# Work Project Management System
## Architecture Document v1.0

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## 1. Overview

### Purpose
A unified system to manage Assaf's consulting projects, client relationships, tasks, meetings, and deliverables - with AI agent support for proactive management.

### Core Principles
- **Single source of truth** - Everything lives in Notion
- **Minimal friction** - Quick capture, smart organization
- **Proactive assistance** - Bot monitors, reminds, and suggests
- **Client-centric** - Organized around relationships, not just tasks

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## 2. Database Structure

### 2.1 Projects (existing)
| Field | Type | Purpose |
|-------|------|---------|
| Name | Title | Project name |
| Client | Relation → People | Primary client contact |
| Status | Select | Active / On Hold / Completed / Archived |
| Priority | Select | High / Medium / Low |
| Type | Select | Branding / Strategy / Workshop / Retainer |
| Start Date | Date | Project kickoff |
| Target End | Date | Expected completion |
| Budget | Number | Project value (€) |
| Hours Logged | Rollup | From time entries |
| Tasks | Relation → Tasks | All related tasks |
| Meetings | Relation → Meetings | All related meetings |
| Documents | Relation → Documents | Deliverables & files |
| Notes | Text | Project context |
| Google Drive | URL | Link to project folder |

### 2.2 Tasks (existing, enhanced)
| Field | Type | Purpose |
|-------|------|---------|
| Task | Title | What needs doing |
| Project | Relation → Projects | Parent project |
| Assigned | Select | Assaf / Bot / Delegate |
| Status | Select | To Do / In Progress / Waiting / Done |
| Priority | Select | Urgent / High / Medium / Low |
| Due Date | Date | Deadline |
| Context | Select | Deep Work / Quick / Errand / Call |
| Energy | Select | High / Low (for scheduling) |
| Blocked By | Relation → Tasks | Dependencies |
| Notes | Text | Details |

### 2.3 People/Contacts (existing, enhanced)
| Field | Type | Purpose |
|-------|------|---------|
| Name | Title | Full name |
| Company | Text | Organization |
| Role | Text | Title/position |
| Email | Email | Primary email |
| Phone | Phone | Primary phone |
| Type | Multi-select | Client / Prospect / Partner / Vendor |
| Projects | Relation → Projects | Associated projects |
| Last Contact | Date | When we last connected |
| Next Follow-up | Date | Scheduled follow-up |
| Notes | Text | Relationship context |
| LinkedIn | URL | Profile link |

### 2.4 Meetings (existing, enhanced)
| Field | Type | Purpose |
|-------|------|---------|
| Title | Title | Meeting name |
| Date/Time | Date | When |
| Project | Relation → Projects | Related project |
| Attendees | Relation → People | Who's there |
| Type | Select | Discovery / Workshop / Review / Internal |
| Status | Select | Scheduled / Completed / Cancelled |
| Agenda | Text | Pre-meeting topics |
| Notes | Text | Meeting notes |
| Action Items | Relation → Tasks | Generated tasks |
| Recording | URL | Link to recording |

### 2.5 Documents (new)
| Field | Type | Purpose |
|-------|------|---------|
| Name | Title | Document name |
| Project | Relation → Projects | Parent project |
| Type | Select | Proposal / Deck / Deliverable / Contract |
| Status | Select | Draft / Review / Final / Sent |
| Version | Number | Version number |
| Google Doc | URL | Link to doc |
| Created | Date | Creation date |
| Sent Date | Date | When delivered |

### 2.6 Time Entries (new - optional)
| Field | Type | Purpose |
|-------|------|---------|
| Date | Date | Work date |
| Project | Relation → Projects | Which project |
| Hours | Number | Time spent |
| Description | Text | What was done |
| Billable | Checkbox | For invoicing |

---

## 3. Views & Dashboards

### 3.1 Daily Command Center
- Today's meetings (calendar sync)
- Urgent tasks (due today/overdue)
- Waiting for response (follow-ups)
- Quick wins (low energy, quick tasks)

### 3.2 Project Boards
- Kanban by project status
- Pipeline view (prospects → active → completed)
- Client health overview

### 3.3 Weekly Review
- Completed this week
- Carried over tasks
- Upcoming deadlines
- Revenue/hours summary

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## 4. Automations & Agent Workflows

### 4.1 Morning Briefing (8am daily)
Bot generates:
- Today's calendar
- Priority tasks
- Pending follow-ups
- Client touchpoints needed

### 4.2 Meeting Prep (1 hour before)
Bot sends:
- Meeting context (last notes, project status)
- Attendee info
- Suggested agenda items
- Open action items

### 4.3 Follow-up Tracker
Bot monitors:
- Emails awaiting response (>48hrs)
- Proposals sent (follow-up reminder)
- Clients not contacted in 2+ weeks

### 4.4 Weekly Review (Friday 4pm)
Bot prompts:
- Review completed work
- Update project statuses
- Plan next week priorities
- Invoice reminders

### 4.5 Proactive Alerts
- Task overdue
- Meeting tomorrow (no agenda)
- Project deadline approaching
- Budget threshold hit

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## 5. Integrations

| System | Direction | What Syncs |
|--------|-----------|------------|
| Google Calendar | ← | Meetings auto-create |
| Gmail | ← | Email monitoring for action items |
| Google Drive | ↔ | Document links |
| WhatsApp | → | Alerts & briefings |

---

## 6. Agent Capabilities

### What Bot Can Do Autonomously
- Create tasks from emails/messages
- Update meeting notes
- Send reminders
- Generate status summaries
- Track follow-ups

### What Requires Approval
- Send emails to clients
- Create calendar events
- Move projects to completed
- Any external communication

---

## 7. Implementation Phases

### Phase 1: Foundation (Now)
- ✅ Projects database
- ✅ Tasks database  
- ✅ People database
- ✅ Meetings database
- ✅ Email forwarding

### Phase 2: Workflows (Next)
- [ ] Daily briefing automation
- [ ] Meeting prep automation
- [ ] Follow-up tracking
- [ ] Weekly review ritual

### Phase 3: Intelligence (Later)
- [ ] Auto-task creation from emails
- [ ] Project health scoring
- [ ] Predictive scheduling
- [ ] Client relationship insights

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## 8. Open Questions for Assaf

1. **Time tracking** - Do you want to track hours per project?
2. **Invoicing** - Should this connect to invoicing workflow?
3. **Team** - Will anyone else use this system?
4. **Proposals** - Template system for proposals?
5. **Retainers** - How to handle ongoing vs project work?

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*Created: January 23, 2026*
*Status: Draft for Review*