Clone Your Ops Brain: Deploy an AI Officer to Think, Plan, and Execute Beside You
If you’re an entrepreneur like me—wearing all the operations hats—you’re not overwhelmed because you’re disorganized. You’re overwhelmed because your brain is carrying the weight of an entire operations team.
But I fixed that with AI—and so can you.
In ChatGPT Plus, I created a custom bot (aka GPT) to function as my strategic Operations Officer. I call it Double O. Double O’s mission: align and prioritize my work tasks per the strategic plan.
Here’s how I built Double O—an AI operations officer laser-focused on my company’s strategic plan—and how you can build one, too.
Step 1: Define the Role You Actually Need
Before you build your operations officer bot in the GPT builder in ChatGPT, ask yourself:
What would a high-functioning operations officer do for me right now?
For me, the answer was:
Challenge my thinking
Keep my company’s strategy visible and alive
Help me connect daily actions to long-term goals and adjust strategy as conditions change
Double O analyzes beyond my own analytical capacity and provides insight as if it had a financial stake in the business.
Step 2: Upload the Strategic Plan
Next, I added my 2025 strategic plan to the Files section in the GPT builder. The uploaded plan acts like Double O’s internal alignment system. No re-explaining goals. No reminding of the mission or vision.
Now Double O can reference the plan on demand and respond to me with context-aware conversation. For instance, as I worked on an article draft at 6:30am, I told Double O I would upload the draft for review later in the day. Double O’s response: I’ll review it for clarity, tone alignment with Workflow Tactics’ brand, and strategic fit for your thought leadership goals.
That’s an AI operations officer I want–aligning its actions with what it knows about its role in the company and the company’s strategic plan.
Step 3: Co-Create a Living Strategy Tracker
Together, Double O and I built a document-based tracker inside the Double O’s work space. The tracker includes:
Strategic initiatives broken into reasonable, manageable actions
Prioritization for short-term focus while keeping the full strategic plan in sight
A running log of weekly reflections
The tracker functions as a living operational dashboard that evolves as our work together evolves.
Step 4: Debrief Weekly
At the end of each week, I check in with Double O:
“Let’s update the 2025 strategy tracker.”
I share what I’ve done, what’s shifted, and what’s blocked. Double O updates the tracker, provides insight, and refocuses the next sprint.
Double O does not—in any way—replace the incalculable richness of a human-to-human experience. But, it does share cognitive load and, for less than $25/month, it’s a welcome and affordable teammate.
Ready To Build Your Own AI Operations Officer?
Through July 29, 2025, I'm offering just 10 private training sessions to help entrepreneurs and solo operators create their own AI Operations Officer—no coding required.
In this 60-minute session, we’ll:
Define the ideal role your AI Ops Officer should play
Use ChatGPT’s no-code GPT builder to bring it to life
Connect it to your strategic plan and daily workflows
Create living systems for planning, reflection, and prioritization
This session is also part of my R&D for an upcoming group training—so you’ll get hands-on guidance now and help shape what comes next.