I've been using Grok Bot for a few weeks now and it's become the tool I run most of my business's automations on.
It has one problem though.
In Claude or ChatGPT you organize everything by chat. That's the interface we've gotten used to.
In Grok Bot however, this has changed. The default way of interacting, is to create a bot, not a chat. So you have for example a writing bot, a coding bot, a researcher bot etc and you talk to them the way you'd talk to employees. Which I do think is a lot more intuitive actually.
However, the downside is when you want to work with one bot on multiple things at once.
Because then you're in one thread with your bot, asking it to set up a time tracking routine, then telling it to move all your tool connections into Composio, then asking about the next video, all stacked on top of each other with no single topic anywhere.
(that's my actual thread. it's a bit of a disaster.)
So I went looking for a fix, and Eric Zakariasson had written up a method on X that solved most of it. I tested it for a few days, changed a few things, and it works really well now.
The whole idea is to copy how a human team already coordinates.
It consists of three pieces:
1. Create a channel per project. For example, one for the video I'm working on, one for the creation of a Skool VSL, one for the optimization of my newsletter welcome sequence. These are all grouped under a Projects section in the sidebar.
2. Assemble your bot team: You'll want to add a project manager bot into every new project channel you create. He owns the organizational work, like scoping the tasks, keeping the board current, or pinging other bots whenever soemthing is stuck. And then you'll want to add the other relevant bots for the project into the channel as well.
3. Final crucial piece: Create 2 Notion databases, "Projects" and "Tasks". This is the crucial piece that makes it all work. The bots need somewhere to keep track of things and coordinate the team, just like a human team would. Include columns like backlog, in progress, blocked, done. Then the bots can get to work, create their own tasks and move them around the board. When one is blocked it can ping the channel. Every project get a card in the project database and every task is linked to one project.
The Projects database.
The Tasks database, filtered down to one project.
Additionally, you'll want to implement a couple of rules, because otherwise you end up with 20 bots talking over each other in one room. So:
reuse the bots you already have first (they have the context)
max 5 bots in a channel besides the project manager otherwise it gets messy
create a new bot only when nothing existing fits, and only if it gets approval from me first
And finally I turned the whole setup into a skill called "Project Ops". So now i just say "create a new project for optimizing my newsletter welcome sequence" and it opens the channel, staffs it with the right bots, writes the spec, and creates the tasks in Notion.
The part I didn't expect is how much of it runs without me. The bots move most of the cards themselves. I show up in the channel to give feedback and make the final call, same as I would with people.
I made a full video about this and I've put the full skill in the description if you want to copy it:
Hope this was useful and have a great week!
Moritz
P.S. If you want more AI tutorials and a community of business owners to talk about implementing AI and automating your business, then join my Skool community here. We do weekly calls and talk about what's working and what not.
