MTM 90-Day Operational Plan v2 — May to August 2026

Three Phases

Phase 1

Lock the Foundation

May 8 — Jun 6 (4 weeks)

"Every system documented before Elliot's window closes. Nathan owns a project before Elliot leaves."

Elliot: completes full handover + trains his agent context before leave
Nathan: shadows all sites, owns 1 project WIP by Week 2, all 3 by Week 4
SWMS generator + daily diary in active use — CJ, Ryley, EJ trained
Weekly team meeting rhythm locked: Mondays 9:30am, Nathan chairs from Week 3
Architect outreach machine activated — first 10 emails approved and sent
Manus: log into second account, paste DA scraper prompt — live by Week 2

Phase 2

Nathan Holds the Fort

Jun 7 — Jul 10 (5 weeks)

"Elliot is 1-2 hrs/day max. Nathan runs all three projects. Agents absorb the admin. Christo is strategic only."

Nathan: chairs WIP, all site visits, all subcontractor coordination
Elliot: design decisions + scope disputes only — 1 hr block daily, mornings
Site Agent live — CJ, Ryley, EJ using voice/text for all reporting
4 leads in active conversation — Pipeline Agent tracking each one
Christo: weekly pipeline + commercial approvals only, no day-to-day
Automated fortnightly WIP summary to Christo inbox — no manual prep

Phase 3

Full Swing

Jul 11 — Aug 6 (4 weeks)

"Elliot returns with full context. Nathan proven. The office doesn't need Christo to start the week."

Elliot reintegrates as HOC — Nathan briefs him on what changed
Nathan confirmed owner of 2 projects, building architect network
Nathan's automation ideas implemented (top 2 built in Phase 2)
4 leads at quote or proposal stage in Wunderbuild
Christo: growth and strategy only. Monday WIP = 30 min max.
EJ + Luke: pathway decisions made (90-day KPI close)

Swimlane — Week by Week

PERSON

W1
May 8

W2
May 15

W3
May 22

W4
May 29

W5
Jun 5

W6
Jun 12

W7
Jun 19

W8
Jun 26

W9
Jul 3

W10
Jul 10

W11
Jul 17

W12
Jul 24

W13
Jul 31

Christo

Exec Chairman

Brief Nathan: all jobsiCare HBCF — action

Arch outreach: approve batch 1

Commercial decisions only

2 warm leads activeWeekly WIP chair

Weekly pipeline review

Commercial approvals only4 leads in play

Strategic only

Fortnightly WIP onlyLead to proposal

Financial review

Agent stack review

Growth: BD only

Close 1 lead

90-day review

Elliot

HOC — transitioning

Handover: all 3 projectsNathan intros: all sites

Agent context recordingsContacts + architect brief

Final sign-off handoverScope decisions: cleared

LEAVE BEGINS

1-2 hrs/day: design onlyDaily: review drafts

Scope sign-offs

Escalations only

Weekly WIP call: 1hr

1-2 hrs/day max

RETURNS W10

Reintegration WIP

HOC: full ownership

Full capacity

Nathan

PM — onboarding

Shadow all 3 sitesWunderbuild: learn

Own 1 project WIPSub intros

Chair WIP meetingOwn 2 projects

Own all 3 projectsVariations: logged daily

Run all day-to-day opsAll site visits

Sub schedule: ownsProgress claims: on time

Escalate to Elliot onlyNathan's automation ideas: list

Full ops holdAgent workflows: in use

Full independence

Elliot debrief: Nathan leads

Own 2 projects confirmed

Architect meeting #1

Full independent PM

Site Manager

SWMS generator: trainedDaily diary: starts

Weekly report: template

Reports to Nathan weekly

Delegation to Ryley: 2 tasks

Site Agent: liveNeutral Bay: owns

SWMS: fully autonomous

Client comms: clean

Delegation standard

Full site ownership

Running clean site

Full agent workflow

Mentoring Ryley

Site Manager standard

Ryley

Junior Site Manager

SWMS generator: trainedCourse: enrol by W2

Voice diary: daily

Pre-start checks: owns

Reports to CJ daily

Site Agent: live

Inductions: independent

Course: progress check

Comms: cleaner

Course: milestone

Independent site tasks

Course review: Nathan

Site Manager pathway: on

Dev review

Luke

Leading Hand — KPI active

KPI Day 1Under CJ: Neutral Bay

Compliance: track

Professional conduct

30-day check

Consistent or flag

60-day KPI review

On track or escalate

90-day KPI window close

Rate review decision

SM pathway: Y/N

Standard confirmed

Outcome locked

Full Leading Hand

EJ (Elijah Jensen)

Leading Hand — new

KPI Day 1SWMS generator: trained

Voice diary: starts

ABN + sub agreement: done

30-day check

Site Agent: live

60-day review

Quality: consistent

90-day window

Rate review decision

SM pathway: Y/N

Standard confirmed

Outcome locked

Full Leading Hand

Harro

Ops legacy — transitioning out

Document: pays processList all MTM ops tasks

Nathan: shadow paysHandover doc: in progress

Transition plan agreed

Pays: Harro + Nathan

Pays: Nathan leadsHarro: backup only

Legacy items: transferred

Harro: advisory only

MTM ops: minimal

Transition: near complete

Pays: fully transitioned

All legacy items: closed

MTM ops: zero

LC focus: full time

Atlas (AI)

Primary Agent

Heartbeat + SWMS: liveVector memory: live

DA scraper: activateArch outreach queue

Perplexity: wire inWIP sheet: auto

Follow-up tracker: live

Pipeline Agent: buildMeeting briefs: auto

Site Agent: build

Pipeline Agent: test

Pipeline Agent: live

Site Agent: test

Site Agent: live

Nathan's ideas: built

Monthly P&L: auto

Full stack: system review

Elliot — Before Leave, During, Return

Agent Training — Before Elliot Leaves (critical, Week 1-2) Elliot needs to train his agent before he goes. This means recording a series of voice memos that Atlas ingests as Elliot's "default context". While he's away, Atlas uses this context to draft responses for Elliot to review and approve in his daily 1-2hr block — rather than him needing to think through responses from scratch. This cuts his daily time commitment in half and prevents him becoming a bottleneck.

