SOLUTIONS · PROJECT MANAGERS
Use AI for project managers to ask about scope, risks and decisions. Keep project history beside the next status update.
What did we agree about phase two scope?
The scope note keeps reporting in phase two and excludes the data migration. The change log records the agreement. 1
Scope
Which risks did we log on the last migration?
The risk register lists source access and handover timing as the main risks. The retrospective records which mitigations worked. 1
Past risks
Who signed off the budget change?
The change record names the budget owner and approval date. The supporting estimate is linked. 1
Sign-offs
Summarise this week's status notes
The status notes identify the completed milestone, current dependency and next owner. Each point retains its source. 1
Status summaries
Your project managers and programme managers share answers with sources.
Project managers
What did we agree about phase two scope?
On request
Which scope agreement defers reporting and excludes data migration?
Before deciding
Source answer: The scope note keeps reporting in phase two and excludes the data migration. The change log records the agreement.
Sources: Scope (Google Drive); Hearth House · Supporting notes (Notion).
Programme managers
Which risks did we log on the last migration?
Weekly
Which mitigations worked for source-access and handover risks?
Before deciding
Source answer: The risk register lists source access and handover timing as the main risks. The retrospective records which mitigations worked.
Sources: Past risks (Notion); Hearth House · Supporting notes (Google Drive).
PMOs
Who signed off the budget change?
On request
Who approved the budget change, and when?
Before deciding
Source answer: The change record names the budget owner and approval date. The supporting estimate is linked.
Sources: Sign-offs (Google Drive); Hearth House · Supporting notes (Notion).
Delivery leads
Summarise this week's status notes
Weekly
Who owns the next step after the current project dependency?
Before deciding
Source answer: The status notes identify the completed milestone, current dependency and next owner. Each point retains its source.
Sources: Status summaries (Notion); Hearth House · Supporting notes (Google Drive).
Project managers
What would we do differently?
On request
Which retrospective lessons are now in the next project checklist?
Before deciding
Source answer: The retrospective recommends earlier source-access checks and clearer handover ownership. The next project checklist includes both.
Sources: Lessons learned (Google Drive); Hearth House · Supporting notes (Notion).
Programme managers
Can clients read our internal delivery and staffing notes?
Weekly
Which status summary can the client read without internal staffing notes?
Before deciding
Source answer: The client status summary is available externally. Internal delivery and staffing notes remain restricted to the project team.
Sources: Internal notes withheld from clients (Notion); Hearth House · Supporting notes (Google Drive).
Search scope notes and change logs to check what phase two includes.
Find reporting in phase two, the excluded data migration and the recorded scope agreement.
Re-read the last migration’s risk register and retrospective before planning mitigations.
Find source-access and handover-timing risks, with the retrospective recording which mitigations worked.
Ask around for the budget-change approver, approval date and supporting estimate.
Find the budget owner and approval date in the change record, with the estimate linked.
Look back through retrospective notes before writing the next project checklist.
Find earlier source-access checks and clearer handover ownership, already carried into the next checklist.
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FAQ
The scope note keeps reporting in phase two and excludes the data migration. The change log records the agreement. Ask follow-ups in the same conversation and open each citation to check the surrounding detail, then share the source with colleagues who can access the same collection.
The risk register lists source access and handover timing as the main risks. The retrospective records which mitigations worked. Connect the relevant Drive folder or Notion pages, or upload documents, then follow citations to their original passages from the AI tools your colleagues already use.
Connect Google Drive, Notion and document uploads; Claude, Cursor and Codex ask your company knowledge through HeyBrain MCP. Keep decisions and references available where your team works. HeyBrain supplies knowledge; agents use their own tools for actions requested by the user.
People and agents receive answers from sources they can open. Workspace rules restrict the audience; each agent has its own key and scope. Administrators review requesters, times and source references in activity records alongside workspace membership and source access rules.
Connect your team’s current brief, decision notes and working guide, invite the people who need them and ask a familiar question. Open its source citations before expanding the collection. Align workspace membership and individual agent scopes with each team’s responsibilities.
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