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Tips for Working with Bots
Practical one-page tips that pair with BotStaffer Guides. Each is a short lesson on working with bots you can apply the same day.
Write the Naming Convention Down
Put the naming rule in one file the bot can read every run, then link it from your guides hub.
One Pattern Per Object Type
Give folders, files, tickets, and CRM records each one naming pattern, then leave it alone for 30 days.
Correct Bad Names the Same Day
Rename bad bot names immediately, log the bad example, and keep one canonical path.
Write a Buy Brief Before Checkout
Before any checkout, have the bot write a buy brief: purpose, budget, three options, return window, and a recommendation. Incomplete? Don't buy.
Bots Research, You Approve
Split research rights from spend rights: the bot reads and compares, you keep payment and account changes. Put the split in standing rules.
Save the Receipt Path
After you buy, save the confirmation into a known folder with a clear name and tell the bot that path, so returns and warranties are easy.
Define Done Before the Bot Starts
Write one finish-line paragraph before a long bot job: what done looks like, output paths, and a hard stop. Point the bot at it every run.
Checkpoint Notes Every Slice
After each slice of a long bot job, save a short status note with done, next, and blockers, under a boring filename so the next run can resume.
Write a Resume Brief
Close a long bot session with a resume brief, not a goodbye: list the next three actions and any secrets the bot must not invent.
Name the Bot by Role
Name team bots by job, like intake, research, or billing-check, not cute nicknames, and use the same role title in the runbook.
One Status Channel Per Bot
Give each team bot one home channel for status and failures. When alerts scatter across DMs, the outage hides from the team.
Rotate a Human Owner
Rotate a weekly human owner for each team bot so it is never orphaned, and have that person update standing rules after repeat failures.
Same Prompt for Both Bots
Fair bot bake-offs start with a frozen prompt: write it once and feed it to both bots unedited. If you must clarify, add it to both and re-run.
Score Accuracy and Steering
Track how often you nudged the bot next to accuracy on your scorecard. A pretty answer that needed six nudges loses to a plain one that shipped.
Publish a Weekly Scorecard
Once a week, publish a short bot bake-off scorecard under News that links the task, the bots, and the scores, so the pattern compounds.
List Chores Before Tools
Write the list of chores before you pick a bot product. If the chore list is empty, you do not need another bot yet.
Pair Each Bot with a Human
Put a named human next to every bot job in the runbook. When quality slips, that person updates the bot's instructions the same day.
Track Hours Returned
Once a week, note the hours a bot gave back versus the hours you spent steering it. If steering wins, shrink the bot's scope.
One Shared Household List
Pick one shared household list for groceries and errands. Let the family bot add items and let humans remove them. One list beats five.
Sunday Family Brief
Once a week, have the bot draft a short household brief. You edit the tone and anything private before it goes to the family channel.
No Portal Passwords in Chat
A family bot may remind you to check a school or bank portal, but it should not hold those passwords in chat. Keep logins human-operated.
Quiz Before Answers
Have the study bot quiz you before it shows model answers. Learning sticks when you struggle a little first, then ask the bot to check.
Study from Your Sources
Feed the study bot the notes and materials you are actually assigned, not generic web guesses, and keep source titles next to each summary.
Keep an Error Log
Log the questions you miss in a simple file the study bot can reopen next session, and drill those items before new material.