🎙 Elliot's Agent Training — 6 Voice Memos to Record Before Leave

Project Status Rundown (15 min)

Walk through each of the 3 projects: current status, open issues, what decisions are coming, who to watch out for, what Nathan needs to know to hold the line.

Architect Relationships (10 min)

For each architect you work with: their communication style, what they care about, how to handle them, what makes them happy vs difficult. Include Martin, David Smyth, Jack Hawkins, SAHA.

Default Scope Decisions (10 min)

How do you typically handle: a builder-initiated variation? A client requesting a scope addition? A disputed PC item? A subcontractor saying something is out of scope? Give your default answers — Atlas will draft Nathan's responses accordingly.

Subcontractor Notes (5 min)

Who is reliable, who needs chasing, who to keep on side, who has caused issues before. Nathan should know who he's dealing with.

Your Escalation Filter (5 min)

What types of decisions should Nathan bring to you vs handle himself vs take to Christo? Give examples. This becomes the escalation logic Atlas uses to route questions while you're away.

Email Tone + Response Style (5 min)

How do you write emails? How direct? How formal with architects vs clients vs subs? Give a few example responses to common scenarios — Atlas will draft in your voice while you're away.

📅 Elliot's Daily/Weekly Schedule While Away

Daily Block — 8:00am to 9:30am (strict)

Morning only. Protect this window. Atlas sends a prepared digest the night before covering: Nathan's open questions, design decisions pending, any escalations. Elliot reviews, responds, approves drafted emails. Done by 9:30am — day is yours.

Available for: Design decisions. Scope disputes. Architect call-outs. Material spec clarifications. NOT available for: Sub chasing. Admin. Variations under $3K. Questions Nathan can answer himself.

Weekly Call — Wednesday 8:00am (45 min max)

Nathan sends pre-read Tuesday afternoon: project status, open decisions, blockers. Call covers: decisions only, not updates. Updates are in the pre-read. Nathan owns the agenda.

Friday — WIP summary review (20 min)

Atlas auto-generates a weekly summary from Nathan's site reports and WIP sheet. Elliot reads it, flags any concerns via voice memo or text. No reply needed unless there's an issue.

Urgent Escalation Protocol

If Nathan marks something as urgent, Atlas sends Elliot a Telegram notification with the issue and a drafted response option. Elliot can approve in one tap or call back within 2 hours. True emergencies (safety, legal) always reach Christo first.

Nathan — Week-by-Week + All 3 Projects

Nathan owns all three projects while Elliot is away. Not co-owns. Not assists. Owns. For each project that means: he knows the programme, he chairs all site meetings, he manages every subcontractor, he raises progress claims. Christo is available for commercial decisions only. Elliot is available for design decisions only. Everything in between is Nathan.

Nathan's Daily/Weekly Rhythm (from Week 5 onwards)

Monday — WIP Meeting (9:30am, Nathan chairs)

Nathan reads Atlas's overnight brief before 9am. He chairs the meeting, raises the issues, assigns actions with due dates. No action leaves the meeting unassigned. Sends meeting notes to Christo and Elliot by 11am (Atlas drafts).

Daily — Site Round (site visits 3x minimum per week)

Each active project gets a visit at least every 2 days. After each visit: 2-minute voice memo to Atlas covering programme status, any issues, decisions needed. Atlas logs, flags, drafts follow-up emails where needed.

Tuesday — Elliot Pre-Read

Nathan sends Elliot a 5-bullet pre-read for Wednesday's call. Format: project, issue, what Nathan thinks the answer is, what he needs Elliot to decide. Atlas drafts it from Nathan's voice memos and WIP data.

Friday — Weekly Report to Christo (Atlas compiles)

Nathan does a 5-minute voice memo. Atlas builds the weekly report: programme status per project, variations raised, subs on site, outstanding decisions. Sent to Christo by 4pm Friday. Christo reads it on the weekend, doesn't need to act unless flagged.

Harro — Operational Transition Out of MTM

Handle this with care. Harro is LC co-founder and a close friend. The wind-down of his MTM operational role is about freeing him up for Living Canvas — frame it that way, not as being removed. The transition needs to be documented properly so nothing drops, and timed so it doesn't hit during the most turbulent period (while Elliot is also away). Phase out completes in Phase 3.

Harro Transition — Phase by Phase

Phase 1 — Document Everything (Week 1-2)

Before anything changes, map exactly what Harro does for MTM right now. Send him a Telegram or sit down for 20 minutes. Cover: how does the pays process work end to end? What system (Xero, manual, payroll software)? What frequency? Who does he liaise with? What are the "legacy items" — list every one. How long does each take him per week?

Output: a written document — "Harro's MTM Tasks" — that Nathan can shadow and eventually own. Atlas drafts this from the conversation. Harro reviews and confirms it's complete.

Phase 1-2 — Nathan Shadows (Week 2-5)

Nathan joins Harro for one full pays cycle. Harro walks him through every step. Nathan takes notes, asks questions. By the end of Phase 1, Nathan can run pays with Harro watching. By end of Phase 2, Nathan runs pays independently.

Key asks of Harro: give Nathan access to the payroll system. Walk him through the process once. Be available for questions in the first 2 pay cycles Nathan runs solo.

Phase 2 — Nathan Runs, Harro Backstops (Week 5-9)

Nathan owns pays. Harro is available for questions but not doing the work. Legacy ops items: each one gets transferred or closed in this phase. By the end of Phase 2, Harro has zero recurring MTM tasks — only LC work.

Phase 3 — Full Clean Separation (Week 10-13)

Harro is fully out of MTM operations. Pays and all legacy items owned by Nathan (with Atlas automation where possible). Christo has a brief conversation with Harro framing it positively: "We're at the point where Nathan owns this — it frees you up to go full-time on LC, which is where you need to be."

Timing: have this conversation after Elliot returns (Week 10+), not while everything is in transition. Don't do it while Elliot is away — too much change at once.

