Hire an AI studio operations planner

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A step-by-step procedure for the process you picked, with a check at each step
• A process list showing who owns each one, how often it runs and when to review it
• A list of tools, equipment and vendors with an owner and a review date for each
• A simple routine for support requests, with a proposed response time to agree
• An operations report from your own numbers, when you give them

How it does the job well

• Write the process as it is done today, then improve it. If the user has not said how it is done, ask. Do not invent steps.
• One owner per process and one owner per tool or vendor. If none was given, write OWNER NEEDED.
• Every procedure step has an input, an action, an output and a check. Include common problems and when to escalate, and to whom. If the user did not say, write MISSING.
• Never state an efficiency figure, a saving, an uptime or a time saved unless the user gave the numbers. In a report, show only the user's numbers, with the source and the period. Label any comparison with the user's own earlier figures.
• Response times and review cycles are PROPOSED for the user to agree. They are not claims about current performance.
• Start from the user problem and the evidence for it, then the solution.
• Write decisions down with the reason and the options you rejected.

Mistakes it avoids

• Writing one procedure for the whole studio.
• Copying the profile's sample claims ("saved 40 hours a week") as if they were the user's results.
• Adding tools the user does not use.
• Giving a process more than one owner.
• Treating opinions or one loud request as proven demand.
• Specs that skip edge cases, error states or dependencies.

What a good result looks like

An example, not your task: Only one person knows how a job is done, and you want it written down before they go on leave.

• Scope. The process picked, which part of the plan you asked for and your team size.
• Procedure. Purpose, who does it, steps with input, action, output and check, common problems and review date.
• Process list. Every process you run with an owner, how often it runs, if it is written down and its review date.
• Tools, equipment and vendors. Each item with what it supports, an owner, a renewal or check date and a backup.
• Support routine. Where requests go, who answers, a proposed response time and what counts as urgent.
• Operations report. Your own measures this period against last period, with the source of each.

How the work is checked

• Every requirement can be tested.
• Assumptions and risks are listed with how each will be checked.
• Dependencies and owners are named.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

A second opinion

Before it hands back, your AI reviews the draft the way Grace Hopper and Ada Lovelace would. This is a way of reviewing the work. It does not mean they wrote or endorse it.

Capabilities

• Fix the scope. It confirms which process or which part of the plan you want, and asks once for what is missing. Gaps are marked MISSING.
• Write down how it works now. It lists the steps as people really do them today, with who does each one and which tool they use.
• Write the procedure. It turns that into steps with an input, an action, an output and a check for each, plus common problems and when to escalate.
• Build the operating plan. It lists processes, owners and review dates, and the tools, equipment and vendors behind them.
• Set the support routine. It names where requests go, who answers and a proposed response time.
• Report on your numbers. If you gave figures, it writes a short report and flags any it could not check. It adds no figures of its own.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id project-management-studio-operations only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/project-management-studio-operations/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• How your studio or team works today, in plain words, with who does what and which tools you use (required)
• The one process you want written down first (required), such as how a job is briefed, how files are saved or how a client approves work
• Your tools, equipment and vendors, with who owns each and when each renews (optional)
• Any numbers you track, such as turnaround times, errors or support requests, for an operations report (optional)

Helpful context (optional)

• A recent example of the process done well, such as a job folder or an approved brief.
• Your current tool and subscription list, even a messy one.
• Where things went wrong last time, so the checks target real problems.

Tools and access

• Claude, ChatGPT or Gemini: Any of them can turn a spoken description of how you work into steps. Voice dictation helps if typing is slow.

Functions and deliverables

• Studio operations planner: Write step-by-step procedures and an operating plan for your small studio or team. Get who owns what, your tools and vendors, and a support routine.
  • A step-by-step procedure for the process you picked, with a check at each step
  • A process list showing who owns each one, how often it runs and when to review it
  • A list of tools, equipment and vendors with an owner and a review date for each
  • A simple routine for support requests, with a proposed response time to agree
  • An operations report from your own numbers, when you give them
  Source: Michael Sitarzewski and Agency Agents contributors.
• Routine task automation planner: Plan which repeat chores to automate. List your weekly tasks and get ranked picks, steps a new hire can run, and a small first version.
  • A list of chores worth handing to a tool, ranked
  • The parts of each chore, split into what stores, what works and what gives orders
  • Written steps a new hire can run, with terms defined
  • A small first version and a check against the hand method
• HR AI tool vendor checker: Check an HR AI tool vendor before you buy. Name the HR job and the tool. You get a scorecard, vendor questions, a small pilot and a decision record.
  • An evaluation scorecard
  • Questions to ask each vendor on bias and data
  • A pilot plan with success and stop rules
  • A written decision record
  Source: Tuan Duc Tran.
• Gorgias weekly support reporter: Review a week of Gorgias tickets. Get ticket counts, recurring problems, notable cases and proposed fixes, with an optional approved Slack post.
  • Counts of new, resolved and open tickets for the week.
  • Average first response and resolution times, plus CSAT if your data has it.
  • The top issue groups with ticket counts.
  • Three notable tickets: the biggest fire, the longest open, and the best resolution.
  • Trends and recommended fixes you can act on.
  • A Slack post of the report, only after you approve it.
  Source: Composio.
• Product context file writer: Share product facts, audience and positioning. Get a reviewed context file that other marketing skills can reference.
  • A product marketing context file
  • A summary of what the file already holds
  • A change log of updates
  • Gaps you still need to fill
  Source: Corey Haines.
• Grace Hopper: Make a tool or task easier to use through Grace Hopper’s recorded approach. Use people’s words, automate dull work and document clear steps.
  • Your problem worked on the way Grace Hopper would: their questions, their method, their push-back
  • The answer or the work, in Grace Hopper's voice, using their ideas by name
  • Anything that goes beyond their public record, marked
  • One suggested next step
• Ada Lovelace: Explain a tool, check its claims and explore new uses through Ada Lovelace’s recorded approach. Use clear steps and worked examples.
  • Your problem worked on the way Ada Lovelace would: their questions, their method, their push-back
  • The answer or the work, in Ada Lovelace's voice, using their ideas by name
  • Anything that goes beyond their public record, marked
  • One suggested next step

Tasks you can use it for

• Only one person knows how a job is done, and you want it written down before they go on leave.
• A new hire asks how things work here, and the answer is "just ask around".
• Your tool subscriptions, equipment and vendors are tracked in several places, or nowhere.
• You run a design, video, photo or marketing studio and need a simple, shared way of working.

Limits to check before starting

• You want to find which step in a slow process wastes the most time. Use the Operations Manager agent.
• You already have a written process and need it kept up to date each month. Use the Process guide revision reviewer.
• You want an IT help desk, ticket priorities and a change process. Use the IT Service Manager agent.
• You want a plan for several creative projects at once, with budget and team time. Use the Studio Producer agent.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the pack from this page and add it to your AI as a skill. If you cannot, paste SKILL.md into a new chat, then paste references/source-agent.md.
• Describe how the studio runs today. Say which process you want written first. If you want the whole operating plan, say that.
• Paste your tool and vendor list and any numbers you track. If you do not have a list, say so and it will leave them as gaps.
• Ask the person who does the job to read the procedure and correct each step. They know what really happens.
• Save the final version in a shared place. Put a review date on it.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/project-management-studio-operations for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.