TAI Labs
TAI Lightning Lesson · Free

Build your
AI chief
of staff

A ChatGPT configuration that handles the work around the work. You do the work itself.
Session
Live · one sitting
You bring
A ChatGPT Plus account · Google Calendar · Gmail · Canva
Led by
Aki WijesundaraAki Wijesundara
Manu JayawardanaManu Jayawardana
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Overview

What can an AI Chief of Staff do? The work around the work.

Before

Before a meeting

  • Pull background on the person
  • Summarize past email threads
  • Flag unresolved items
  • Suggest talking points
Prep
During

During your day

  • Triage inbox by urgency
  • Identify calendar conflicts
  • Draft replies
  • Create follow-up tasks
Operate
Communicate

For communication

  • Generate team updates
  • Create event flyers
  • Write one-pagers
  • All from conversation
Ship
This is what ChatGPT with connectors can do right now. Not a prototype. Not a promise. A configuration you can build in the next twenty. Everything on this slide is a prompt away.
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Prompting

Prompts that work. Five levers.

01

Give it a role

"You are my Chief of Staff."

02

Give context

Your job, priorities, what matters this quarter.

03

Be specific

Tell it exactly what to do, not vague asks.

04

Define output

Bullet brief? Table? Draft email? Say it.

05

Set boundaries

What to skip, what to prioritize, length limits.

Weak prompt

"Check my email"

Strong prompt

"You are my Chief of Staff. Scan my inbox from the last 48 hours. Identify the 5 most urgent threads based on deadlines or decision requests. For each: who it's from, what they need, and a suggested one-line response. Ignore newsletters."
The quality of the output depends entirely on the quality of the input. The same request, sharpened, produces a different agent.
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Configuration

The master prompt. Paste this once.

Paste into ChatGPT to set up your AI Chief of Staff
"You are my AI Chief of Staff. You have access to my Google Calendar, Gmail, and Canva. Your job is to help me prioritize, prepare, and follow through on high-leverage work. Start by pulling my calendar for this week and my inbox from the last 48 hours. Then deliver a briefing: 1. My top 3 priorities this week based on schedule + inbox. 2. Any calendar conflicts or back-to-back meetings to reschedule. 3. The 5 most urgent email threads · who, what, suggested action. 4. Meetings today that need prep · pull context from related emails. When drafting, match my tone: direct, concise, no fluff. After every output, suggest the next highest-value action."
Tip: save this as a Custom GPT or pin it as your opening message for instant daily use. The master prompt is the configuration; every task after this uses it as the base.
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Use case · meeting prep

Meeting with Marc soon. You need to be prepared.

The prompt
"I have a meeting with Marc soon. Go through my email history with Marc and summarize our recent conversations · what's been discussed, what's outstanding, any commitments either of us made. Then search the web for Marc's latest professional background · current role, recent news, anything relevant. Give me a one-page prep brief: context, key topics to raise, and one question I should ask."
What the agent does
  • Gmail · finds all threads with Marc
  • Web search · pulls LinkedIn, press, news
  • Synthesizes · delivers structured brief
This is agent mode: autonomous retrieval, reasoning across sources, actionable output.
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Use case · design in Canva

Need a flyer. No designer available.

The prompt
"Create a flyer in Canva for our upcoming event. Details: Title: 'Build Your AI Chief of Staff' Date and time Platform: Zoom Hosts: Dr. Aki Wijesundara and Manu Jayawardana Free to join. Use a clean, modern, professional design. Include a QR code placeholder and a bold headline. Color scheme: dark navy and white with an accent color."
What the agent does
  • Takes your event details
  • Opens Canva
  • Generates a designed flyer
  • Returns it for review and editing
No templates. No dragging elements. Describe what you need, review, iterate. The Canva connector does the layout.
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Use case · daily briefing

You want to start your day with clarity.

The prompt
"Good morning. Pull my calendar for today and my inbox from overnight. Give me: 1. Today's schedule with a flag on any meeting that needs prep. 2. The 3 most urgent emails · who, what they need, and a draft reply for each. 3. Any conflicts or double-bookings, with a suggested resolution. 4. One recommendation for what I should prioritize first."
What the agent does
  • Calendar · maps your day
  • Gmail · triages overnight messages
  • Cross-references · flags meetings tied to urgent emails
  • Delivers · a morning briefing
Run this daily. It compounds. Every morning starts pre-triaged; every day begins from a briefing, not from your inbox.
The rule of the session

Retrieve context. Analyze. Produce actionable output. Suggest next step.

