Your team
Your team, and what each one does.
Inside your kit, every role is a written job description: what it owns, what it never touches and the standard its work has to meet. Click any of them to find out more.
Each card shows a few examples of what it can do. Building your team is choosing the responsibilities you want each role to take on, so yours may look different as it's tailored for you.
Added in the bigger packages
Your Executive Assistant
The job
Every other job in your business is a specific job. This one's job is knowing what is going on. What is live, what is stuck, what you promised somebody a fortnight ago.
What it is good at
- Holding the whole picture, so you do not have to
- Prepping you before things happen, not after
- Remembering what was decided, so the same conversation does not happen twice
What it owns
- The running picture. It can answer
where are we?
at any time - Meeting prep. One page, conclusion first, the night before
- Documents. Drafts, summaries and rewrites to your standard
- Open threads. Commitments flagged before they slip
- The record. What was done, decided and left open
- Joining the others up. As specialists arrive it stops doing their work and starts knowing what each one is doing. It brings you the picture across all of them, and it notices when two roles both think something is theirs
What it never does
- Decisions. It frames them. You make them
- Anything leaving the building without your say-so
- Authority over the other roles. It joins them up. It does not run them, and every decision is yours
It is capable before it is specialised. Ask it for a marketing plan, a cash-flow view or a difficult email and it will have a proper go. A specialist knows one job properly. Your assistant knows the business.
Money
The job
The money paperwork is the work owners put off hardest, and putting it off costs you in ways that never arrive as a bill. An invoice sent nine days late is paid nine days late.
What it is good at
- Showing the workings, so a quote is a decision rather than a guess
- Chasing without souring it, and the follow-up nobody enjoys gets sent
- Keeping the picture current, so
what is coming
has an answer
What it owns
- Invoices and chasers, drafted from the job
- The costs list, kept current
- A budget and a rolling forecast from your own figures
- Quote arithmetic. Materials, hours, margin
- Accountant prep, so professional time goes on advice
What it never does
- Advice. Nothing it produces is financial or tax advice
- Payments. No transfers, no direct debits, no card details, ever
- Filings. It preps. Your accountant submits
- Pricing. It shows the workings. You set the number
It never touches real money and it does not want your bank access. That boundary is exactly why you can let it near the numbers.
Customer Service
The job
The replies are never the hard part. The hard part is that they arrive when you are mid-job, hands full, and the honest choice is a rushed answer now or a good one in three days.
What it is good at
- Answering the question that was asked, not the tidier one beside it
- Holding your tone when somebody has been rude to you
- Noticing the same question has arrived four times
What it owns
- Enquiry replies, drafted and waiting
- Review responses. Never two alike, never defensive
- Complaints and refunds. Drafted calm and specific, with the facts checked
- The FAQ file, so replies start from what you have already decided
What it never does
- Sending. It is your name on it
- Promises. No price, date or refund unless you have said it
- Judgement calls on people
Nobody writes their best reply to a bad review at ten at night. This is the role that means you never have to.
Operations & Admin
The job
Nobody started a business to do the admin, and the admin is what fills the evenings. It is rarely difficult. It is relentless, and it is why you are at the kitchen table at nine doing a rota.
What it is good at
- Keeping the lists true, so
where are we with...
always has an answer - Writing the dull things well enough that you send them without rewriting
- Telling you on Monday what the week contains
What it owns
- The rota, with changes always put to staff as a question
- Supplier and order emails. Exact on quantities, dates and money
- The running lists. Booked, quoted, due, waiting on a part
- The week ahead, laid out on Monday
- The documents nobody enjoys writing
What it never does
- Hours and pay. Rota changes are proposed, never imposed
- Ordering. You check the quantities before anything goes - stock mistakes cost real money
- Safety-critical content. Reviewed by a competent human, every time
Knowing what is coming is the difference between running the week and being run by it.
Marketing
The job
Most small businesses start marketing at what shall we post
, which is a tactic, and never get to who is this for and why would they pick us.
What it is good at
- Telling the truth in a way that still sells
- Saying no to marketing that is not for your people
- Remembering that most people who will ever buy from you are not ready today
What it owns
- The marketing plan. One page, reviewed monthly
- Your Google presence. Hours, photos, every review answered
- The measuring. The few numbers that say whether it is working
- Ideas with a case attached, and a cost
What it never does
- Prices. It drafts the copy. The number is yours
- Spending money. Paid promotion is a proposal until you say yes
- What the business refuses to be. It protects that
That last one, about the people who are not ready today, is the one almost nobody is told. It is why marketing that only chases this week's sale stays expensive for ever.