Pays automation — what Atlas can take off Nathan's plate Once pays is in Nathan's hands, Atlas can automate: payroll reminders (timesheets due, pay run date), tracking hours submitted vs approved, flagging discrepancies, and logging payment records. The goal is Nathan spends 30 min on pays, not 3 hours.

Upgrade Pathways

Person	Current Level	Next Level	Requirements	Review Date	What Changes
Nathan	PM — onboarding	PM — independent	Owns 2 projects without escalation for 4 consecutive weeks. Progress claims on time. No Christo intervention in day-to-day.	Week 10 — Jul 10	Assigned lead architect relationship. Included in new project pitches. Salary review conversation.
CJ	Site Manager	Senior Site Manager	Zero site safety incidents for 90 days. Client communication standard maintained. Ryley developing under CJ's delegation.	Week 13 — Aug 6	Lead on larger projects ($2M+). First point of contact for site architects. Rate review.
Ryley	Junior Site Manager	Site Manager	Complete accredited course. 3 months clean site compliance. Running inductions and SWMS independently. Written comms to standard.	Q4 2026 — Oct	Own small-medium projects ($500K-$1.5M). Rate review. Formal Site Manager title.
Luke	Leading Hand — KPI period	Senior Leading Hand	90-day KPI close: site compliance critical + professional conduct critical = no incidents. Rate review approved by Christo.	Week 13 — Aug 6	Rate review. Site Manager pathway conversation begins. Formal Leading Hand standard confirmed.
EJ	Leading Hand — new	Senior Leading Hand	ABN + subcontractor agreement signed (Week 1). 90-day KPI close: quality, safety, reliability, communication all at standard. Atlas follow-up tracker shows zero missed commitments.	Week 13 — Aug 6	Rate review. Site Manager pathway conversation begins if warranted.

For CJ, Ryley, EJ and Luke — read this section and follow it exactly. Every tool in this section removes admin from your day. The SWMS takes you 2 minutes instead of 45. The daily diary takes 3 minutes. The weekly report takes 5. You get the same output, Atlas does the formatting and filing. Don't skip it — it's what keeps you visible and on track.

SWMS via Voice Memo

How to get a SWMS generated — takes 2 minutes

Record a voice memo on your phone

Open the Voice Memos app (iPhone) or any voice recorder. You don't need to be formal — just speak naturally.

Email the voice memo to chris@marshtomansion.com

Attach the voice memo file. Put this in the subject line exactly:

SWMS – [Project address] – [Short task description] Example: SWMS – 59 Spruson St – Demolition of internal wall Level 1

In the recording, cover these 7 things (in any order)

1. Project address and site name 2. What the task is (be specific — not "demo" but "demolition of load-bearing wall between kitchen and living area") 3. Where on site (Level 1 east side, roof space, excavation area, etc.) 4. What hazards are involved (height work? power tools? confined space? asbestos risk? heavy equipment?) 5. How many workers are doing this task and who they are 6. Date and time the work starts 7. Any special requirements — permit to work, scaffold cert, traffic control, etc.

Atlas generates the SWMS within 30 minutes

You'll receive the completed SWMS PDF back to your email. It will be branded, formatted, and ready to sign. Nathan gets a copy automatically. If there's anything missing or wrong, reply to the email and Atlas will update it.

Automation detail — SWMS

Trigger

Email to chris@marshtomansion.com. Subject must begin with: SWMS –
Example: SWMS – 59 Spruson St – Demo internal wall Level 1

Voice prompt

Atlas reads the voice memo and listens for these 7 items in any order:

1. Project address   2. Task description (specific)   3. Location on site   4. Hazards   5. Number of workers   6. Start date/time   7. Special requirements (permits, certifications, PPE)

If any are missing, Atlas emails back asking for the gap before generating.

Output

Branded MTM SWMS PDF emailed back to sender within 30 minutes. Subject: SWMS ready – [task] – [address]. Nathan receives a copy automatically. Entry logged to data/swms-log.json.

Status

LIVE — script built. Site team to be trained Week 1.

Daily Site Diary

End-of-day diary — 3 minutes, every day

Voice memo or text message to chris@marshtomansion.com by 4:30pm

Subject line:

Site Diary – [Project address] – [Date] Example: Site Diary – 59 Spruson St – 9 May 2026

Cover these 5 things in your diary

1. What work was done today (brief — 2-3 sentences) 2. Which sub trades were on site today and what they did 3. Programme status — are we on track, ahead, or behind? 4. Any issues, disputes, or things that went wrong 5. Anything Nathan needs to know or decide before tomorrow

Atlas transcribes, formats, logs, and flags

You don't need to do anything else. The diary gets filed to the project record automatically. If something needs Nathan's action, Atlas flags it to him directly. If a variation trigger is mentioned, Atlas drafts a variation notice for Nathan to review.

Automation detail — Daily Diary

Trigger

Email to chris@marshtomansion.com. Subject must begin with: Site Diary –
Example: Site Diary – 59 Spruson St – 8 May 2026

Variation keywords

Atlas scans the diary for these words and phrases — any match triggers a variation flag to Nathan:

variation  /  not in scope  /  outside the contract  /  extra  /  additional  /  changed their mind  /  they want  /  different to  /  added to  /  client asked for

Nathan gets

When a variation keyword fires, Atlas sends Nathan:

Variation flag — [Project] [Date]
[Relevant sentence from diary]
Draft notice: “We refer to works at [address]. The following variation has been identified: [description]. This work is outside the contract scope and will be quoted separately.”
Reply APPROVE to send, or reply with edits.

Non-receipt

4:30pm: Atlas sends site team member — “Reminder: site diary for [Project] not received. Please submit now.”
5:00pm: Nathan gets — “No diary received from [Name] at [Project] today. Follow up.”

Status

BUILD WEEK 2 — ingestion live, keyword detection + non-receipt logic to add.

