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AI agent for executive coachs

Stakeholder Interview Scheduling and Synthesis Agent

Produce an anonymized themes report from a complete, comparable set of stakeholder interviews.

CreatingManagement
See how it worksGet access
Stakeholder Interview Scheduling and Synthesis Agent: what goes in, what the agent does and what you get

What it does

A 360 style coaching engagement means interviewing eight to twelve colleagues of the client. The coach spends days chasing calendars, then gets notes in every possible format. This agent schedules the interviews from the coach's calendar and each person's availability and sends the question guide. After each interview it collects the notes and checks which competencies were covered. If a competency was missed, it asks the coach or interviewer for a short follow-up. Once enough interviews are in, it drafts themes with quotes anonymized, and shows how many people said each thing. The coach reviews everything before the client sees it. Edge case: if only one person mentions a topic and the quote could identify them, the agent leaves the quote out and tells the coach.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueApprovedNoNo 1 STARTS WHEN Coach confirms the stakeholder list 2 USES A TOOL Check the coach calendar and propose times 3 YOU APPROVE Coach approves the invitations before they go out 4 USES A TOOL Send the question guide and collect notes after eachinterview 5 CHECKS THE RESULT Does each interview cover every competency? If not: List the missing competencies and request ashort follow-up. Back to step 4. 6 DOES Normalize notes into one format 7 DOES Group comments into themes and count how many peopleraised each 8 CHECKS THE RESULT Is each theme supported by at least two people andsafely anonymized? If not: Drop or merge the weak themes and removeidentifying quotes. Back to step 7. 9 USES A TOOL Draft the themes report with anonymized quotes 10 YOU APPROVE Coach approves the report 11 RESULT Final themes report for the client
Read the steps as a list
  1. Coach confirms the stakeholder list
  2. Check the coach calendar and propose times
  3. Coach approves the invitations before they go outThe agent waits here for your OK.
  4. Send the question guide and collect notes after each interview
  5. Does each interview cover every competency?If not: List the missing competencies and request a short follow-up. Back to step 4.
  6. Normalize notes into one format
  7. Group comments into themes and count how many people raised each
  8. Is each theme supported by at least two people and safely anonymized?If not: Drop or merge the weak themes and remove identifying quotes. Back to step 7.
  9. Draft the themes report with anonymized quotes
  10. Coach approves the reportThe agent waits here for your OK.
  11. Final themes report for the client

How it decides

Counts how many interviews touch each competency and only reports a theme when at least two people raise it, keeping quotes that cannot identify one person.

  • Theme needs two or more sources to appear
  • Quotes that name a project, date or team are removed
  • Interviews missing a competency are chased once, then noted as a gap
  • Late interviews after the report draft trigger a recompile

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Competency list
  • Minimum people per theme (default 2)
  • Interview length and number
  • Anonymization rules
  • Report layout

What keeps you in control

It always asks you first

  • Invitations
  • The report before it goes to the client
  • Any quote used

Hard limits

  • Never reveal who said what
  • Never send anything to the client without approval

It stops when

  • Done: report approved
  • Stop: fewer than five interviews completed by the deadline
  • Stop: client withdraws

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor a client with ten stakeholders, eight interviews finish. The coverage check shows three never discussed delegation. The agent asks the interviewers for a short follow-up and gets two answers. It drafts six themes. One quote about a Tuesday budget meeting could identify its speaker, so the agent removes it. The coach approves the report.

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