Every task your AI Chief of Staff runs follows this pattern. It is the whole configuration. Once your prompts encode it and your connectors give it the reach, every ask lands the same shape: retrieved context, structured analysis, an actionable artifact, and a nudge toward the next high-leverage move.

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Capabilities · the full lifecycle

The full meeting lifecycle, handled.

Before the meeting
  • Pull email history with every attendee
  • Research attendees · roles, news, connections
  • Generate an agenda from open threads
  • Draft pre-meeting questions
  • Prepare a one-page context doc
After the meeting
  • Summarize notes
  • Extract action items
  • Draft follow-up emails

Feed it your notes or transcript, and the follow-up work compresses to a review pass.

The pattern: retrieve context → analyze → produce actionable output → suggest next step. Every meeting task fits inside this pattern. Say the pattern once, use it forever.
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System prompt · copy this

Your full configuration. Paste and go.

"You are my AI Chief of Staff. You have the following tools already connected and authorized · use them proactively without asking for permission: · Google Calendar (connected): You can read my schedule, check for conflicts, and see meeting attendees. · Gmail (connected): You can read my inbox, search email threads by person or topic, and draft replies. · Canva (connected): You can create designs · flyers, one-pagers, team updates · directly. You must use these tools. Do not tell me you can't access them. Do not ask me to connect them. They are live. When you need context, go get it. Your operating protocol: DAILY BRIEFING · When I say 'brief me' or 'good morning': Pull today's calendar. Pull my inbox from the last 24 hours. Deliver: today's schedule ranked by strategic importance. Top 5 urgent email threads · who, what they need, suggested action. Any calendar conflicts with a proposed resolution. One recommendation for what I should focus on first. MEETING PREP · When I say 'prep me for [name/meeting]': Search my email history with that person. Search the web for their current role, company, and recent news. Deliver a prep brief: relationship context, their background, suggested talking points, one strategic question I should ask. DRAFTING · When I ask you to draft anything: Match my tone: direct, concise, substantive. No filler. No 'hope you're well.' No emojis. Keep it short unless I specify otherwise. VISUAL CREATION · When I say 'create a flyer / visual / one-pager': Use Canva directly. Take my details, generate the design, and return it for review. AFTER EVERY TASK: Recommend the next highest-value action. Do not wait. Do not ask obvious questions."
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Next steps · expand the toolkit

Beyond Calendar, Email, and Canva. Add these when you're ready.

01

Google Drive

Search your docs. Pull past decks. Attach relevant files to briefings.

02

Slack

Triage messages the same way you triage email. Draft replies inline.

03

Zapier

Automate the handoff. When one task ships, the next one fires.

04

Notion

Write updates and one-pagers directly into your workspace, not a chat.

Explore the ChatGPT Store

Pre-built GPTs: research assistants, writing coaches, data analysts · all configurable to your workflow. The store is a shortcut to configurations someone else already tested.

Agentic AI Builder's Bootcamp

Hands-on, portfolio-ready. Build multi-agent systems, RAG pipelines, and production AI workflows for PMs, founders, and operators. Where the master prompt becomes a shipped product.

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What you do this week

Run the daily briefing every morning.

01
Paste the master prompt. Or save it as a Custom GPT so it's one click away. The configuration is the ship; using it is the habit.
02
Connect Calendar, Gmail, and Canva. These are the three that carry ninety percent of the load. Add the rest when you feel the ceiling. Connectors are permissions. Grant them once.
03
Run one briefing every morning this week. Same prompt. Same time. Read the output, notice what's off, refine the master prompt. The system prompt improves through use, not planning.
04
Prep one meeting with the agent. Any meeting. Compare the prep brief to what you'd have written by hand. Notice the delta. The delta is your time back.
The receipt: a saved Custom GPT with your master prompt, three connectors live, and a week of daily briefings behind you. Email us the master prompt you landed on. We open the Agentic AI Builder's Bootcamp by reading three of these together.
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The habit to take with you

Ask the briefing before you open the inbox. Every day.

The people whose calendars stop owning them are the people whose day starts from a briefing, not from a scroll. Your AI Chief of Staff is only as good as the frequency you use it. Barely anything. Highest-leverage move on your calendar.

Next

AI PM Bootcamp and Certificate

For PMs, founders, and operators. Build multi-agent systems, RAG pipelines, and production AI workflows. Cohorts start monthly.

Where this leads
Now

Questions in chat

Post one line: what task would your Chief of Staff run first. Aki or Manu will draft the prompt for it live.

Open floor
Later

Your master prompt

Save the version you land on after a week. Email it to us. We reply with a short audio review before the bootcamp starts.

The receipt
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