I've been using Grok Bot for the last

few weeks and it's an amazing tool for

automating your work and running your

business. It has one problem though.

It's difficult to actually work on

multiple projects at the same time and

coordinating your bots in the right way.

But I have now found a method and tested

it extensively myself that works

extremely well and lets me run multiple

teams of Grok Bots in parallel. So let

me show you how. All right, before I get

into it, the full credit and inspiration

for this video actually goes to Eric

here who wrote this article on X

describing his method. So definitely go

check that out and give him a follow.

I'll put a link down below. All right,

before I get into this method, let's

briefly back up and just describe why

this is a problem even. So uh as you

probably know from Claude and ChatGPT,

the way you interact with it is through

creating new chats, right? You basically

have this left sidebar which is like in

a way the entry point to the app and

then you create a new chat and then your

new chats show up here. And if you have

a new conversation, you create a new

chat again, right? This is the way that

it works and how we've gotten used to

interacting with AI at this point. And

then Grok Bot came up with something

new. Well, technically, I would say Open

Claw probably came up with this and then

Grok Bot kind of adapted it and just

made it better.

But what Grok Bot essentially did is it

flipped this model on its head sort of

or changed it up in in a few ways. And

the main way is that you're not having a

new chat, you're actually just creating

new bots. So you can see here I'm

creating I've created an X Bot, a

YouTube Bot, a newsletter bot. So it's

actually now very similar to just

interacting with humans. Like when you

have employees, you're basically just

you know, you hire a new employee and

then you can talk to that employee

through some communication platform like

Slack. So this is probably the biggest

difference between these two

applications and this is what changes

things. Now I think the Grok Bot way is

super intuitive and probably the way to

go in the future. However, it does

create a few problems. So, the first one

is that if you always just chat to one

bot, it kind of breaks if you want to

have multiple and fast conversations

with it. So, imagine you're talking with

one bot and then, you know, as you're as

you're waiting for the answer, you want

to talk about the different topic and

then you're having that in the same

thread and that kind of makes it break.

The other thing is also that humans

actually, when they work, they usually

work in multiple projects at once. So,

having just bots is kind of hard to

mimic this behavior. And when you try to

do that with just your bot setup, things

start to get messy. So, let me show you

an example here and this is my

conversation with my Chief of Staff bot,

which is the bot that is the main bot

and he coordinates everything for me.

And you'll see from my conversations

with him, it's kind of all over the

place. So, here I'm asking it to set up

a weekly time tracking analysis routine

and then next, I'm kind of telling it

that I want to centralize all my tool

connections inside of Composure. The

next one is then to implement this setup

here of the video that we're talking

about right now. And then,

I'm saying I want to make the next video

about something else actually. So, you

know, it's just kind of like all over

the place and there's like no one topic

of this one thread here. And this can be

fine if you're not, you know, having

very frequent conversations with it and

just occasionally talking to it. But

once you start talking about a a lot of

different projects and a lot of

different topics, that's where things

start to get a bit messy. All right, so

what's the solution here? At a high

level, here's the solution and I'll give

you the overview first and then we'll go

into an into the actual implementation

of this and I'll show you exactly how to

do this. So, the first thing you want to

do is you're going to create a projects

channel. So, basically, one new channel

for every project. And you can create

channels in Grokbot. And then, what you

want to do is you want to create a

project manager bot. And essentially,

into that channel, you want to add that

project manager bot, and also other

relevant bots that are, you know,

related in that topic, and that are

needed to operate well in inside of that

topic. And then, the third thing is you

want some place where the tasks and the

projects are actually tracked. So, I've

created a Notion database,

or basically two Notion databases, one

for projects, and one for tasks. And

this is where the bots can track their

work and coordinate everything. So, let

me show you exactly how this looks like.

All right, so you can see here, the

first thing I did was actually I created

this group here, and you can do that

simply by just right clicking any chat,

and then you can go here and say move

to, and that's where you can create a

new section. So, I have a section all

called projects, and this is where my

projects are inside of. And here's one

example of a project. So, working on

this video is one project, right? And if

I scroll all the way to the top, this

project was essentially started off by

my chief of staff with a prompt, and I

basically triggered the creation of this

project through my chief of staff. And

then, he went into this project, created

it using the the skill that I'll show

you later as well, and he initiated this

chat saying, "Um this room is the next

long form. I run multiple teams of Grok

bots, source, and, you know, some of the

tasks that So, he's initiating the tasks

that should be

done as part of working on this video.

