Executive Partner Workflow Analysis
Mapping an Executive Partner’s workflows to automatable agents, tools, and data sources. This is a worked example — see the Workflow Mapping Guide for the methodology.
Summary
The EP Playbook defines 8 workflow domains with approximately 40 discrete processes. Of these:
| Category | Count | Automatable | Needs New Build | Existing Tool Fits |
|---|---|---|---|---|
| Email (Inbox OS) | 12 processes | 9 | 7 | 2 |
| Calendar & Meetings | 8 processes | 6 | 4 | 2 |
| Travel | 7 processes | 4 | 4 | 0 |
| Task Management | 5 processes | 3 | 2 | 1 |
| Communication (EOD/SMS) | 4 processes | 3 | 3 | 0 |
| Relationship Management | 3 processes | 2 | 2 | 0 |
| File Management | 3 processes | 2 | 1 | 1 |
| Tech Stack Ops | 3 processes | 1 | 0 | 1 |
| TOTAL | 45 | 30 | 23 | 7 |
Bottom line: 7 existing tools can be reused. 23 new agents/scripts need building. ~15 processes remain human-only.
Domain 1: Email (Inbox OS)
What the Playbook Requires
The executive’s inbox is managed 5x daily. Emails are triaged into:
| Label/Folder | Rule | Action |
|---|---|---|
| Star (Pin) | FYI, no reply needed | Star + archive |
| Need Reply | Requires executive’s action (sign, reply, RSVP) | Draft reply, notify if urgent |
| Need Reply > Replied | Executive already responded | Move from Need Reply (2x daily) |
| Learn | Newsletters, AI, crypto, tools | Mostly auto-filtered |
| Need Forward | Business receipts (credit cards) | Forward to accounting software |
| Forward > Forwarded | Already forwarded | Tracking subfolder |
| Archive | Everything processed | Remove from inbox |
Existing Tools That Fit
| Existing Tool | Maps To | Gap |
|---|---|---|
gmail_extractor.py | Read emails from inbox | Needs executive’s OAuth |
/gmail-check-respond | Email triage | Needs EP-specific classification rules |
/gmail-suggest-filters | Auto-filter creation | Works as-is for noise reduction |
New Agents/Scripts Needed
| # | Agent/Script | Type | Priority | Description |
|---|---|---|---|---|
| 1 | inbox-classifier | Agent | P0 | Classify incoming emails into Star / Need Reply / Need Forward / Learn / Archive based on playbook rules. |
| 2 | draft-generator | Agent | P0 | For Need Reply emails, generate a draft reply in the executive’s voice. Use templates for scheduling, intros, follow-ups. |
| 3 | invoice-forwarder | Script | P1 | Auto-detect receipts from known senders, forward to accounting software email. |
| 4 | sent-items-scanner | Script | P1 | Scan Sent folder for meeting invites not tracked in task manager. |
| 5 | reply-tracker | Script | P1 | Check if Need Reply emails have been answered. Auto-move to Replied subfolder. |
| 6 | urgent-notifier | Script | P0 | When an email is classified as urgent, send SMS with subject, sender, one-line summary. |
| 7 | filter-optimizer | Agent | P2 | Analyze inbox patterns weekly, suggest new auto-filters. |
Domain 2: Calendar & Meeting Management
What the Playbook Requires
| Process | Frequency | Current Method |
|---|---|---|
| Accept incoming invites | As received | Manual in Gmail |
| Weekly conflict check | Fri + Mon AM | Manual review, 2-3 week lookahead |
| Breather blockers | Daily | Manual insertion of 10-15 min gaps |
| VIP vs Non-VIP routing | Per invite | Manual identification |
| Meeting invite tracking | Daily | Task management board |
| No-Search Rule enforcement | Per event | Manual detail entry |
| Birthday reminder creation | As contacts added | 3 calendar events per person |
| Driving-time optimization | As scheduled | Review calendar for long drives |
New Agents/Scripts Needed
| # | Agent/Script | Type | Priority | Description |
|---|---|---|---|---|
| 8 | conflict-detector | Script | P0 | Scan next 2-3 weeks for overlapping events. Generate report with 3 resolution options per conflict. |
| 9 | breather-blocker | Script | P1 | Scan each day for 3+ consecutive meetings. Auto-insert buffer blocks. |
| 10 | invite-tracker | Script | P1 | Sync pending meeting invites between email labels and task manager. |
| 11 | birthday-manager | Script | P1 | Maintain birthday database from CRM. Auto-create annual calendar events. |
Domain 3: Travel Planning & Execution
What the Playbook Requires
| Process | Complexity | Notes |
|---|---|---|
| Flight booking (preferred airline) | High | Loyalty program optimization, corporate card payment |