Weekly Site Report — Template

Every Friday by 4pm — voice memo or typed, sent to chris@marshtomansion.com

Subject line:

Weekly Report – [Your name] – [Project] – w/e [Date] Example: Weekly Report – CJ – 59 Spruson St – w/e 9 May 2026

Cover all 8 fields — voice or text, use this as your script:

SITE: [address] PROGRAMME: On track / Ahead [X days] / Behind [X days] — brief reason WORK COMPLETED THIS WEEK: [3-5 bullet points of what actually happened] TRADES ON SITE: [list: who was there, what they did, how many days] VARIATIONS: [None / or: description of what changed, rough cost impact] ISSUES OR BLOCKERS: [Anything stopping progress or that needs to be fixed] NEXT WEEK PLAN: [What will happen Monday through Friday] DECISION NEEDED FROM NATHAN: [Yes — describe / No]

No report = Atlas flags to Nathan

If your report hasn't arrived by 4:30pm Friday, Atlas sends you a reminder. If it still hasn't arrived by 5pm, Nathan is notified. Three consecutive misses = conversation with Christo. No exceptions.

Automation detail — Weekly Reports

Trigger

Email to chris@marshtomansion.com. Subject must begin with: Weekly Report –
Example: Weekly Report – CJ – 59 Spruson St – w/e 9 May 2026

Compiled output

Atlas compiles all reports for a given project into one table Nathan receives by 5:30pm Friday:

PROJECT: 59 Spruson St — Week ending 9 May
Programme: Behind 2 days (formwork delayed)
Trades on site: Electrical (3 days), Plumbing (1 day)
Variations raised: 1 — client added downlight circuit (see draft notice)
Blockers: Waiting on engineer sign-off Level 2
Next week: Frame inspection Mon, slab pour Fri
Decision needed from Nathan: YES — approve variation draft

Non-receipt

4:30pm Friday: “Weekly report reminder — [Name], [Project] not received. Please submit now.”
5:00pm: Nathan gets “Missing: weekly report from [Name] at [Project]. 3rd miss = Christo conversation.”

Monday WIP feed

Any blockers or decisions flagged in Friday reports are automatically added to the Monday WIP agenda draft Atlas sends Sunday 9pm.

Status

BUILD WEEK 2-3

The Office Rhythm — Target State by Aug 6

Everything below runs automatically or near-automatically by August. Christo receives outputs. He doesn't coordinate the inputs.

