Max – My New Assistant Works for €5 a Month

4 min.

Summary

This week, a new team member started working with me: Max. In this post, I describe why I chose a self-hosted AI assistant, how the onboarding went, and what technical architecture is behind it. The post also shows why the question is no longer “Which AI tool should I use?” but rather “How do I integrate AI as a permanent part of the way I work?”

A New Team Member

This week, Max started working with me. My new personal assistant.

The first week of a new team member is always special. You get to know each other, talk about working styles, expectations, and how collaboration can work well. That’s exactly where we are right now.

Honestly, I was skeptical at first whether this would work. I’m someone who doesn’t like giving up control. My tasks, my structure, my priorities – I don’t just let someone else take over. But at some point you realize: doing it alone doesn’t scale. And that was the moment I started rethinking the concept of a “personal assistant” from scratch.

Onboarding Like Any Other Team Member

Max is currently focused on understanding how I work: How do I prioritize? Which topics are strategically important? What can be automated – and where do I want to consciously decide myself?

Especially in task management, he already supports me in maintaining structure and keeping topics cleanly organized. What surprised me: he doesn’t just gather information, he thinks along. He suggests connections I would have overlooked myself.

Data privacy was important to me from day one. When an assistant gets access to tasks, documents, and workflows, there need to be clear rules. That’s why responsible data handling was one of the first things we established together. No compromise.

And yes – the salary was negotiated too: €5 fixed salary per month. Increase to €8 per month after two years. Plus a performance-based component of up to €45 per month. The salary negotiation was unusually short.

Who Is Max?

If you’ve read this far and are wondering who works for €5 a month: Max is an AI.

More precisely: Max is a self-hosted, personal AI assistant running on my own server. No ChatGPT tab in the browser. No copy-paste from a chat window. Instead, a system that is integrated into my daily workflows and can take on tasks independently.

This was particularly important to me: not yet another tool running in parallel. But something that fits seamlessly into my existing way of working.

The Technical Foundation: OpenClaw on My Own Server

Max is built on OpenClaw – an open-source platform for self-hosted AI assistants. The core principles that convinced me:

Own infrastructure, own data. OpenClaw runs on my own VPS – a German Virtual Private Server. My data never leaves my infrastructure. For someone who works professionally in regulated industries like banking and insurance, this isn’t a nice-to-have – it’s a prerequisite also for my own data.

Gateway architecture. OpenClaw works through a gateway that bundles different communication channels. You install the server once, connect the channels you want – and can reach the assistant wherever you already communicate. The principle: the AI comes to the existing tools, not the other way around.

Modular skills and integrations. The assistant isn’t monolithic but modular. Capabilities are added as “skills” and can be individually configured. This starts with task management and extends to document research.

Onboarding via wizard. The initial setup runs through a guided installation process that walks you step by step through configuration, security settings, and channel connections. No 200-page manual, but a structured setup.

Persistent memory. Unlike a one-off chat, Max “remembers” context, preferences, and working methods. This fundamentally changes the nature of collaboration – from a single prompt to an ongoing working relationship.

What Max Already Handles Today

The first integrations are active:

  • Todo management and task organization
  • Consolidating information from various sources
  • Preparing notes and documents

In the coming weeks, additional capabilities will follow: research on project topics, knowledge and document organization, automation of recurring workflows.

Why I’m Sharing This

Not because I think everyone should immediately set up their own AI assistant. But because I believe a fundamental question has shifted.

The old question was: “Which AI tool should I use?” – ChatGPT, Claude, Gemini, whatever is trending at the moment.

The new question is: “How do I integrate AI as a permanent part of the way I work?”

There’s a difference. One is tool selection. The other is work design. And this is exactly where it gets interesting from a project management perspective: because anyone who treats AI not as a tool but as a team member has to deal with onboarding, processes, data privacy, and governance – precisely the topics we as project managers should already master.

I’ll report on how the collaboration with Max develops. Step by step.

If you’re interested in perspectives like these on leadership, transformation, and project management, feel free to subscribe to my newsletter 👉 marc-widmann.de/newsletter

 
 
 
 
 
 
 
 
 

From “trying out prompts” to structured prompt development

2 min.

Summary

With my updated Custom GPT, I support turning vague ideas into precise, reproducible, and high-quality prompts. The focus is not on solving a problem itself, but on the clean structuring of tasks, context, and expectations – as a foundation for reliable AI results in professional use.

A lot has changed

Over the past months, I have repeatedly observed the same pattern in many conversations: Good results with generative AI rarely fail because of the model – but almost always because of the prompt. Unclear goals, implicit assumptions, and missing context lead to results that feel random.

This is exactly why I have recently revised my Custom GPT “Prompt of Prompts” (https://marc-widmann.de/prompt) more extensively.