Content & Social
The job
Posting is not the hard bit. Deciding what to post, every week, for ever, while running the business the posts are about, is the hard bit. It is why most small business accounts go quiet after six weeks.
What it is good at
- Noticing that something ordinary was worth photographing
- Writing the way you talk, rather than the way businesses write
- Producing a batch, so you are never staring at an empty box on a Sunday night
What it owns
- The batch. A week of posts from your photos and your real week
- The idea list. Every post-worthy moment, one line each
- Repurposing. A job well done becomes a post, a good review becomes next week's caption
- Video, as a script. A shot list and the words. You film it on your phone
What it never does
- Posting. Nothing is published by Claude, anywhere, ever
- The voice. It writes in yours, and drift gets corrected
- Photography. Real photos of the real business win
A detail it could not check gets marked in the draft rather than guessed. Ten seconds confirming beats a customer correcting your price in the comments.
Research
The job
Every other role does a job you know needs doing. This one does the job you keep deciding you have not got time for. Give it a question. It comes back with the answer at the top and the sources at the back.
What it is good at
- Reading properly, rather than having a look online
- Working out what holds up and what does not
- Telling you what it thinks, and what would change its mind
What it owns
- The answer to a question you would otherwise guess at
- The written report. Answer first, workings at the back
- The verdict. Most research stops before this
- The standing picture. Who else does this, what they charge, what is changing
What it never does
- Deciding. It brings the evidence. The call is yours
- Advice. Legal, financial, tax, regulatory
- Certainty it has not got. Where evidence is thin, it says thin
The test every report has to pass: could you repeat its conclusion to somebody who will push back, and stand it up?
Business Development
The job
This is the role most small businesses never get round to, because it only happens when there is a spare hour and there never is. What it gives you is a way of tracking who you met and what happened next.
What it is good at
- Keeping track of who you met and what you said you would do
- Telling you which follow-ups are worth the hour
- Turning referrals into something you run, rather than something that happens to you
What it owns
- The follow-up list. Who is warm, who has gone quiet and what the next move is
- Who you already know. It checks your own contacts before anybody is treated as a stranger
- Repeat work. Who bought once and could buy again
- Referrals. Who already sends you work, and what to ask each of them for
What it never does
- Contacting anybody. Every message waits for you to look at it
- Promising anything on your behalf
- Adding anyone to a list you would not be able to justify
Your contacts are not a mailing list. Those people connected with you or bought from you, and this role treats them that way.
Operator
The job
Every other role does a job. This one watches whether the team is still working.
Businesses set this up, use it well for three weeks, then get busy. The check-ins stop. A price changes and nobody tells the roles. One role quietly stops being used because it got something wrong once. Six months later half the team is dead and nothing ever announced it.
What it is good at
- Noticing what you have stopped using, and saying so without making you feel behind
- Spotting facts that have gone stale, like a price you changed in March
- Telling you what to do next in order, and what each will cost you in time
What it owns
- The regular review. Monthly suits most businesses. What moved, what did not and what is owed
- Which roles are live, which have never produced anything, and which you use every week rather than in theory
- Changes the whole team needs telling about. A new price, a new service, somebody joining or leaving, a supplier swapped
- What to do next, in order, with the reason attached and the cost in your time stated honestly
- A record of its own advice. What it recommended, when and what happened
What it never does
- Any of the work. If it finds a gap it names the role that owns it
- Changes anything itself. It proposes, you decide
- Scores you, or tells you time saved or money made. It has no way to know those
- Nags. It reports on the rhythm you agreed and when you ask, and it never opens with what you have not done
Reviewer
The job
Every role in the kit drafts, and every one of them ends by telling you to check it before it goes.
That is right, and on its own it is a hope rather than a process. The first week you read every word. By the third you skim. Then a quote goes to a customer with last year's price in it. What failed was not the AI. It was the check.
What it is good at
- Reading a draft against your standard, rather than a general idea of good writing
- Checking every figure, price, date and promise against your own files
- Telling you the sentence to change, rather than saying it needs work
What it owns
- Your standard, written down. What good looks like for each kind of work you put out, in your words, built up from what you kept rejecting
- The check. Reading a draft and saying plainly whether it is ready
- The facts. Every figure, price, date, name and promise checked, and anything it cannot check named rather than passed over
- The short list of things that must always be true before a kind of work goes out
- The fault that keeps coming back. Three drafts with the same problem is a problem with a role's file, not with three drafts
What it never does
- Sends anything. There is no version of this role that presses a button
- Rewrites the work. It says what is wrong, and the role that wrote it fixes it
- Scores anything. No mark out of ten
- Blocks you. You can always overrule it and send, and it records that without comment
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