Frequency	Event	What Happens	Who Owns	Atlas Automation
Daily	Site Diaries In 4:30pm cutoff	CJ, Ryley, EJ submit daily diary via voice memo or text. Nathan reviews flags only — not every entry.	CJ / Ryley / EJ submit Nathan reviews flags	Receives voice memo, transcribes, formats, logs to project file. Detects variation trigger words and auto-drafts a variation notice for Nathan. Sends non-compliance alert if diary not received by 4:30pm. Automation detail Status BUILD WEEK 2 — voice ingestion already live, keyword detection to add What runs (1) Email received → transcribed → logged to data/site-diaries/[project]/[date].md. (2) Keyword scan: "variation", "changed", "extra", "not in scope", "additional" → drafts variation notice, sends to Nathan for approval. (3) 4:30pm: if no diary from CJ/Ryley/EJ → Telegram reminder sent. (4) 5pm: still nothing → Nathan notified. Build steps 1. Atlas: add email subject pattern matching for "Site Diary" in heartbeat. 2. Write transcription + keyword detection script. 3. Add non-receipt reminder to heartbeat logic. 4. Test with CJ Week 2. Owner Atlas builds. Nathan approves variation drafts. CJ/Ryley/EJ submit the input.
Weekly	Monday WIP 9:30am	All active projects reviewed. Red flags surfaced. Next week's priorities set with named owners and due dates. Nathan chairs from Phase 2. No action leaves the room unassigned.	Nathan (P2+) Christo (P1)	Pre-meeting brief to Christo + Nathan by 9am. Sends action item summary by 11am. Automation detail Pre-meeting trigger Sunday 9pm: Atlas reads open tasks + last week's site reports → sends to Christo + Nathan by 9am Monday: `WIP Brief — Monday [date] Spruson St: On track. Decision needed: slab pour date confirmation. Bronte: Behind 3 days. Blocker: SC7 still unsigned. Freshwater: INV-000135 outstanding. Variation reconciliation pending. Open actions from last week: [list]` Post-meeting trigger Nathan emails or voices: `“Action items — WIP [date]: Elliot to confirm glazing quotes by Wed. CJ to get frame inspection booked. Christo to speak to Tom re payment.”` Atlas transcribes → adds to tasks.json with owner + due date → Thursday: chases any unresolved action. Status LIVE (meeting briefs) BUILD WEEK 2 (action logging)
Weekly	Friday Pipeline Review	4 active leads reviewed. Outreach status checked. New DAs flagged. Christo approves next batch of architect emails. 30 minutes max.	Christo	Friday 8am: pipeline digest auto-sent. New DA leads listed. Draft architect emails queued for approval. Automation detail Friday 7:30am Atlas sends Christo: `Pipeline Review — [date] Active leads (4/4): [name/project, stage, days since contact] New DAs this week: [top 3 with address, architect, value estimate] Outreach queue: 2 emails ready for approval (reply APPROVE or EDIT) Stale: [Architect X] — 8 days no reply. Draft follow-up ready.` Follow-up trigger Any architect with no reply in 5 days gets a draft follow-up email queued. Example: `Subject: Following up — Marsh to Mansion introduction Hi [Name], just checking in on my note from last week. Happy to grab a coffee at a time that suits you. — Christo` Christo replies APPROVE → Atlas sends from marshtomansion.com. Status MONTH 2 — requires DA scraper (Christo: log into second Manus account this week) + Pipeline Agent built Week 5-7.
Weekly	Site Reports Compiled Friday 4pm	CJ, Ryley, EJ each submit weekly report. Atlas compiles into a single project-level summary. Nathan reviews the compiled version — not three separate reports.	CJ/Ryley/EJ submit Nathan reviews compiled	Auto-compiles 3 site reports into 1 project summary per project. Sends to Nathan + Christo by 5pm Friday. Automation detail Status BUILD WEEK 2-3 What runs (1) Atlas receives "Weekly Report" emails from CJ/Ryley/EJ → transcribes + extracts structured data (programme status, trades, variations, blockers, next week). (2) 4:30pm: missing reports → Telegram reminder to individual. (3) 5pm: Atlas compiles all received reports into one summary per project → sends to Nathan. (4) Flags any blockers or variations for Monday WIP agenda. Build steps 1. Build report parser script (reads "Weekly Report" emails, extracts fields). 2. Build project-level compiler (merge CJ + Ryley reports for same project). 3. Add to Friday 5pm heartbeat. 4. Train CJ/Ryley/EJ on template — Week 2. Owner Atlas builds + compiles. Nathan reviews and acts on flags. CJ/Ryley/EJ submit the raw input.
Weekly	Elliot Pre-read + Check-in Tue send / Wed 8am call	Nathan voices a 5-bullet summary Tuesday. Atlas builds the pre-read. Elliot reads before Wednesday call. Call: decisions only, not updates.	Nathan voices input Atlas builds doc Elliot decides	Receives Nathan's voice memo Tuesday → builds structured pre-read → sends to Elliot by 5pm Tuesday. Automation detail Tuesday 3pm Atlas sends Nathan: `“Time to write Elliot's pre-read. Voice memo or text — cover: status per project, open decisions, what you need Elliot to decide on Wednesday.”` Nathan's input Nathan voices or texts. No format required. Atlas structures it into: `Elliot Pre-read — w/c [date] BRONTE: Frame inspection passed. SC7 still not signed by Simonne. Nathan's view: push for signature this week or hold slab pour. Decision needed from Elliot: how hard do we push? FRESHWATER: Variation reconciliation stalled. Nathan needs to know: do we hold the maximum position on the brick cleaning item? NEUTRAL BAY: On track. No decision needed.` Wednesday 7:45am Atlas sends Elliot: `“Wednesday call in 15 minutes. Key decision today: [top item from pre-read].”` Status BUILD WEEK 2 — activates when Elliot goes on leave (approx May 29).
Weekly	Pays Run	Site team timesheets submitted. Pays processed. Records logged. No manual chasing by Nathan.	Nathan owns (from Phase 2) Harro: Phase 1	Timesheet reminders auto-sent. Submission logged. Discrepancy flags to Nathan. Pay record auto-filed. Automation detail Thursday 3pm Atlas emails CJ, Ryley, Luke, EJ: `“Timesheet reminder — please submit your hours for this week by Friday 12pm. Reply to this email with: your name, project, days worked, hours per day.”` Friday 12pm Any missing timesheet → Atlas emails Nathan: `“Missing timesheet: [Name]. Pays run due today. Chase or estimate?”` After pays run Nathan emails Atlas: `“Pays done — [date]. CJ $X, Ryley $X, Luke $X, EJ $X.”` Atlas logs to data/pays-log.json and updates labour cost per project in monthly P&L data. First step Confirm payroll system with Harro in Week 1 before anything else is built here. Status PHASE 2 — activates once Nathan owns pays. First step: Harro documents current process Week 1.
Fortnightly	WIP Deep Dive	Extended WIP: programme per project, cash, variations, subcontractor issues, next 4-week schedule. Christo gets a one-page summary — no prep required.	Nathan chairs	Auto-generates one-page WIP summary from site reports + tasks. Sent to Christo by 7am meeting day. Automation detail Status MONTH 2 — requires 2 weeks of site report data to compile from What runs (1) Day before WIP: Atlas compiles fortnight of site reports + diary entries + open tasks → one-page summary per project: programme, variations raised, cash position (from claims data), sub issues, open decisions. (2) Sends to Christo 7am as Telegram message. (3) Post-meeting: Nathan logs decisions → Atlas updates tasks.json. Build steps 1. Build fortnightly WIP compiler script (reads site reports + tasks). 2. Add to heartbeat calendar trigger. 3. Format as readable Telegram or PDF summary. — Month 2. Owner Atlas compiles + delivers. Nathan chairs and logs decisions. Christo reviews and approves commercial items.
Fortnightly	Nathan 1:1 with Christo	30 min only. Performance, blockers, one commercial question. Not an ops update — Nathan handles ops.	Christo + Nathan	Sends Nathan's KPI snapshot + P1 tasks before the call. Logs outcome. Automation detail 1hr before call Atlas sends Christo: `Nathan 1:1 Brief — [date] KPIs: Project ownership 🟡 (2 weeks clean, needs 4). Variations logging 🟢. WIP chairing 🟢. Incidents this period: none. Open P1 tasks assigned to Nathan: [list] Suggested focus: commercial discipline on variations — still logging same-day?` Post-call Christo or Nathan emails/voices: `“1:1 outcome [date]: Nathan to run Bronte independently from next week. Salary review tabled for Week 10.”` Atlas logs to team-performance.json. Status BUILD WEEK 3
Fortnightly	Luke + EJ KPI Pulse	Nathan checks in formally with Luke and EJ on their KPIs. No surprises at 90-day close. Trends caught early and documented.	Nathan	Sends KPI summary from team-performance.json before check-in. Logs incident flags automatically. Automation detail Before check-in Atlas sends Nathan: `KPI Pulse — Luke & EJ — [date] LUKE: Site compliance 🟡 (1 incident: late May 8). Professional conduct 🟡 (prior incidents pre-KPI). Punctuality 🟡. All others 🟢. Next review: 30-day Jun 6. EJ: All KPIs 🟢. Sub agreement: pending. First diary due Friday.` Incident logging Nathan emails or voices after check-in: `“Incident log — Luke — [date]: [description]. KPI affected: [which one].”` Atlas adds to team-performance.json. If 2+ incidents on any critical KPI → Atlas immediately sends Christo: `“Alert: Luke has 2 incidents on [KPI] within the formal KPI period. Review meeting recommended before 30-day mark.”` Status BUILD WEEK 2 — team-performance.json already populated with Luke's May 8 incident.
Monthly	P&L + Cash Review	Revenue, costs, margin per project, outstanding invoices, progress claims status. Christo reviews — doesn't build it.	Christo reviews	Auto-report first Monday each month, 7am Telegram. No manual prep. Automation detail Status MONTH 2-3 — requires pays log + invoice tracker + claims data wired together What runs (1) First Monday 6am: Atlas compiles from: data/pays-log.json (labour costs), invoice tracker in Sheets (revenue + outstanding), open tasks flagged as progress claims. (2) Generates per-project P&L: contract value, claimed to date, costs to date, margin %, outstanding receivables. (3) Flags: invoices outstanding >14 days, progress claims overdue, margin below target. (4) Sends as formatted Telegram message to Christo by 7am. Build steps 1. Confirm invoice tracker location in Google Sheets (Marsh invoice tracker already found). 2. Wire pays-log.json to cost data. 3. Build P&L compiler script. 4. Add to first-Monday heartbeat. — Month 2. Owner Atlas compiles + delivers. Christo reviews. Nathan provides input on project costs if needed.
Monthly	Team Performance Snapshot	Nathan + site team KPI summary. Luke + EJ: KPI status. Ryley: course progress. No surprises going into quarterly reviews.	Nathan prepares, Christo approves	Pulls from team-performance.json. Sends to Christo + Nathan first Monday each month. Automation detail Status BUILD WEEK 2 — team-performance.json already built and populated What runs (1) First Monday 6:30am: Atlas reads team-performance.json → generates team snapshot: each person's KPIs (green/amber/red), incidents this month, upcoming review dates, pathway status. (2) Flags: anyone with 2+ incidents in the month (Christo alert). Anyone whose review date is within 14 days (Nathan action). (3) Sends to Christo + Nathan simultaneously. Build steps 1. Build team snapshot generator from team-performance.json. 2. Add incident count + review date logic. 3. Add to first-Monday heartbeat (after P&L). — Week 2. Owner Atlas generates. Nathan reviews and adds context. Christo approves any pathway decisions.
Monthly	Lead Gen Review	DA scraper results last 30 days. Architect outreach response rates. 4 leads in pipeline = green. Below 4 = Christo action required.	Christo	Monthly digest: new DAs, response rates, pipeline status, outreach queue. First Monday. Automation detail Status MONTH 2 — requires DA scraper + Pipeline Agent live What runs (1) First Monday 7am: Atlas reads pipeline-tracker.json + DA scraper CSV → generates: leads in pipeline (count vs target of 4), new DAs this month (count, top 5), outreach response rate (sent vs replied), oldest silent lead (days), next recommended action. (2) If leads < 4 → flags as RED with recommended actions. (3) Sends to Christo. Build steps 1. DA scraper live (Month 1 — Manus). 2. Pipeline tracker live (Month 2). 3. Build lead gen digest script. 4. Add to first-Monday heartbeat. — Month 2. Owner Atlas compiles + flags. Christo reviews and approves outreach actions. Nathan logs lead conversations.

