Name the responsibility
Start with a sentence your team recognises: “Every Friday, prepare the outstanding coordination questions for the project lead.” That sentence is easier to evaluate than a list of AI features. It also creates a boundary around the first configuration.
Define the source of truth
Decide which folder, drawing issue or project record the role should work from. Establish what happens when a new revision arrives and how superseded documents are treated. A capable system working from the wrong issue can still produce an elegant, irrelevant result.
Describe the expected hand-over
Specify the format, the level of detail and the review path. A quantity schedule might require item IDs, locations, units, source pages, measurement methods and exclusions. A meeting preparation task might require a short decision list and links to supporting documents. Both should make the next human action clear.
Agree the authority
Drafting a supplier email is different from sending it. Preparing a purchasing list is different from placing an order. Mark the actions that need approval, and identify who gives it. This is ordinary delegation, applied carefully to a new kind of colleague.
Use the pilot to learn
Test the role on a representative piece of work, including imperfect files and unresolved questions. Review the output against the brief. Narrow or change the role when the evidence suggests it. Only then does the subscription become a sensible conversation about ongoing work.
See the work behind these observations.
Explore the first assignment