And so, he's actually starting to assign

also which bots should be part of this

channel, and which tasks should be taken

over. So, he also decided that, you

know, these bots should be part of this

channel. He added, you know, all of

these bots into this channel. And then,

here in the task description, he says

the YouTube bot should be in charge of

the full script, basically, um as well

as title and title options, thumbnail

text, and so on. So, things related to

the actual video. The projects manager,

as always in every project,

should always be the bot responsible for

the actual coordination of the task and

like updating the boards, things like

that. It does say here Excalidraw

screens, although I would actually put

that more in the responsibility of the

YouTube bot. But, anyway. And then here,

okay, of course it mentions the filming

should stay on me, but I did actually

later also add the research bot in here

uh because the research bot is then

useful for doing some uh additional

research for this video. And then you

can see right after that initial

message, the other bots start to take

action as well. So, the projects manager

starts to

uh plan some stuff, and then the YouTube

bot starts to talk, and so on. And then

here you can see the project manager

actually started giving some outputs

here. So, it created an Excalidraw

board, and at this point it had also

created the Notion pages. And this run

was, you know, it wasn't super

coordinated yet because I haven't given

it my preferences yet how I like it to

do the research and, you know, the

general process of working on my videos.

So, it kind of just, you know, made some

things up. And I had feedback because of

that, so I said, you know, I don't want

a detailed shot list like they did. It

should just be like focus more on the

actual research and then giving me some

ideas of the directions that I can take.

And so, any type of feedback I will be

having it inside of this channel, just

like you would if you were talking to

your team of humans. And then we get

into the interesting part because this

is actually how the bots are able to

coordinate the work across each other,

and this is really the central piece of

this. So, you can see here I have a

projects database and a tasks database.

So, let's check out the projects

database first and you can see it has,

you know, this board view that was

created and it has a backlog. So, these

are basically projects that are in the

backlog. It has projects that are in the

planning phase, projects that are in

progress, projects that are paused and

then also projects that are done. And

you can see in my case, I have three

projects that are in progress right now.

One of them is this video and then

there's one which I'll show you in a

bit, client work and also the school VSL

and then I have one project in paused.

And if I open up a project, you'll see

here that, you know, it has this

property here which is channel. So,

essentially that's the

GrokBot channel, the GrokBot channel ID

so that it knows, you know, which

channel this actually all relates to. It

has a spec and this is actually

really interesting because, you know,

when when you as a human team, you

create a project, you usually also need

some kind of spec, right? Or some kind

of plan. And this is essentially this

initial spec of which in my case is just

the script and it just put the spec

here, which is, you know, an a very

important document for this project. And

here is then where it creates the tasks.

So, it created the tasks inside of the

project and down here you can also find

the team that is, you know, part of this

project. Yeah, so what you can see is

that project has many tasks assigned to

it. So, let's have a look where the

tasks are actually organized. If I go

back here into the tasks database, this

is the overview of all of the tasks and

this is across all of the projects. So,

you can see here there's a to-do column,

there's an in progress column and then

there's blocked and then there's done.

And the nice thing is I can actually

filter here by my project. So, in this

case, this video here, we have a couple

of to-do's still. So, basically, uh film

and edit, which I'm in the process of

right now, and then upload and schedule,

and after that, repurpose to other

platforms. And then there are a couple

of other tasks that are already done,

which are these here.

And actually, when it's while it's

working, you can have a look at this

board, and the bots will start to, you

know, create these tasks, put them into

in progress, so you'll be able to see

how it's moving these cards across this

board. And so, here you can see how

we're actually able to give these bots

the context that they need to be able to

coordinate well uh with each other,

because, you know, you have a board now,

and this is basically how a human team

would coordinate with each other. You

have a channel where they can talk to

each other, and then you have a board

where the tasks are in one place, and

you can get a good overview of, you

know, which task is in which state. And

just to give you another quick example,

I have here a project called School VSL.

So, it's basically for helping me to

create a intro video for my school

community, and here's how it's the chief

of staff again kicked this off. It put

these members into this channel, and

then, you know, from there just kind of

kicked off and started communicating

with all of the other bots. And then if

I go here into Notion, I can now also

filter by

this project, and you can see the tasks

here. Some of them are done already, and

some of them are in progress, some of

them are in to do. And if the bot if one

of the bots is actually doing something

and is blocked, then it will be inside

of the blocked state. And in that case,

then it would ping me, or maybe even if

you set it up in the right way, it can

ping another teammate of yours. So, and

when you are creating these channels in

Grog Bot, you want to have a couple of

rules there. And the first one is that,

essentially, you want to try to reuse

existing bots first. And, you know, in a

human team, you also have people that

are specialized in specific things. They

have the context around certain things,

and they have the expertise around

certain topics. And, you have that in

your Grok bot team as well. So, you want

to use these people for specific for the

projects that are, you know, related to

their skills.

