How To Run Multiple Grok Bot Teams

0:00I'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

0:30check 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

1:01interacting 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

1:35have 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

2:11you'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

2:40and 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

3:17fine 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

3:49channels 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

4:26me 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

5:01basically 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

5:24done 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

6:04the 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

6:40bot 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

7:03general 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

7:19ideas 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

7:40projects 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

8:05projects 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

8:43some 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

9:21is 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,

9:54which 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

10:27where 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

11:05here. 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

11:35human 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

11:53their 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-

12:31alway 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

13:07the 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

13:36on. 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

14:13good 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,

14:48I'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

15:08to 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

15:30that'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

15:50start 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

16:20have. 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

16:52overlooking 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

17:23and templates and yeah, cool community. Thanks for watching this video. I'll see you in the next one. Bye-bye.