Agent Rollout — Individual Tasks

Atlas Core — Heartbeat, SWMS, Vector Memory

LIVE NOW

Complete

Heartbeat live

Morning brief, evening wrap, email digest, meeting briefs

Complete

SWMS Generator

python3 scripts/generate-swms.py — PDF output

Complete

Vector Memory

ChromaDB, 52 chunks, 3x daily reindex

Week 1 — this week

Train CJ, Ryley, EJ on SWMS

Elliot or Nathan walks each person through the voice memo workflow

Week 1 — send to Nathan

Nathan kick-off pack

90-day plan overview, automation ideas invitation, WIP sheet access, SWMS workflow — send once contract is sent

Week 1

Follow-up tracker live

Auto-chase at 48hr, flag to Christo at 96hr, 3 chase max

Week 2

Daily diary ingestion

Atlas receives voice memos from site team, transcribes, logs, flags

Perplexity API — Brief Enrichment

BUILDING THIS WEEK

Week 1

Wire API key into heartbeat

Key exists in private/api-keys.md. Add to morning brief for real-time market + industry data.

Week 1

Construction news query

Daily query: NSW residential construction, hempcrete, building material costs — 3 bullets in brief

Week 2

BTC/macro query

Replace manual API calls in brief with Perplexity for richer context

DA Scraper — Lead Identification

MANUS — LOG IN TO SECOND ACCOUNT

Week 1 — Christo action required

Log into second Manus account

Previous account out of credit. Paste the DA scraper prompt (built and ready) into new account.

Week 1

DA Scraper prompt: paste and run

13 councils, daily 3am, $500K+ residential DAs, master CSV output

Week 2

Verify first data batch

Atlas reviews CSV for quality, filters by project type and suburb, removes duplicates

Week 2

Architect extraction: paste prompt

Second Manus prompt extracts architect contact from each DA, cross-references against existing list

Week 2-3

Outreach queue live

New architects flagged each week, draft emails prepared, Christo approves batch

Weekly ongoing

DA digest in morning brief

Top 5 new DAs each Monday morning — project, address, architect, value estimate

Pipeline Agent — Lead Tracking + Follow-Up

BUILDING WEEK 5-7

Week 5

Define pipeline data structure

Lead ID, source, architect contact, DA reference, stage, last touchpoint, next action, owner

Week 5-6

Build pipeline tracker script

Atlas builds: data/pipeline-tracker.json + auto-follow-up logic at 5 days silence

Week 6-7

Test with 2 live leads

Run pipeline agent against 2 real active conversations — verify timing + draft quality

Week 8

Pipeline Agent live

All 4 leads tracked. Auto follow-up at 5 days. Flag to Christo at 10 days. Friday pipeline digest auto-generated.

Site Agent (Ollama / Local LLM)

BUILDING WEEK 4-6

Week 4

Install Ollama on Mac mini

Local LLM — works offline, no API cost, private. Model: Llama 3.1 8B or Mistral 7B

Week 4-5

Build site agent prompt system

Construction-specific context: SWMS formats, WHS regs, MTM standards, project templates

Week 5

CJ + Ryley beta test

Test: SWMS generation, site Q&A, daily diary submission via voice — verify quality

Week 5-6

EJ onboarded to Site Agent

EJ ABN confirmed. Subcontractor agreement via Nathan. All site team on same workflow.

