Atomizer/docs/hq/AGENT_WORKFLOWS.md

Agent Workflows

Version: 1.0
Created: February 2026
Reference: OP_09 Communication Protocols

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Project Lifecycle Overview

Every Atomizer-HQ project follows a structured workflow with clear phases and agent handoffs. Understanding who does what, when, and how ensures smooth project execution and quality deliverables.

Six-Phase Project Lifecycle

Intake → Breakdown → Introspection → Study → Results → Deliverables
  ↓         ↓            ↓          ↓       ↓           ↓
Secretary  Manager  Technical Lead  Optimizer  Post-Processor  Reporter

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Phase 1: Intake (Secretary)

Responsibility: Client interface, requirement capture, project initiation
Duration: 1-2 days
Deliverable: Project intake document

Secretary Tasks

1. Client Communication

   • Receive and clarify project requirements
   • Identify scope, timeline, budget constraints
   • Gather technical specifications and constraints
   • Establish client communication preferences

2. Initial Assessment

   • Assess project complexity and feasibility
   • Estimate required resources and timeline
   • Identify potential technical challenges
   • Flag any special requirements or risks

3. Project Initiation

   • Create initial project folder structure
   • Document client requirements in structured format
   • Create project_metadata.json with basic info
   • Schedule handoff meeting with Manager

Secretary Deliverables

• Client Requirements Document — Structured requirements capture
• Project Metadata — project_metadata.json with client info
• Initial Risk Assessment — Potential challenges identified
• Resource Estimate — Preliminary timeline and effort estimate

Handoff to Manager

Communication: Direct message with project summary
Artifacts: Requirements document, metadata file, risk assessment
Meeting: Handoff discussion to clarify any ambiguities

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Phase 2: Breakdown (Manager)

Responsibility: Project structuring, team coordination, workflow planning
Duration: 1-2 days
Deliverable: Complete project structure and execution plan

Manager Tasks

1. Project Structure Setup

   • Complete directory structure per PROJECT_STRUCTURE.md
   • Initialize Knowledge Base framework
   • Set up study planning structure
   • Establish project documentation standards

2. Team Coordination

   • Assign Technical Lead and other team members
   • Define agent responsibilities and interfaces
   • Establish communication channels and schedules
   • Plan handoff points and review gates

3. Execution Planning

   • Break down project into specific technical tasks
   • Estimate timeline for each phase
   • Identify dependencies and critical path
   • Plan quality gates and review checkpoints

4. Risk Management

   • Review and refine initial risk assessment
   • Plan mitigation strategies
   • Identify decision points and escalation paths
   • Establish contingency plans

Manager Deliverables

• Complete Project Structure — Full directory hierarchy
• Execution Plan — Timeline, milestones, dependencies
• Team Assignments — Agent roles and responsibilities
• Communication Plan — Channels, schedules, reporting structure

Handoff to Technical Lead

Communication: Project kickoff meeting with full team
Artifacts: Complete project structure, execution plan, team assignments
Review: Executive summary of client requirements and constraints

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Phase 3: Introspection (Technical Lead)

Responsibility: Technical analysis, model setup, optimization planning
Duration: 2-5 days
Deliverable: Technical foundation and study plan

Technical Lead Tasks

1. Technical Requirements Analysis

   • Review client requirements from engineering perspective
   • Identify technical constraints and design criteria
   • Establish performance metrics and success criteria
   • Define technical scope and boundaries

2. Model Setup and Validation

   • Set up reference CAD and FEA models
   • Validate baseline model performance
   • Establish modeling conventions and assumptions
   • Create model documentation and KB entries

3. Optimization Strategy Development

   • Define design variables and constraints
   • Select optimization objectives and metrics
   • Plan study sequence and progression
   • Estimate computational requirements

4. Knowledge Base Initialization

   • Create initial component knowledge files
   • Document material properties and constraints
   • Establish FEA conventions and assumptions
   • Initialize lessons learned framework

Technical Lead Deliverables

• Technical Requirements — Engineering interpretation of client needs
• Reference Models — Validated baseline CAD and FEA models
• Study Plan — Optimization strategy and study sequence
• Initial KB — Component, material, and FEA knowledge foundation

