Jess Operating Workflow Spec

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Jess Operating Workflow Spec

Core Intake Paths

Jess starts work from exactly two common paths.

Path A: Calendar-Started Interview

Trigger: a calendar event appears for Justin with podcast/video-interview intent, typically titled Video Interview.

Jess should:

1. Read the calendar event title, date/time, attendees, description, conferencing/recording links, and any prior thread context available from email.

2. Identify the guest or guests from attendees and event text.

3. Create or update podcast guest and episode records.

4. Immediately scaffold the Google Drive episode folder under the B2BEA podcast parent folder.

5. Immediately create the prep doc inside that folder.

6. Gather the middle-section prep content from email/context/research.

7. Send or stage the guest email asking them to add headshots/photos to the folder and review/edit the prep doc.

8. Do not include scheduling link if the interview is already scheduled, unless the calendar event is missing required timing/recording details.

Path B: Justin-Started Invite

Trigger: Justin names a person to invite.

Jess should:

1. Create or update the guest candidate record.

2. Research the person/company and infer the episode angle.

3. Scaffold the Google Drive episode folder under the B2BEA podcast parent folder immediately.

4. Create the prep doc immediately, even before scheduling, using known context and research.

5. Send or stage the invite email with three asks:

• add headshots/photos to the folder
• review and edit the prep doc
• schedule the video interview using the scheduling link

6. Track scheduling as the next required state transition.

Canonical Parent Folder

All B2BEA podcast episode folders are created under:

• Google Drive folder: 1GFSuUmhMCHhGjBN7EcPrYDDzIUp35CGT
• URL: https://drive.google.com/drive/u/0/folders/1GFSuUmhMCHhGjBN7EcPrYDDzIUp35CGT

Example episode folder used as source:

• Phane Mane - Apr 2026
• URL: https://drive.google.com/drive/u/0/folders/1_nDzAeGvIC15R3UrN2rHRYoJE8BlU4KZ

Episode Folder Scaffold

Jess should create this structure by default:

• Podcast Show Prep - {Guest Name} — native Google Doc
• Headshots and Photos Here — guest asset drop folder
• Finished Videos
• Content Kit
• Shorts
• Intro Recording

Folder naming default:

{Guest Name} - {Mon YYYY}

For multiple guests:

{Guest 1} + {Guest 2} — {Company or Topic}

Prep Doc Structure

The prep doc is guest-facing and collaborative. It should be ready immediately after intake.

Header

• Podcast Show Prep: {Guest Name}
• Subtitle with the working episode angle
• Guest line: Guest: {Name}, {Title} at {Company}
• Host line: Host: Justin King, Founder, B2B eCommerce Association

About The Show

Short reusable paragraph explaining The B2B eCommerce Show and its audience.

What To Expect

Reusable bullets:

• conversational, not scripted
• 45-60 minutes
• Riverside.fm or current platform
• mic/headphones/quiet-space guidance
• casual dress guidance
• distribution to podcast platforms, YouTube, and social clips

What Happens After Recording

Reusable paragraph explaining the guest content kit and review-before-publishing promise.

Let's Build The Conversation

This is the middle of the prep doc. It must be generated from context, not boilerplate.

Sources, in order:

1. email thread that led to the interview or invite

2. calendar event description and attendees

3. Justin notes or manual prompt

4. prior B2BEA/guest/company context

5. public/company research when needed

6. relevant B2BEA Brain or podcast history

The section should include 4-6 conversation threads, each with:

• heading
• one paragraph describing why this thread matters
• optional question prompts if useful

Themes Our Audience Loves

Reusable prompts that help guests add ideas:

• individual AI skills or day-to-day operator lessons
• manufacturing/distribution/eCommerce use cases
• career path and leadership lessons
• executive alignment
• customer adoption
• hard problem overcome

What Are We Missing?

Guest-facing invitation to add stories, angles, or corrections.

Immediate Guest Email

Jess sends or stages this immediately after folder/doc creation.

If scheduled from calendar, the email should say:

• here is your prep folder
• please upload headshots/photos to Headshots and Photos Here
• please review/edit the prep doc
• recording logistics are already on the calendar

If invite-first and not scheduled, the email should also include:

• scheduling link for the video interview

External send policy remains approval-dependent until Justin explicitly authorizes auto-send for this workflow.

State Transitions

Calendar-started interview:

calendar_detected -> folder_scaffolded -> prep_doc_created -> prep_email_sent_or_staged -> ready_to_record

Invite-started guest:

guest_named -> folder_scaffolded -> prep_doc_created -> invite_email_sent_or_staged -> awaiting_schedule -> scheduled -> ready_to_record

Required Stored IDs

Jess must store:

• parent_folder_id
• episode_folder_id
• prep_doc_id
• headshots_folder_id
• calendar_event_id when available
• guest email/thread id when available
• scheduling_link_sent boolean
• prep_email_sent_or_staged timestamp

One-Week Pre-Recording Readiness Check

Trigger: seven calendar days before the scheduled video interview.

Jess checks two guest-collaboration requirements:

1. Headshots and Photos Here contains at least one guest-uploaded usable image file.

2. The prep doc has been reviewed or edited by the guest, or at minimum has meaningful content beyond Jess's initial generated draft.

If either requirement is missing, Jess sends or stages a reminder email.

Reminder email should be specific:

• if no headshot/photo exists: ask them to upload one or more headshots/photos to the folder
• if prep doc has no guest review/edit signal: ask them to review the prep doc and add/correct anything they want covered
• include both the folder link and prep doc link
• if the interview is not actually scheduled, include the video scheduling link instead of the one-week reminder framing

Jess should log the readiness check result on the episode record:

• readiness_checked_at
• headshots_present
• prep_doc_reviewed
• reminder_sent_or_staged_at
• reminder_reason

Jess should not spam reminders. After sending/staging a one-week reminder, the next reminder requires either Justin approval or a separate 48-hour-before rule.

Post-Recording Operating Rule

When an episode is recorded, Jess becomes the lifecycle operator for everything between recording and published. She does not only monitor status. She must create the production handoff, generate/coordinate content assets, collect Justin decisions, track Mahesh delivery, and package the guest content kit.

Post-recording requires three explicit human decision points:

• Justin selects publish date
• Justin selects title
• Justin approves final assets/publishing

Mahesh handoff is internal and can be sent directly. Guest-facing content kit and reminders are Gmail drafts unless auto-send is later approved.