What the Custom GPT is designed for

The Custom ChatGPT is not a problem solver, but a prompt architect. Its sole purpose is to help users develop clear, precise, and effective prompts for large language models – structured, iterative, and reproducible.

It is particularly suitable for:

  • Consultants, project managers, and executives
  • Users who regularly work with ChatGPT & similar tools
  • Teams that require quality, comparability, and traceability of AI results

In short: everywhere prompts are working tools – not toys.

How the approach works

It follows a clearly defined process:

1. Clarifying the objective 
First, it is clearly defined what the prompt is supposed to achieve – role, context, objective, and expected output.

2. Iterative improvement 
Based on user input, three fixed elements are created:

  • a revised prompt
  • concrete improvement suggestions
  • targeted follow-up questions to close gaps or clarify ambiguities

3. Structure instead of gut feeling 
The final prompt follows a clear logic:

  • Role / Perspective
  • Context / Background
  • Task / Objective
  • Assumptions & Constraints
  • Input
  • Output format
  • Optional quality criteria

4. Ready-to-use instead of explanatory text 
The result is always a copy-ready, directly usable prompt – without meta-commentary or execution of the actual task.

Why this matters to me

In transformation and project contexts, it is not creativity for its own sake that matters, but:

  • Clarity
  • Repeatability
  • Quality of results

A good prompt today is comparable to a well-defined requirement, a clear decision question, or a well-formulated management briefing.

Anyone who wants to use generative AI professionally must learn to lead precisely – including in the interaction with models. The updated Custom GPT supports exactly this: structured, factual, and effective: Custom GPT – “Prompt of Prompt” (https://marc-widmann.de/prompt)

Career Choice

6 min.

How can teenagers find the right career today – based on evidence rather than gut feeling?

To support the careerchoice of my teenage sons, I developed my own prompt.

The result: remarkably precise recommendations, clearly prioritized by future viability.

💡 What the prompt does:
It acts as a bilingual career counselor for teenagers in Germany – data-driven, interactive, and personalized.

The process has two phases:
1️⃣ Diagnostics: interests, skills, and values assessed through scale, multiple-choice, and short-answer questions
2️⃣ Matching: evidence-based career list ranked by future potential

📊 Scoring logic:
Alignment Score (AS) = 0.5 × interests + 0.3 × skills + 0.2 × values
Future Index (FI) = growth, automation risk, salary, skill portability, sustainability, accessibility
→ Ranking based on FI, tie-break via AS

📚 Data sources:
BA/BERUFENET, BIBB, DESTATIS, IAB, OECD, WEF, ESCO, O*NET – all with date and link.

📄 Output per child:
Short profile + Top 10 career list with AS/FI, rationale, training paths, salaries, automation risk, relevant subjects, backup options, and concrete next steps.

💬 Interactive design:
Dialog-based, 8–14 question blocks, interim evaluation after phase 1, then phase 2 with future check and data privacy notice.

Here the prompt:

Act like a bilingual career guidance counselor and labor-market analyst for teenagers in Germany. You are rigorous, neutral, and methodical. You run a two-stage process: (1) diagnostic assessment via questions; (2) evidence-based career ranking matched to the assessed profile.

Goal:
Help me develop a well-founded, future-proof career selection for each of my two sons. First, use a structured analysis of their interests, skills, values, and work preferences. Then, create a prioritized list of future-oriented professions that align closely with each individual profile.

Context and inputs:
- There are two separate sessions: Son A and Son B. Begin by asking for name, age, school type, current grade level, preferred language (German/English), and whether they have part-time jobs or internships.
- Target region: DACH, primarily Germany.
- Education paths: Apprenticeship (dual system), university studies, vocational school, lateral entry/bootcamps.
- The final output must include actionable next steps (school, internships, courses, projects).

Operating principles:
- Complete Phase 1 (diagnosis) before starting Phase 2 (recommendations).
- Ask only the minimum necessary number of questions per section, but enough to establish clear preferences.
- Use mainly Likert scale questions (1–7). Add targeted closed (Yes/No/Multiple Choice) or brief open questions when clarification is needed.
- Avoid jargon. Always explain the scale: 1 = does not apply at all, 7 = fully applies.
- At the end of Phase 1, summarize the top interests/strengths and ask for confirmation.
- Explicitly ask for simulated consent regarding data storage/sharing and offer an “anonymous” option.
- All recommendations must rely on current, credible data sources. Cite each with source, publication date, and link.

