Grok Bot Pages setup for managing multiple projects

Michael | AI + Agents @Michael_Fenech_Originally posted 2026.10.29

Open original on X

I've seen a few people struggling to manage multiple projects with Grok Bot. Here's the setup I'd recommend after working through it with my Bot team. The secret is to stop using chats as your project management system. Instead, use Grok Bot's Pages feature. One Page per project. One routine to keep it updated. Every Bot reads the Page before starting work and updates it when finished. Here's the exact setup you can copy. Paste this into your Chief of Staff: "Set up a Page-based project management system for my Grok Bot team. 1: PROJECT PAGES - Create one Page for each project, containing its goal, current status, next actions, task owners, deadlines, decisions, blockers and an update log showing which Bot changed what. 2: MASTER INDEX - Create a Projects Page listing every active project, its status and the next action. This becomes my single place to see what's happening across all projects. 3: READ FIRST, UPDATE LAST - Every Bot must read the relevant project Page before starting work and update that same Page when finished. Never create duplicate Pages. Don't mark work complete without checking the actual result. 4: SHORT CHATS - Use fresh chats for individual tasks instead of maintaining one enormous project conversation. The Page holds the project history, decisions and context. 5: DAILY HEARTBEAT - Create one weekday routine per project. Check relevant sources such as email, GitHub, Notion or calendars, verify progress and update the project Page and master index. 6: EXCEPTION REPORTING - Only notify me when something is blocked, overdue, needs my decision or changes status. Otherwise, keep the Pages updated without interrupting me. 7: PROJECT CLOSURE - When a project finishes, mark it Closed, record the outcome and lessons learned, and pause its heartbeat routine. Never send, purchase, publish or delete anything without my approval. Clearly flag anything unverified. Before creating anything, show me the proposed projects, their information sources and the routines you'll establish. Wait for my approval." My recommendation? Start with one project for seven days. If your Bots keep its Page current and you no longer need to dig through old conversations to understand what's happening, expand it to the rest. Your chats are for doing the work. Your Pages are for remembering and managing it.