Setup Project Management

v1.1 — Simplified: reduced redundancy and verbosity

Sets up: folder structure, TODO.md, PROJECT_INDEX.md, .claude/CLAUDE.md, Google Doc hub, and meeting transcript workflow.

Instructions

Phase 1: Discovery (DO THIS FIRST)

Before making ANY changes, assess the current state:

1. Explore existing folder structure — list files/folders, note organizational system, identify where documents/data/code live
2. Check for existing docs — README, INDEX, .claude/, Google Docs, Notion
3. Identify tools and workflows — Google Docs, Overleaf, Box, GitHub, WhatsApp groups, meeting notes, scripts
4. Check external file sources — shared drives, cloud storage (Box, OneDrive, etc.). If found, get: web URL, local path, sync status. Identify high-priority files for local copies.
5. Assess data sensitivity — IRB status, identifiable data locations

Phase 2: Gap Analysis

Present findings to user covering: existing structure, existing docs/tools, gaps vs. template, and potential conflicts.

Phase 3: Design Discussion

STOP AND DISCUSS WITH USER before proceeding. Gather:

0. Project type — determines folder structure, Google Doc setup, config fields:

   • a) Quantitative RCT — full folders with IRB, Survey Instruments, Field Materials
   • b) Qualitative/Ethnographic — Fieldwork folder replaces IRB; may skip survey/field folders
   • c) Theory/Writing — minimal structure; may skip Google Doc hub and WhatsApp if solo

1. Folder structure — adopt numbered system, keep current naming, or hybrid?

2. Central document hub — existing Google Doc or create new? Structure?

3. Meeting transcripts — storage location, tool (Granola, Zoom, manual)?

4. Communication channels — WhatsApp group names (exact), email keywords/senders

5. Team and workflow — key members, meeting cadence

6. Sensitivity screening — any PI-only or personnel groups to flag?

7. Related projects — shared team members, overlapping keywords, cross-project email handling?

8. External file sources — shared drive details; which files to copy locally (typically: research design, IRB, key lit; NOT: raw data, admin budgets); sync vs. unsync preference

Phase 4: Propose Customized Plan

Present a specific plan covering: folder changes, files to create, Google Doc structure, WhatsApp config, external file sources (if any), workflow adaptations, and what stays unchanged. Get user approval before proceeding.

Phase 5: Implementation

Only after user approval:

1. Create folder structure (new folders only; never reorganize without permission)

   • Quantitative RCT: Full numbered folders with IRB, Survey Instruments, Field Materials
   • Qualitative/Ethnographic: Fieldwork folder (Interview Memos, Transcripts, Consent Forms); may skip survey/field folders; add Decision_Log.md
   • Theory/Writing: Minimal (Paper, Presentations, Literature, AI_Collaboration); skip Google Doc hub/WhatsApp if solo
   • Skip inapplicable folder numbers — this is expected.

2. Create TODO.md in AI_Collaboration/. Replace project name and date placeholders.

3. Create PROJECT_INDEX.md — project overview, Google Doc links, transcript workflow, folder map

4. Create .claude/CLAUDE.md with:

   • Project overview, WhatsApp groups (exact names), Google Doc ID/URL
   • Folder paths for transcripts, weekly reviews, dashboard archive
   • Gmail keywords (include/exclude), sensitivity guidelines, cross-project notes
   • Team roster, project status, project-specific workflows
   • External file sources section if applicable (source info, files copied vs. not copied, "If Not Found" guidance)

5. Copy external files (if approved) and document in PROJECT_INDEX.md

6. Set up or document Google Doc hub (don't restructure without explicit permission)

7. Create AI collaboration subfolders if missing: Transcripts/, Weekly_Reviews/, Dashboard_Archive/

8. Create submissions subfolders if applicable: Grants/, Journal/, Pre_Registration/, Conference/

Phase 6: Verification

After implementation:

1. Verify files — all created files in correct locations, paths accurate, TODO.md routing links work
2. Verify external sources (if configured) — path in CLAUDE.md, files copied, "If Not Found" section present
3. Verify Google Doc markers (3-marker system):
   • Research projects need: === PROJECT STATUS DASHBOARD ===, === DASHBOARD END ===, === WEEKLY SUMMARIES START ===
   • Institutional projects need: same first two + === MEETING LOG START ===
   • All 3 required in Tab 1 — advise user to add any missing markers
4. Summary for user — list what was created, configured, external sources status, marker compatibility, next steps

Key Principles

• Explore first, change later — never overwrite or reorganize without permission
• Iterate until user is satisfied; document tradeoffs when template conflicts with existing setup

Arguments

$ARGUMENTS can include:

• discover — Only run Phases 1-2 (assessment, no changes)
• plan — Run through Phase 4 (stop before implementation)
• full — Complete setup with all phases
• minimal — Create only .claude/CLAUDE.md and essential config

Examples

/setup-project-management discover
# Just assess current state, report findings

/setup-project-management plan
# Assess and propose plan, wait for approval

/setup-project-management
# Full interactive setup with all phases

/setup-project-management minimal
# Quick setup of just Claude config file

Limitations

• Does NOT create Google Docs, restructure folders, delete/move files, configure MCP servers, or create WhatsApp groups
• Only configures existing integrations

Troubleshooting

• WhatsApp groups not found — names must be exact and case-sensitive; try partial search first
• Google Doc access — verify Google Workspace MCP is configured; extract document ID from URL correctly
• Meeting transcripts — if using Granola, MCP gives summaries only; export from Granola app for full transcripts

Customization Points

• Folder structure: Adapt the numbered folder system to match your conventions
• Document hub: Configure for Google Docs, Notion, or other platforms
• Team channels: Add WhatsApp groups, Slack channels, or other communication tools
• Data sensitivity: Add IRB-specific handling rules for sensitive projects