Make the team yours: the details

This page goes with the Week 3 lesson "Make the team yours, then run the same email again". Read it for the background, or when something goes wrong.

One change at a time

Change three things and you can't tell which one helped, or which made something else worse. One change, then one rerun of the same email, shows exactly what that change did. That's the TOAST loop: Take the output, Observe it, Analyze why, Stick one change back in, Test again.

Most items on a first list are missing context: the team didn't have your files, your voice or a tool. A missing instruction is a rule nobody told it, which a note fixes. If an agent had the rule and didn't follow it, tell Gigawatt instead of adding a second note.

Every change in this lesson is saved in your own records, in work/course/staff/: your voice package, your approved sources and your notes. A course update never touches that folder. A research tool is saved in your records too, and Gigawatt puts it back on the agent after an update when you ask it to check.

Your voice

Why your own writing, not a description

"Calm, kind, short" is a wish. Your own writing is evidence: the Communications Writer (YGM) can see how you actually open, explain and sign off.

Examples teach best, the way you'd train a new person: you show them replies you've sent, and say what each one was answering. So replies to people who wrote to you with a question teach Echo more than emails you started yourself.

Your Week 1 samples are a different thing

Samples you gave in Week 1 set how your Chief of Staff talks to you. That voice is saved separately, and nothing in this lesson changes it.

Your email replies use the voice package Echo built in "Set up your email department". When no voice package is approved, the writer falls back to your voice samples, but only if they're marked as your own writing. Otherwise it writes plain, warm and professional, and says so in its notes.

What a new version keeps

Each time you approve a new voice package, the earlier version is kept in a history folder next to it.

Your files

Files you added to your library in Week 2 are already there.

A file in your library isn't used until it's on your approved sources. Each line your Chief of Staff shows you has three parts: the file, where it applies (every team, or just your email team, by the name your records use for it), and a reason. You can change any reason before you say yes.

A research tool

Firecrawl is an official connector in Claude's directory, and a plugin for ChatGPT and Codex. Its free account gives 1,000 credits a month (as of October 2026). The External Researcher (Scratch) may use Firecrawl or Exa.

The record is the Charter Steward's list of which agent does what, with which tools. Your Chief of Staff routes work from it, so a tool nobody recorded never gets used.

Comparing the two runs

Gigawatt lays the first run's "not yours yet" list next to the second: what each agent says now, and whether each item is closed or still open. It only says your change fixed an item when it can point to the proof in the job files.

To read it yourself, open your workbench folder, then runs, then the new job folder the plan named, then observation, then the newest notes. The new draft is in the same job folder, under drafts. Nothing from the rerun goes to your mailbox. On Codex Outlook, do not create a second reply draft, send manually or change the earlier live job; compare only the saved local outputs.

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