Plan and track a project
Give it the goal and rough scope. It breaks it into tasks with owners and milestones, then rolls up progress every morning and warns you before a milestone actually slips.
Copy this prompt to start your first task:
What is this workflow?
Plan and track a project is the recurring job of turning a goal and rough scope into a task breakdown with dependencies, owners, and estimated effort, then a timeline that identifies the critical path — what actually determines the finish date, not just a flat list. From there it delivers a daily rollup covering what's on track, what's blocked, and what needs attention today, delivered before you have to ask, and flags a milestone at risk before it's actually missed.
How to use this workflow
Hire a senior project manager
Open AI Teammates in the sidebar, click Hire AI Teammate, and pick the Senior Project Manager template, a good fit for engineering-heavy projects with real dependencies. The default bio is generic tech leadership. Replace it on the Profile step so it knows this job means breaking scope into a dependency-aware task list and flagging milestone risk before it's actually missed:
Confirm the name and click Create teammate. They land in their own channel, which is where you'll send everything below. More on hiring →
Connect Notion
The task board and milestone timeline live here as the single source of truth. Connect Notion →
Give it the goal and scope
Turn the daily rollup into an automation
Open Automations in the sidebar and click Create via Chat. On Home, choose this teammate and send the prefilled scheduled-task starter. When the interview asks what to schedule, answer with the recurring job below:
Nothing here needs your approval: breaking the goal into tasks, building the timeline, and updating the task board and daily rollup all stay inside Notion, the connected tool you set up — not irreversible or external actions, so this flow runs on its own. See Control for what does pause for sign-off.
Tips for Better Results
| Tip | Description |
|---|---|
| Give it the real deadline and rough scope up front | The breakdown, timeline, and critical path all key off what you give it here — vague scope produces a vague plan. |
| Connect Notion before asking for a breakdown | The task board and milestone timeline live there as the single source of truth; without it there's nothing for the daily rollup to check. |
| Turn the daily rollup into an automation, not a standing ask | Set it up once through Automations → Create via Chat so it checks real status every morning without you asking. |
| Treat a critical-path flag as your early warning | The point of flagging a delay before a milestone is "actually missed" is to give you time to react — don't wait for the deadline day. |
Common Questions
Team Ops
Back to the Team Ops use case overview.
Manage hiring and HR tasks
Document drafting, pipeline nudges, and deadline reminders.
Automate spreadsheet cleanup
Give it a spreadsheet and a target. It cleans, computes, and pivots the result, then saves the whole process as a template that reruns itself.
Keep your team coordinated
Invite real teammates into the workspace, create a shared Task both humans and AI teammates can own, and keep progress synced through comments on the task instead of scattered DMs.