> ## Documentation Index > Fetch the complete documentation index at: https://docs.apollospace.ai/llms.txt > Use this file to discover all available pages before exploring further. # Planning > Goals become a board of tasks with owners, priorities get clear, and what's in flight stays visible. Planning as a living thing the Chief of Staff maintains — not a doc that rots. It's 8am on a Monday. The quarter's goal lives in a pretty slide nobody has opened since kickoff. Three workstreams moved, two stalled, and you couldn't say which without asking person by person. The plan exists — it just became a frozen document, while the real work lives in people's heads, scattered messages, and a board nobody updates. With Apollo, planning stops being a file and becomes a living thing the [Chief of Staff](/en/agents/athena) maintains: she breaks the goal into tasks, shows what's blocked, proposes the next priority, and flags you when something slips. **What leaves your plate:** keeping the plan in sync with reality — chasing status, reshuffling cards, remembering to nudge. Planning isn't drawing the perfect plan once. It's keeping the plan honest every week. The Chief of Staff does the upkeep; the commitment decisions stay yours. ## The pattern behind every flow ```mermaid theme={null} flowchart LR A[Trigger
new goal, Monday,
deadline slipping] --> B[Chief of Staff pulls context
from the Company Brain] B --> C[Decides + uses tools
boards, tasks, routines, docs] C --> D{Commits a deadline,
scope, or budget?} D -->|No| E[Organizes and records] D -->|Yes| F[Proposes + waits for you] E --> G[Becomes memory
the next plan starts smarter] F --> G ``` ## Four planning flows, concretely ### 1. A goal becomes a board of tasks with owners You type one sentence into the chat: *"I want to double active pilots by the end of the quarter."* That's the trigger. The [Chief of Staff](/en/agents/athena) pulls from the [Company Brain](/en/features/brain) what already exists — how many pilots run today, who handles what, what worked in the last batch. On top of that she **decomposes the goal** into a [board](/en/features/boards): status columns and a set of concrete [tasks](/en/features/boards) ("map 20 target accounts", "prep the demo script", "review onboarding for current pilots"), each with a suggested owner — a person **or** another agent, like [Scout](/en/agents/scout) for the research leg. What she does **not** do alone: declare "this is done by the 30th and so-and-so owns it." Assigning a firm deadline and committing someone is a **proposal** — you review the board, adjust owners and dates, and confirm. From there, the plan exists as trackable work, not a slide. ### 2. A weekly routine that proposes the next priority Nobody has to remember to "do the weekly planning." The Chief of Staff schedules a recurring [routine](/en/features/rotinas) for herself — every Friday afternoon, or Monday morning. When the routine fires, she sweeps the [boards](/en/features/boards) and the [CRM](/en/features/crm), cross-references the [Company Brain](/en/features/brain) (quarter goals, what was agreed), and assembles a **proposed set of priorities**: what deserves attention first, what can wait, what's been stuck too long. She records it as a short [document](/en/features/documentos) and hands it to you in the chat. You read it in two minutes and decide. The routine doesn't pick your priorities for you — it does the tedious sweep and arrives with a grounded recommendation, for you to simply approve (or change). ### 3. What's blocked or in flight stays visible This is the quiet work that rots a plan fastest: nobody knows, without asking, what's actually stalled. The Chief of Staff cross-references statuses, deadlines, and the task [update](/en/features/boards) threads. When a task runs past its deadline, sits without an owner, or stays in the same column for days, she raises it on her own as a [proactive notification](/en/features/rotinas) — an item in your inbox, a bell. It isn't you hunting for the bottleneck; it's the bottleneck coming to you, with the context for why it matters. **Why it's worth it, in one line:** what normally only surfaces in the status meeting (and sometimes not even there) becomes visible the day it stalls — early enough to react. ### 4. Re-plan when something slips A key deadline won't be met. The trigger is the task itself running late. The Chief of Staff doesn't just point at the delay. She pulls the context of dependent tasks, understands what else is affected, and **proposes a re-sequence**: push milestones, redistribute cards across owners, flag what should drop from the week. It all arrives as a proposal on the board, with the reasoning in plain sight. You approve, adjust, or decline. The re-plan is recorded — and the next time something similar slips, she already knows how you resolved it last time, because it became memory. ## Where the agent stops and calls you **What the Chief of Staff only proposes — never decides alone:** * **Committing the team to a deadline or scope** — the firm date and the "who owns it" are yours; the agent suggests and organizes. * **Resource or budget decisions** — spinning up a workstream, spending on a tool, reallocating people. * **Money** — any payment, refund, or financial commitment. * **Contract or signature**, **commercial proposal to a client**, **regulatory or legal communication**. * **Destructive actions** — archiving a whole board, deleting work. In all of these the agent prepares the work, shows its reasoning, and **waits for you**. The rest — organizing, sequencing, reminding, surfacing — it handles. ## Where to start In [chat](/en/features/chats), state the objective the way you'd tell a colleague: *"I need to organize the March launch."* Let her propose the starting board. Adjust owners and deadlines — that's yours. Confirming the board is the moment the plan turns into trackable work. Ask for a weekly review [routine](/en/features/rotinas). From there, the agent keeps the plan honest — you just decide. ## Next steps Where the decomposed goal becomes cards with owner, deadline, and status. The weekly review and Monday digest that keep the plan alive. The operator who decomposes, sequences, and nudges — in the org's neutral voice. The leader's vantage point — the pulse of the operation without micromanaging. The context the agent pulls goals, agreements, and what already worked from.