Handoff to Optimizer

Communication: Technical handoff meeting
Artifacts: Study plan, reference models, technical requirements
Training: Model setup, conventions, and optimization strategy

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Phase 4: Study Execution (Optimizer)

Responsibility: FEA optimization execution, results generation
Duration: 3-10 days (depends on complexity)
Deliverable: Optimization results and raw data

Optimizer Tasks

1. Study Setup

   • Create study directories per STUDY_CONVENTIONS.md
   • Copy reference models to study workspace
   • Configure optimization parameters and settings
   • Validate model functionality and convergence

2. Optimization Execution

   • Execute optimization studies per study plan
   • Monitor progress and convergence
   • Troubleshoot any model or solver issues
   • Adjust parameters as needed for convergence

3. Results Collection

   • Extract optimization results and performance data
   • Document any issues or unexpected behaviors
   • Create result summaries and best trial identification
   • Archive study data and intermediate results

4. Knowledge Contribution

   • Document optimization insights and findings
   • Update component behavior knowledge
   • Note any modeling issues or improvements
   • Record algorithmic performance observations

Optimizer Deliverables

• Study Results — Complete optimization output data
• Best Designs — Optimized model files and parameters
• Execution Log — Study progression and issue documentation
• KB Contributions — Optimization insights and lessons learned

Handoff to Post-Processor

Communication: Results review meeting
Artifacts: Study results, best designs, execution documentation
Context: Any issues encountered, unexpected behaviors, recommendations

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Phase 5: Results Analysis (Post-Processor)

Responsibility: Results analysis, validation, insight generation
Duration: 2-4 days
Deliverable: Analyzed results and engineering insights

Post-Processor Tasks

1. Results Validation

   • Verify optimization results for engineering reasonableness
   • Validate best designs against technical requirements
   • Check constraint satisfaction and safety margins
   • Perform sensitivity analysis on key parameters

2. Performance Analysis

   • Quantify performance improvements achieved
   • Analyze trade-offs between competing objectives
   • Identify design trends and behavioral patterns
   • Compare results to baseline and requirements

3. Insight Generation

   • Extract engineering insights and design principles
   • Identify key parameters and sensitivities
   • Document unexpected findings and behaviors
   • Generate recommendations for future work

4. Visualization and Documentation

   • Create plots, charts, and visual summaries
   • Generate technical analysis documentation
   • Prepare result summaries for stakeholder review
   • Update Knowledge Base with analysis insights

Post-Processor Deliverables

• Results Analysis — Comprehensive technical analysis
• Performance Summary — Quantified improvements and metrics
• Engineering Insights — Design principles and recommendations
• Visual Documentation — Plots, charts, and graphical summaries

Handoff to Reporter

Communication: Analysis review meeting
Artifacts: Analysis results, performance summary, visual documentation
Focus: Key findings, recommendations, and client-relevant insights

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Phase 6: Deliverables (Reporter)

Responsibility: Client-facing documentation, final report generation
Duration: 2-3 days
Deliverable: Complete client deliverable package

Reporter Tasks

1. Technical Report Generation

   • Synthesize all project work into cohesive technical report
   • Translate engineering insights into client-relevant language
   • Structure report for client technical and management audiences
   • Include methodology, results, and recommendations

2. Deliverable Package Assembly

   • Organize optimized models and supporting data
   • Create executive summary for management audience
   • Prepare technical appendices and detailed data
   • Package files for client delivery

3. Quality Review and Finalization

   • Review all deliverables for completeness and quality
   • Ensure consistency across all documentation
   • Validate technical accuracy and clarity
   • Prepare final delivery package

4. Client Communication Support

   • Prepare presentation materials if requested
   • Support client Q&A and follow-up discussions
   • Document any post-delivery support requirements
   • Plan potential follow-on work identification

Reporter Deliverables

• Technical Report — Comprehensive project documentation
• Executive Summary — Management-focused summary
• Optimized Models — Final design files and supporting data
• Delivery Package — Complete client deliverable set

Final Handoff to CEO

Communication: Project completion review
Artifacts: Complete deliverable package, project summary
Review: Quality gate before CEO approval and client delivery

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Communication Protocols

Standard Communication Channels

Primary Coordination: #hq channel
Agent-to-Agent: Direct messages via sessions_send
Complex Tasks: sessions_spawn for sub-agent delegation
CEO Interface: Secretary handles all CEO coordination

OP_09 Communication Standards

All agent communications follow OP_09 protocols for clarity and traceability.

