Leya Petrovani Miller

How my system works.

Don't worry, you don't need to be technical to understand this.

Updated November 20261 chief of staff21 agents
01

Where it gathers information and context

Everything it knows comes from the places my work and my life already happen.

  • Meeting notes
  • Email
  • Work and family calendars
  • Task list
  • Organized files
  • Voice memos from my walks
  • School updates
02

The AI team

Each agent has one job. One thing I learned as I was making the system: I had to do each job first in order to demonstrate what “good” looks like. Then, and only then, was I able to offload it to AI.

  • Rose, my chief of staffThe one place I go for everything. It leads the team, so I'm not managing a team of agents on top of everything else.
  • The CFOOversees the finances of the business, watching cash, invoices and what's coming due.
  • The calendar keeperProtects my time, catches conflicts and schedules focus blocks.
  • The inbox assistantSorts what needs me from what doesn't, and drafts replies in my voice to emails.
  • The strategistHelps me think through pricing and big decisions.
  • The content scoutFinds the ideas worth sharing in my meetings and voice memos.
  • The family plannerPlans our weekly meals, keeps school logistics organized, and connects with my husband's agent so that he and I are on the same page.
03

The rules

This is the part that makes it trustworthy.

  1. It drafts. It never sends. I read and approve everything that goes out under my name.
  2. Every agent has a job description. What it does, the specific goal it tracks every day, what good and bad look like, and what it may do alone versus with my yes.
  3. One agent, one job. When I gave one agent too many jobs, it did all of them worse.
  4. Clear lines on access and privacy. I've been very clear about what it can access, what it can't, and what stays private and confidential. I always use the paid plan with training turned off, and have clear guardrails about what folders and files it can and cannot access.
04

What a typical day looks like with my agents

I react, edit and decide. I no longer have to create the logistics.

  • 7amA morning brief: the decisions I have to make, today's meetings with prep, and the emails that need my response (with drafts).
  • 4:30pmAn end-of-day check-in that catches what I promised in meetings, drafts the follow-ups, and shares a list of work it can do overnight for my approval.

A few of its best recommendations

  • "A client contract ends in 60 days. Here's what I'm hearing in your recent meetings, and three ideas for what to propose next."
  • "You delivered the final report yesterday. That's your invoice trigger. The invoice is drafted and ready for you."
  • "Thursday's 3pm overlaps with dance class. Here's a draft asking to move it to Friday morning."
  • "You just said something in a client meeting that they responded really well to. A LinkedIn draft (in your voice) is waiting in the content backlog for you to review."
Monday digest · drafted by Rose, 6:40am
▸ This week: 2 deliverables due, 3 follow-ups open
▸ 4 meetings this week. One of them is a potential new client, here's your prep doc
▸ I didn't see the follow-up I drafted after yesterday's 3pm call go out. Send it today while the meeting is fresh?
▸ 9 discovery notes: 2 themes worth writing up
▸ One client invoice is 6 days overdue
The kind of thing my chief of staff writes before I open my laptop.

It's still work.

Agents need managing, the way people do. Things break, and I have to fix them. When something is wrong, I correct it, but I make sure that feedback becomes a rule, so I don't have to say it twice.

It didn't start like this.

In mid-2024 I was using a chatbot like a smarter Google. Every step since has changed one key thing: who starts the work.

  1. Level 1A smarter GoogleYou open a chatbot, ask a question and get an answer. It doesn't know you, so every conversation starts from zero. You start the work, every time.
  2. Level 2Investing in deep contextYou give AI your world: a document about you and your business, your files and past work, your email and calendar. Now its answers fit your situation and sound like you. You can even set things up ahead of time, like a reminder that drafts the email you'll need a month before a deadline. You still start the work, just way ahead, with much better context and outputs.
  3. Level 3From using AI to orchestrating itAI agents, each with a job description: what it does, the context it needs, and what good looks like. They start the work on their own and bring it to you to approve. You manage them like a team. This is the shift from using AI to orchestrating your life and business with AI.

Find your level