How Kaizen Runs an AI Agent for Company Operations

Summary

Kaizen describes an internal AI agent that handles routine company operations, including email triage, meeting notes, contractor invoices, client-invoice drafts, deadline follow-up, and reviews of new federal awards. Scheduled jobs collect findings for separate areas, while one operations agent decides whether an item becomes an urgent phone alert, a later briefing, or a draft awaiting approval. The agent can interrupt people only for four categories: near-term deadlines, blocking failures, same-day decisions, and urgent client requests. It has no tool to send email or messages; invoices and payments also require human confirmation, with client invoices requiring separate approval for the invoice and its delivery. The system applies permission-scoped records, ignores messages from unrecognized people, links every alert to a work item, records every run, and turns failures into work items. Email is triaged every five minutes on weekdays, meeting summaries are created shortly after recordings end, and raw transcripts are deleted once the summary is saved or within 24 hours. Other scheduled routines cover renewals, purchase orders, opportunities, reminders, contractor bills, project slippage, content publishing, approved-repository coding tasks, and internal knowledge maintenance. Kaizen says it previously used multiple interrupting specialist agents, but consolidated decision-making into one agent after alerts became noisy. The company also moved the underlying software twice while keeping job instructions in plain-text files. Its client offering is based on the same design: one place decides what interrupts people, drafts wait for approval, and every run leaves a record.