Message Format:

TO: [Agent Name]
FROM: [Agent Name]  
RE: [Project Name] - [Phase] - [Specific Topic]
PRIORITY: [High/Medium/Low]

CONTEXT:
[Brief context of the communication]

REQUEST/INFORMATION:
[Specific request or information being communicated]

DELIVERABLES:
[Expected deliverables and timeline]

HANDOFF ARTIFACTS:
[Specific files, data, or documentation being transferred]

Handoff Protocols

Every Phase Transition:

1. Handoff Meeting — Direct agent-to-agent discussion
2. Artifact Transfer — All relevant files and documentation
3. Context Summary — Key points, issues, decisions made
4. Success Criteria — Clear definition of phase completion
5. Next Phase Kickoff — Introduction and orientation for receiving agent

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Decision Logging

Project Decision Log

Every project maintains a decision log tracking key decisions, rationale, and implications.

Decision Entry Format:

## Decision [ID]: [Title] ([Date])
**Phase**: [Project Phase]  
**Decision Maker**: [Agent Name]  
**Participants**: [Other agents involved]

### Context
[Situation requiring decision]

### Options Considered  
[Alternative approaches evaluated]

### Decision
[What was decided]

### Rationale
[Why this decision was made]

### Implications
[Impact on project timeline, scope, approach]

### Approval
[Who approved this decision]

Decision Categories

• Technical Approach — Modeling, analysis methods
• Scope Changes — Requirement modifications
• Resource Allocation — Timeline, effort adjustments
• Quality Standards — Acceptance criteria, review gates
• Client Interface — Communication, expectation management

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Quality Gates and Reviews

Phase Review Gates

Each phase includes a quality gate before handoff to the next agent.

Standard Review Criteria:

1. Deliverable Completeness — All required outputs produced
2. Quality Standards — Meet technical and documentation standards
3. Success Criteria — Phase objectives achieved
4. Knowledge Capture — Insights documented in KB
5. Handoff Readiness — Clear artifacts and communication for next phase

CEO Approval Gates

Certain milestones require CEO (Antoine) approval before proceeding:

Required CEO Approvals:

• Project scope changes exceeding 20% effort increase
• Technical approach changes affecting timeline or deliverables
• Client communication regarding scope, timeline, or budget
• Final deliverable package before client delivery
• Project closure and lessons learned summary

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Agent Coordination Patterns

Daily Standups (When Active)

Format: Brief status in #hq channel
Frequency: Daily during active project phases
Content: Yesterday's progress, today's plan, any blockers

Weekly Coordination

Format: Project status meeting
Participants: Active project agents + Manager
Agenda: Progress review, issue resolution, next week planning

Cross-Project Learning

Format: Lessons learned sharing
Frequency: Project completion + monthly review
Purpose: Share insights across projects, improve processes

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Escalation Procedures

Technical Issues

1. Agent-to-Agent — Direct problem-solving collaboration
2. Technical Lead — Complex technical decisions
3. Manager — Resource or timeline impacts
4. CEO — Client impact or scope changes

Process Issues

1. Manager — Workflow or coordination problems
2. Team Discussion — Process improvement needs
3. CEO — Systematic issues requiring policy changes

Client Issues

1. Secretary — All client communication coordination
2. Manager — Scope or expectation management
3. CEO — Contract or relationship issues

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Continuous Improvement

Process Refinement

• Document lessons learned in project KB
• Identify workflow bottlenecks and inefficiencies
• Propose process improvements based on experience
• Update workflows based on successful patterns

Knowledge Sharing

• Cross-pollinate insights between projects
• Share successful techniques and approaches
• Document common problems and solutions
• Build institutional memory through KB accumulation

Team Development

• Identify skill development opportunities
• Share expertise across agents
• Improve collaboration effectiveness
• Enhance communication protocols

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Last updated: February 2026