| Booking with dependents | Very High | Split booking strategies, linking reservations |
| Upgrade management | High | Bid timing, double-booking strategy |
| Promo repricing | Medium | Monitor promo codes, rebook at discount |
| Hotel booking | Medium | 4-5 stars, early check-in/late checkout |
| Property booking | Medium | Online portal, lead time requirements |
| Itinerary -> Calendar | Medium | Full details in calendar event |
New Agents/Scripts Needed
| # | Agent/Script | Type | Priority | Description |
|---|---|---|---|---|
| 12 | travel-planner | Agent | P1 | Research flights, hotels, ground transport. Present 2-3 options. |
| 13 | upgrade-tracker | Agent | P1 | Track upcoming flights, check upgrade availability at key intervals. |
| 14 | itinerary-builder | Script | P1 | Auto-generate calendar events from booking confirmations. |
| 15 | promo-monitor | Script | P2 | Monitor preferred airline for promo codes. |
Domain 4: Task Management
| # | Agent/Script | Type | Priority | Description |
|---|---|---|---|---|
| 16 | task-sync | Script | P1 | Bridge between Claude Code task system and external task manager. |
| 17 | video-scoper | Agent | P2 | Extract transcript from video link, draft task scope with steps and Definition of Done. |
Domain 5: Communication (EOD/SMS)
| # | Agent/Script | Type | Priority | Description |
|---|---|---|---|---|
| 18 | eod-generator | Agent | P0 | Aggregate day’s work into structured EOD report. |
| 19 | sms-summary | Script | P0 | Extract urgent items, format as short SMS. |
| 20 | urgent-sms | Script | P0 | Triggered by inbox-classifier or calendar events. Send immediate SMS. |
Domain 6: Relationship Management
| # | Agent/Script | Type | Priority | Description |
|---|---|---|---|---|
| 21 | lunch-scheduler | Agent | P1 | Scan calendar for open lunch slots, pull contacts from CRM, generate invites. |
| 22 | gift-researcher | Agent | P2 | Research contact’s profile and interests, propose 3 gift options. |
Domain 7: File Management
| # | Agent/Script | Type | Priority | Description |
|---|---|---|---|---|
| 23 | doc-filer | Script | P2 | Pull email attachments, rename to convention, upload to cloud storage. |
Priority Roadmap
Phase 1: Core Operations (Week 1-2) — P0
| # | Build | Impact |
|---|---|---|
| 1 | inbox-classifier | Automates 80% of 5x daily triage |
| 2 | draft-generator | Saves 30-60 min/day on email drafting |
| 6 | urgent-notifier | Prevents dropped balls on critical items |
| 8 | conflict-detector | Replaces manual 2-3 week calendar scan |
| 18 | eod-generator | Automates structured daily reporting |
| 19 | sms-summary | Ensures executive sees critical items |
| 20 | urgent-sms | Real-time alerting on urgent emails/events |
Phase 2: Calendar & Tracking (Week 3-4) — P1
| # | Build | Impact |
|---|---|---|
| 3 | invoice-forwarder | Automates receipt processing |
| 4 | sent-items-scanner | Catches missed invites |
| 5 | reply-tracker | Auto-moves replied emails |
| 9 | breather-blocker | Prevents meeting fatigue |
| 10 | invite-tracker | Task manager + email sync for meetings |
| 11 | birthday-manager | Automated birthday pipeline |
| 12 | travel-planner | Research + options for trips |
| 14 | itinerary-builder | Auto-populates calendar from bookings |
| 16 | task-sync | Bridge task systems |
| 21 | lunch-scheduler | Proactive lunch booking |
Phase 3: Advanced Automation (Week 5+) — P2
| # | Build | Impact |
|---|---|---|
| 7 | filter-optimizer | Continuous inbox noise reduction |
| 13 | upgrade-tracker | Flight upgrade timing |
| 15 | promo-monitor | Promotional flight savings |
| 17 | video-scoper | Auto-scope delegated tasks |
| 22 | gift-researcher | Birthday gift curation |
| 23 | doc-filer | Auto-file documents |
Architecture Decision: Scheduling
Recommended: Hybrid model.
- Scripts run on schedule via LaunchAgents (data collection, simple routing)
- Agent reasoning triggered when classification/drafting is needed
- Results pushed via SMS/email/Telegram
Next Steps
- Executive provisions access — see credential checklist
- Phase 1 build starts with inbox-classifier + conflict-detector + eod-generator
- Template library created from playbook appendix (JSON/YAML)
- Test on historical data — classify last 2 weeks of emails to validate accuracy
- Daily pilot — run alongside manual EP work for 1 week before going live
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