Plan every Bot job with four blocks

How this helps you

You see which jobs are fully built and which are missing a schedule, a checklist or an app.

List every job my Bots do. For each one, give me four blocks: the Bot that owns it, the routine (schedule or trigger), the skill (the checklist it follows) and the connectors (apps it uses). Mark any job missing a block, and any job that sends, posts or buys without my approval.

What they did

@coreyganim listed his whole setup: 6 Bots, 14 routines a week and 11 connected apps. A chief of staff Bot only delegates. A Sunday 8am routine plans his week in Todoist around day themes. A Friday 6:15pm routine audits his second brain against GitHub. A connector Bot runs every Friday at 8am, reads his Notion CRM, email, calendar and DMs, and drafts check-ins. Others scan news in the morning, follow up on leads with three routines, research X on Mondays and Thursdays into Notion, and sync analytics. Only one Bot sends on its own, under a custom rule. His point: every use case is four blocks. The Bot is who does it, the routine is when, the skill is how, and the connector is which apps.

Who it's for: People with a few Bots who feel their setup has grown messy and want a simple way to audit it.

Before you start

• At least one Bot that already does a job you like.
• The apps that job needs, connected.

How to try it

1. Write down one job you want handled, in one sentence.
2. Name the four blocks: which Bot, what schedule or trigger, what checklist, which apps.
3. If a block is missing, build that first (usually the skill).
4. Paste the prompt below into your main Bot to map your current jobs.
5. Fix one gap a week rather than building all of them at once.
6. Decide which single Bot, if any, may send without asking, and write that rule down.

What to expect

A table like Corey's: Connector Bot, Fridays 8am, check-in drafting skill, Notion CRM plus email, calendar and DMs.

Common mistakes

• Building a routine with no skill behind it, so each run improvises.
• Letting several Bots send on their own. Corey keeps it to one, under an explicit rule.
• Adding Bots before the jobs are clear.

Related tips

• Keep routines one line long: The schedule says when. The skill says how.
• Do it by hand, save a skill, then schedule: Most automations break because they're scheduled before they've worked once.
• Start with a chief of staff Bot: Talk to one coordinator Bot and let it hand work to your specialist Bots.
• One job per Bot: Give each Bot one job and a list of things it never does.
• Benchmark your assistants on your own top tasks: Ask each assistant for the tasks it does most for you, pick the overlap, give them the same tools and short prompts, then score the results side by side.

Worth knowingA real, specific setup with schedules, and a framework that works at any size.

Learn more: Grok Bot Use Cases: Real Workflows From Real Users · All Grok Bot workflows tips