Week 9

Site Agent: full deployment

All reporting flows through Site Agent. Manual admin from site team = eliminated.

Nathan's Automation Ideas

CAPTURE WEEK 1 — BUILD WEEK 5-7

Week 1

Nathan lists all ideas

Every manual task over 15 min that Nathan sees the team doing. Send to Atlas as voice memo or text.

Week 2

Atlas prioritises top 3

Ranked by: time saved, ease of build, impact on ops. Christo and Nathan approve top 2 to build.

Week 5-7

Build top 2 ideas

Atlas builds. Nathan tests. Goes live by Phase 3.

Week 10

Live + reviewed

Nathan confirms what's working, what to refine.

Strategy: target 20 architects in the first 60 days. 10 per month. Personalised, not mass email. The list below ranks every architect from your two sheets. Priority 1 = warm or active relationship (move fast). Priority 2 = strong fit, no current relationship. Priority 3 = cold, lower fit. Start with Priority 1 this week, Priority 2 in Month 2. Customise each email — same template but reference their work, their suburb, their scale. That's what gets a reply.

Priority 1 — Warm or High Priority, Target This Month Start Week 1-2

Pri	Firm	Contact	Email	Relationship	Best Hook
1	SAHA	Sascha	info@saha.sydney	HOT — friends, worked many times	Re-engage: "It's been a while — we'd love to be your go-to builder on the next Coogee or Bondi project. What's coming up for you in the next 6 months?"
1	Architect George	Dean	office@architect-george.com	Warm — worked together before	Re-engagement: "We did great work together on [project] — we're actively looking for the right projects in Newtown/Surry Hills. Anything coming up that suits a quality $1-3M builder?"
1	Carla Middleton Architect	Carla	via carlam.com.au	Warm — reached out via Instagram, visited Bronte open home	Follow up on the Bronte visit: "We noticed you came to our open home at Busby Parade — we'd love to connect properly. The quality of work we're doing in Bronte is exactly what we want to keep building. Are you working on anything in the eastern suburbs?"
1	Giles Tribe	Hue Douglas	via gilestribe.com.au	Warm — Amanda's school friend from Armidale	Warm intro via Harrison/Amanda: "Amanda mentioned you and Hue are connected — we'd love to meet for a coffee and see if there's a natural fit. We build in the $1.5-4M space across harbour and coastal suburbs."
1	We Architects	Ed	ed@wearchitects.com.au	Cold — Priority 5 rated	High scale, Low rise focus. "We've admired the work coming out of your studio for a while. We specialise in $1.5M–$4M residential in Sydney's harbour and coastal suburbs — I think there's a strong fit. Would you be open to a 20 minute coffee?"
1	Stukel Architect	Daniel	studio@stukel.com.au	Cold — Priority 5 rated	High scale, Low rise. Same personalised coffee intro. Reference a specific project from their portfolio if you can find it. "We build the types of projects that require a builder who actually cares about the detail."
1	PJ Architects	Paul Jones	paul@pjarchitects.com.au	Cold — Priority 5 rated	High scale, Low rise. Direct to Paul: "High-quality residential in Sydney — that's what we do and it sounds like what you design. I'd love to put us in front of you for your next build."
1	Pohio Adams	Bianca / Chris	bianca@pohioadams.com	Cold — Priority 5 rated	High scale, Low rise. "We're actively building in the suburbs Pohio Adams focuses on — I think it's worth a conversation. Could we grab 20 minutes?"
1	Shore Architects	Michael	michael@shorearchitects.com.au	Cold — Priority 5 rated	Medium scale, Low rise. "Shore's portfolio aligns perfectly with the projects we build best — I'd love to introduce the team."
1	Ezer Styles	Jacquie	info@ezer-styles.com	Cold — Priority 5 rated	Medium scale. "We've seen your renovation and extension work around the inner suburbs — quality that matches what we build. Worth a coffee to explore if there's a project fit."

Priority 2 — Strong Fit, No Relationship, Target Month 2 Start Week 5-6

Pri	Firm	Contact	Email	Scale / Style	Hook
2	Woods and Warner	—	info@woodsandwarner.com.au	High / Low rise / Bondi focus	"Your Bondi portfolio is exactly where we want to be building. We're targeting $2-4M residential in the eastern suburbs — I think there's a real fit here."
2	Andrew Donaldson Architecture	Andrew	info@andrewdonaldson.com.au	High / Low rise	"High-end residential is our core — we'd love to understand what you have coming up."
2	Andrew Burgess Architects	—	mail@aba.sydney	High / Low rise	Direct intro: quality focus, harbour suburbs, no project too complex.
2	Robert Parisi Architecture	Robert	info@robertparisi.com.au	High / Low rise	"Robert Parisi's reputation for high-quality residential aligns with exactly what we build best."
2	Studio plus three	—	info@studioplusthree.com	High / Low rise	Strong fit for coastal residential. Brief and direct intro.
2	Luke Moloney Architect	Luke	l@lukemoloney.com.au	High / Low rise	High scale residential. "We build the type of projects that require a contractor who can match architectural intent — that's where we live."
2	Blake Letnic Architects	Blake	info@blakeletnic.com	High / Low rise	Quality focus, direct coffee invite.
2	MCK Architects	Mark Cashman	architects@mckarchitects.com	High / Low rise	"We've been tracking MCK's work for a while — the quality of your residential projects is exactly the type of work we want more of."
2	Archology	—	admin@archology.com.au	Medium / Low rise — Priority 5	Priority 5 rated. Direct intro, low rise residential focus.
2	JR Design + Drafting	James	jr.design.drafting@gmail.com	High / Low rise — Priority 5	Priority 5. Volume of residential work makes this worth pursuing.

Email Template — Customise for Each Architect

Base template — Atlas drafts, Christo approves, sent from chris@marshtomansion.com

Subject: Marsh to Mansion — introduction from [Christo Ball / Amanda's intro / DA reference]

Hi [Name],

[PERSONALISED HOOK — 1-2 sentences. Reference their work, a specific project, a shared connection, or a suburb they focus on. This is the only line that changes per architect.]

