Each priority project gets a shared space where the team and the assistant work from one record

A priority project gets its own space in the company assistant, with the plan, quotes, minutes and decisions. Anyone on the project asks there and gets answers from the project's own record, and new minutes update the decision log by themselves.

Used day to day by
  • Project lead
  • Project team
  • Project sponsor

What the assistant uses here

Answers from your systems, within each person's access.

  • Trigger Starts on its own when something happens
  • Channels Reaches people where they already talk
  • Team space A project's files, decisions and instructions in one place

How it runs with AI

The project has a space in the company assistant with its plan, quotes, minutes and decision log from SharePoint, and instructions on how to answer. When new minutes are saved, the assistant adds the decisions to the log. Anyone on the team asks in the space on Teams and gets the answer from the project's own record, with the document it came from.

How it is done today

Project files sit in email threads, shared folders and people's notes. New members spend weeks catching up, and settled decisions get reopened because nobody can find when or why they were made.

How the assistant works here

Where people ask, what it draws on, and what comes back.

Where people ask

  • Microsoft Teams, steps 3 and 5

Who asks

  • Project lead
  • Project team
  • Project sponsor

What it draws on

Apps

  • SharePoint, steps 1, 2 and 4

Context

  • Team space, step 1
  • Project instructions, step 1
  • Decision log format, step 2

What comes back

  • An answer with its sources, step 5

How a request runs

  1. Step 1, the assistant: Holds the project's plan, quotes, minutes and decision log in one shared space

  2. Step 2, the assistant: Adds the decisions to the log when new minutes are saved

  3. Step 3, the assistant: Takes a question asked in the project's space on Teams

  4. Step 4, the assistant: Finds the decision in the log, with its date, reason and who signed it off

  5. Step 5, the assistant: Answers from the project's own record, with a link to the decision

The same flow works with the apps you use.

Who controls it

  • Access

    It runs with each person's own access, so it shows only what they could open themselves

  • Approvals

    A person approves before it changes anything in your systems

  • Record

    Decisions added from minutes show the meeting they came from, and the project lead can correct any entry

This fits you if

  • You run a few priority projects with people from several teams
  • Project documents sit in SharePoint or a shared drive
  • Decisions are minuted, but hard to find later

What to watch for

  • The space holds only the project's own files, and only its members can ask it
  • Questions the record cannot answer go to the project lead, not to a guess

Read more

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