so things slip without anyone noticing early.
Resolutions, regulations, customer information and internal terminology live in many places. Newcomers and units keep asking COF questions that already have answers.
An information system run by COF: AI handles the repetitive work, people keep the decisions.
Leaders spend their time on strategy. COF spends its energy on work that needs judgment. For everything else, the system works alongside them and states clearly what it has done.
Leaders receive updates where they already work, as read-only cards. Any action taken on a leader's behalf is recorded by the secretary. The prototype simulates this channel with a dedicated feed.
COF sets the rules, sets the automation level for each type of work, and approves what the system proposes. The system never decides in place of COF.
Leader profiles, rules and enterprise knowledge are versioned, logged data that can be exported to spreadsheets. Switching AI vendors or the underlying system does not lose them.
Each benefit below is tied to a specific feature you can open and see in the prototype.
Less time pulled into calendar coordination, more time for the big decisions.
Requests are priority-scored with an explanation, and time slots are found using each leader's own rules. Leaders only receive what truly needs them.
One read-only card each morning: today's schedule, items awaiting a decision, and directives coming due.
Before a meeting, the leader receives a brief the secretary has reviewed: background, history of the relationship, and the points that need a decision.
Less repetitive work, one place to approve, and the full picture.
Request triage, document drafts, and minutes with action items are prepared by the system so the secretary reviews instead of starting from scratch.
Every proposal that needs a human decision lands in one place, with the reasons, the priority score and the options (including options that require rescheduling a meeting).
The home page shows what is in progress, on time and overdue; the audit log shows who approved what and what the system did.
One front door for requests, clear status on your own items, and self-service lookup of regulations.
Message COF Assistant in plain language. The assistant asks follow-up questions until it has what it needs, then routes the request to the right place.
Every request shows its status, response deadline and scheduled meeting time, so there is no need to ask COF again.
Ask in plain language; answers cite the source documents and stay within what you are allowed to see.
We do not quote any savings figures here because we do not yet have your own organization's data. Instead, during the pilot we will choose a few indicators together and measure them before and after:
Sixteen apps run on one shared core, plus three building blocks that make the system truly your organization's own.
All apps share one core, so adding a new app does not mean rebuilding the foundation.
Many assistants, each with its own name, job and permissions. Each assistant's read access is defined in code and shown openly; administrators can only adjust presentation, and every change goes through a proposal and approval.
The company profile, divisions, terminology, customers and catalogs are versioned data. The system assembles the right slice of knowledge into each assistant's context, so no proper name is hard-coded in a prompt.
Scoring, automation and enterprise knowledge are tables: export to a CSV file that opens in a spreadsheet, edit in bulk, then import it back. Importing a file only creates proposals for authorized people to approve. Connecting directly to SharePoint or Sheets is the next step.
The system is only useful if you are comfortable handing work over. That is why control was designed first, not bolted on afterwards.
Anything with an outside effect (changing the calendar, sending mail, changing a leader profile or settings) goes through a proposal, a policy check, and approval when required. Assistants never write directly to data.
Proposals, approvals, executions, and changes to leader profiles and rules all leave an audit entry: who did it, when, and why.
The user-facing assistant cannot read calendars or leader profiles. This boundary is enforced by a dependency-analysis tool and by tests, not just by promises.
Priority scoring, slot finding and rescheduling cost are deterministic code, explainable down to each point. AI only extracts information, summarizes and drafts.
The system suggests; COF does the work.
The system prepares everything; it only executes after COF reviews and approves.
The system acts immediately and informs COF afterwards. Reserved for low-risk work that the Head of COF deliberately turns on.
Small steps, measurable results, expanding once COF feels it is solid. Each phase below is a proposal for us to adjust together.
Understand how COF works today and settle the scope of the pilot.
Interview secretaries and leaders, document working rules, choose one or two pilot leaders, and prepare master data as tables.
A list of rules and master data confirmed by COF.
Prove the value where the effort is greatest: scheduling and rescheduling.
Enter leader profiles, connect calendars, run in parallel with the current way of working, with COF approving each proposal.
Time from request to scheduled meeting; share of options COF accepts on the first try.
Connect the work before, during and after meetings into one flow.
Add pre-meeting briefs, minutes and action items, directive tracking, document drafting and submission review.
On-time directive rate; time from meeting end to approved minutes.
Give leaders the right information at the right time and look after partner relationships.
Morning briefing, report consolidation, resolutions Q&A, partner relations, trips and visitors, Board meetings.
How often leaders open and use the briefing; number of cited answers and number of unanswered questions.
COF runs and extends the system on its own, and knowledge stays up to date.
One-stop intake, leader time tracking, the COF handbook, completing enterprise knowledge, and connecting data sources.
Number of tickets classified correctly the first time; share of handbook articles updated on time.
Duration of each phase: to be agreed together during discovery.
Each phase begins with a working session with the secretaries and ends with a look back together. Adjusting along the way is normal.
The system never infers rules from behavior. The secretary enters them, the leader confirms outside the system, the secretary records the confirmation, and every change is versioned.
Enterprise knowledge, scoring and automation start from familiar spreadsheet files, so there is no need to wait for system integrations before getting going.
Integration through Microsoft Graph, step by step: calendar, mail, documents, Teams. The prototype currently uses a simulation at the adapter layer; when we connect for real, only the adapter changes while the architecture and rules stay the same.
Phase 0 enters and confirms them with COF; when information is missing, the system asks instead of guessing.
AI only proposes; outside actions go through approval; quality is measured with an evaluation suite before raising the automation level.
Leaders do not have to learn a new app; COF runs in parallel with the old way during the pilot.
Role-based permissions, hard data boundaries between assistants, and a complete audit log for later review.
The fastest way to understand it is to use it. Pick a role, enter with sample data, and follow the suggestions for about five minutes.
Click a role to go to the user selection page. You still make the choice; the system never signs you in automatically.