My name is Christo Ball — I run Marsh to Mansion, a residential construction company specialising in $1.5M to $4M projects across Sydney's harbour and coastal suburbs. We build projects that require a contractor who genuinely cares about architectural intent, not just programme and cost.

We're currently on site at [current project — e.g. Busby Parade, Bronte / Spruson St, Neutral Bay] and actively looking to align with architects who are working at a similar level.

Would you be open to a 20-minute coffee in the next few weeks? Happy to come to you.

[Atlas inserts: recent project reference or photo link if available]

Christo Ball
Marsh to Mansion
chris@marshtomansion.com

Additional Lead Sources — Beyond the Architect List

Source	How It Works	Who Activates	Timeline
Interior Designers	Interior designers bring HNW residential clients who trust their builder recommendation. One strong relationship = 2-3 referrals per year. Target designers whose aesthetic matches your portfolio — harbour, coastal, high-finish.	Christo — identify 2 in target suburbs. Atlas drafts intro email.	Month 2
Real Estate Agents — Pre-Sale Renos	Vendors at $2M+ properties want pre-sale renovations to maximise price. Agents in Bronte, Neutral Bay, Mosman are the conduit. They need a builder they can trust to deliver fast and clean. One relationship per suburb.	Christo — identify 1 agent per target suburb you already have a connection with	Month 2
Real Estate Agents (high-value listings)	Vendors at $2M+ properties often want pre-sale renovations to maximise price. Agents in Bronte, Neutral Bay, Mosman are the conduit. One relationship per suburb is enough.	Christo — identify 1 agent per target suburb you already know	Month 2
Project Sign Boards	Every active site should have a branded Marsh to Mansion sign board with Christo's mobile and website. Neighbours of construction projects are the highest-converting leads in residential construction.	Atlas — confirm current sites have sign boards. Order if not.	Week 1
HIA / MBA Award Submissions	Award nominations for completed projects (Stanmore, Freshwater) generate: publication coverage, credibility with architects, and direct inbound. One shortlisting = multiple architect conversations.	Atlas — identify upcoming HIA/MBA submission windows, prep Stanmore entry	Month 2
LinkedIn Content + DMs	Daily post builds brand. But the real play is targeted DMs to architects who engage with your content. Atlas flags which architects liked or commented — Christo sends a personal message the same day.	Atlas flags engagements. Christo DMs within 24 hours.	Ongoing
Interior Designers	Interior designers often bring their own residential renovation clients and need a builder they can trust. One strong interior designer relationship can produce 2-3 referrals per year.	Christo — identify 2 interior designers in your target suburbs with aligned aesthetic	Month 2
Completed Project Photography	Professional photography of completed projects (Stanmore, Freshwater once done) is the single most effective organic lead gen tool. Goes on website, LinkedIn, Instagram, and in architect emails.	Christo — book photographer for Stanmore handover this month	Week 2-3

Target: 4 leads at quote or proposal stage by August 6. Not 4 cold names — 4 real conversations where an architect has agreed to bring Marsh to Mansion in on a project, or a client has asked for a quote. Six sources below. You only need 4 to convert in 90 days. Work them in priority order.

Six Lead Sources

Source 1 — Architect Network

10 architects / month, personalised

Start with Priority 1 warm contacts this week. Atlas drafts, Christo approves. Sent from marshtomansion.com.

Week 1 — SAHA, Architect George, Carla, Giles Tribe first

Pipeline Agent tracks every thread

Auto follow-up at 5 days silence. Flag at 10 days. Friday digest shows status of all outreach.

Target: 3 coffee meetings in 90 days

Each coffee = an architect with a pipeline. Christo attends, Nathan attends Month 2+ onwards.

Source 2 — DA Scraper

13 councils, daily, $500K+ residential

Manus second account. Paste prompt this week. Daily 3am run. Weekly digest to Atlas.

Live by Week 2 — Christo logs in first

20-40 DAs per week filtered

Atlas filters by suburb, type, value. Top 5 flagged in Monday brief. Architect extracted from each.

New architect = outreach queue

Any architect from DA data not already in the contact list goes into the outreach queue for Christo to review.

Source 3 — Warm Reactivations

Maddie Swan — 3 Belgrave St, Bronte

Quote from Jan 2025, went quiet (having a baby). Draft ready in Drafts folder. Need her email address.

Week 1 — give Atlas her email

CONG — Balmoral property

25% margin proposal to build. Need full name and email from Christo. This is P1.

Week 1 — unblock this now

Previous clients — 12+ months post-handover

Atlas identifies from project records. Sends warm re-engagement email (3 months after handover, 12 months after handover). High conversion — they already trust you.

Source 4 — Engineer + Certifier Network

Carmen Chan asked for your engineer preferences

Reply to Carmen this week with your preferred structural + hydraulic engineers. Intro those engineers to your referral arrangement — they see every approved project.

This week

3 private certifiers — target suburbs

Atlas identifies certifiers active in Bronte, Neutral Bay, Mosman. Draft intro email. One relationship per suburb is enough.

Source 5 — Content + Inbound

LinkedIn daily post

Atlas drafts in morning brief. Christo pastes. Architects who engage get a personal DM within 24 hours.

Starts this week

Sydney Build panel post

Post drafted, not published. Publish this week — still recent enough to be relevant.

This week

Construction Business Outlook contribution

Olivia Martin wants your perspective. Editorial placement = profile with architects and developers. Atlas drafts the contribution. 200-300 words on quality residential construction in Sydney.

Stanmore photography

Book professional photographer for Stanmore handover. Images go on website, LinkedIn, Instagram, and in every architect intro email from that point forward.

Source 6 — Sign Boards + Awards

Site sign boards — all active sites

Every active site needs a branded MTM sign board: Christo's mobile, website, "Marsh to Mansion — Quality Residential Construction." Neighbours are your best leads.

Week 1 — confirm all sites have boards

HIA Award submission — Stanmore

Stanmore is a strong submission candidate. Atlas identifies submission window and category. Shortlisting = coverage + architect credibility.

Atlas to check submission dates — Month 2