And, you don't really need to create any

new bot for just for that project. You

can just reuse the existing ones. Just

makes sense because it has the context.

And, if you do create new bots that are,

you know, specifically for that new

project, you don't want to create too

many because then it starts to get very

messy. Like, imagine, you know, there

are 20 bots inside of one channel, and

everyone tries to talk. It just gets

very messy. So, the general rule here is

to keep it at around five bots. And,

yeah, as I said, new bot only when

nothing really fits, and it should al-

alway get an approval from you when it

wants to add a new bot. And then, the

other thing you want to do is you want

to turn this process into a skill so

that you can easily trigger it. So, let

me show you how the skill looks like.

So, here is the project ops skill, and I

will put that in the link uh below as

well so that you can use this skill and

just copy paste it. But, essentially,

what it does is it says, "Turn a named

piece of work into

one Notion project row plus one Grok bot

channel staffed from the existing

roster." And then, it says to always use

the project manager. So, the project

manager is basically in every project,

and should be in charge of the

coordination and updating the boards,

things like that. And then, the chief of

staff kind of should also be in every

project as like the boss essentially of

the entire company. So, when to trigger

the skill? every time I say new project

or open a channel for X, and then here

it's kind of just giving the channels

IDs of the various Notion pages and so

on.

The IDs of the bots, and then which

projects already exist, and some of the

rules that I just went over right now.

And then the steps of how to create

these project channels and these Notion

pages. So, now when I want to start a

new project, it's super easy. I can

basically just use the skill called

project ops, or I can just say create a

new project. And then I'll say,

"Okay, help me create this new project

for optimizing my newsletter welcome

sequence." And just hit that off. Okay,

so now you can see that this channel

here was just created, newsletter

welcome sequence. And of course, the

good thing here is that I don't actually

manually manually need to go in and

create this channel by myself and add

all of these bots, but essentially it's

doing everything for me. The only thing

that I do have to do manually is to move

it into my projects

grouping here. This for some reason it

cannot do yet, but yeah, I'll just drag

it over. And then I can go and check out

this channel. So, here you can see the

chief of staff just sent this kickoff

message here. It created the spec and

the project. So, if I click on that, I

will see inside of my projects database,

I'll see that this newsletter welcome

sequence was just created. And it also

created a spec here, so interesting to

check that out. Oh, interesting. Okay,

so it actually searched through my

Notion and just put a spec there. So, I

might want to modify that later just to,

you know, give it some more some better

guidance on how I want this optimization

to be done.

Actually, I can do that right now. So,

I'll just go in here. I want you to get

the newsletter welcome sequence that is

in my automations inside of Beehiiv

right now. I want you to take

everything, put it into a Notion

uh doc, so that I can edit that Notion

doc directly. And then, especially, I

want you to extract the CTAs, because

that's what I want to optimize.

And then, create the other tasks that

are then later needed once I've done

that editing uh to update the

automation. Okay, so I'll just post that

in here. And while it's actually working

and it's probably in the middle of, you

know, creating the task and like

coordinating the bots as I sent this

feedback, so it's probably like going to

start adjusting a bit.

So, we can see here now if we filter by

the newsletter welcome sequence project

in the task database, it's already

created all of these tasks. This one is

in progress already, read existing

welcome sequence Notion page, audit live

Beehiiv welcome sequence. And then,

these tasks are still in to do, draft

and optimize welcome sequence, brief

what great newsletter welcome sequences

do. So, this is probably like a research

bot, so I'm guessing this it assigned

this one to the research bot that I

have.

And then, this one is probably like just

a review draft. So, this one is probably

then it will be assigned to me

essentially like once it's done working.

I will get this assigned. I'll be pinged

in the channel. And that's then for me

to kind of review it and give it

feedback. So, yeah, this is how this

works. I can now essentially create

these projects and hand them off to my

bot, have them more or less

self-organize these projects, and then

move them along all the way to get the

projects from started to done. And I'll

just be, you know, taking part in that

process as like the person that is

overlooking everything, steering, and

making the final decisions in the end.

And that's it for this video. I hope you

found it helpful. As I mentioned, I'll

be putting all of the links uh including

the skill and the guide to be able to

set this up and the full prompt, so you

can set the whole thing up for yourself.

I'll put it down below in the

description. And if you want more

tutorials about how to automate your

business and use AI tools in your

business or at work, then feel free to

check out my prompt warrior community

and we have a bunch of courses in there

and templates and yeah, cool community.

Thanks for watching this video. I'll see

you in the next one. Bye-bye.