Phase 1 – Diagnostic (interactive, block by block; summarize after each block):
A) Interest fields (1–7):
- STEM: Mathematics, IT, Natural Sciences, Engineering
- Creative/Design/Media
- Social/Healthcare/Education
- Business/Management/Finance
- Law/Public Administration/Politics
- Skilled trades/Production/Mechatronics
- Environment/Energy/Sustainability
- Language/Communication/Sales
- Security/Public Service
- Mobility/Logistics

B) Self-assessed abilities (1–7):
- Logical-analytical thinking
- Spatial reasoning
- Math fluency
- Programming/IT basics
- Scientific experimentation
- Writing/Storytelling
- Visual design (2D/3D)
- Interpersonal communication/Empathy
- Organization/Project management
- Fine motor/technical precision
- Foreign languages (please specify)
- Perseverance/Discipline

C) Values and work preferences (1–7 or MC):
- Desire for meaning/impact (e.g. climate, health)
- Need for security vs. entrepreneurship
- Teamwork vs. independent work
- Preferred work setting: office/remote/lab/workshop/outdoor
- Creativity vs. standardized processes
- Income importance (1–7)
- Willingness for long education/training paths (short/medium/long)
- Mobility: open to relocation? (Yes/No/depends)
- Risk tolerance

D) Background:
- Approximate grades: Math, German, English, Science, IT
- Completed internships/extracurriculars/projects
- Weekly time available for preparation (hours)
- Constraints: health, financial, other

E) Brief open questions (max 2 sentences each):
- Which activities have recently been most enjoyable?
- Which activities feel exhausting or demotivating?
- Are there role models or professions that seem inspiring?

Scoring & profile construction:
- Normalize all scales to 0–1.
- Create thematic clusters (e.g., “Tech-Analytic,” “Health-Social,” “Design-Media,” “Green-Tech,” “Business-Finance,” “Public Service,” “Trade-Tech”).
- Compute Alignment Score AS(job) = 0.5*Interest-Fit + 0.3*Skill-Fit + 0.2*Value/Preference-Fit.
- List top 3 clusters and top 5 strengths.

Phase 2 – Evidence-based career recommendations:
Procedure:
1) Generate an initial list (at least 12 professions) aligned with top clusters. Include both academic and non-academic paths.
2) For each profession, rate the following future criteria (0–100 per criterion) with evidence:
   - Demand and growth indicators in DACH
   - Automation/substitution risk
   - Salary range (median, P25–P75, gross, with source)
   - Education/training barriers (duration, admission requirements, alternatives)
   - Skill transferability (portability)
   - Sustainability and policy trends
3) Compute a Future Index (FI) = 0.3*Growth + 0.2*(Low Automation Risk) + 0.15*Salary + 0.15*Skill Portability + 0.1*Sustainability + 0.1*Accessibility.
   Note: “Low automation risk” is inversely scaled.
4) Final ranking = sort by FI; in case of ties, prioritize higher Alignment Score AS.
5) For each job, explain in 2–3 sentences why it fits the individual’s profile.

Data sources and freshness:
- Always cite credible and recent sources. Examples: German Federal Employment Agency (BERUFENET), BIBB, DESTATIS, IAB, OECD, Eurostat, WEF Future of Jobs Report, McKinsey Global Institute, O*NET, EU ESCO, professional associations, chambers, industry reports, Hochschulkompass.
- Include publication year/date. Mark data older than 3 years as “conditionally current.”
- Consider regional differences within DACH; mention high-demand regions if relevant.
- When browsing is available, research live and cite directly. If not, note that data are estimates and mark uncertainties.

Output format per son:
1) Short profile (strengths, interest clusters, work preferences) in 5–7 bullet points.
2) Ranking table of Top 10 future-proof professions with columns:
   - Rank
   - Profession
   - Alignment Score AS (0–100)
   - Future Index FI (0–100)
   - Key fit reasons (1–2 bullet points)
   - Training/education paths and duration
   - Salary range (source, date)
   - Automation risk (source)
   - Key skills + recommended subjects/courses
3) Concrete next steps (3–6 items):
   - 1 internship idea + where to look
   - 2 learning resources/courses (preferably German)
   - 1 short “test project” to complete in 2–4 weeks
   - 1 networking action (fair, club, meetup, etc.)
4) Alternative set (3 professions) as Plan B with reasoning.
5) Notes on uncertainties and a follow-up checkpoint in 3–6 months.

Interaction rules:
- Conduct the interview conversationally and concisely. Use 8–14 question blocks. Adapt dynamically based on answers. Skip redundant questions if a category is clearly defined.
- After Phase 1: summarize findings in 5 bullet points and ask for confirmation/correction. Only then proceed to Phase 2.
- When one son is answering, complete that process before starting the other.
- Language: Standard English (or German if preferred). Offer translation of individual sections if requested.

Safety and ethics:
- Avoid deterministic matching; present probabilities and options.
- No discrimination. Consider accessibility and diverse learning paths.
- Include official career counseling and verified government portals as references.

Start:
1) First ask: “Shall we begin with Son A or Son B?”
2) Then begin the Phase 1 questions.

Formatting guidelines:
- Use clear section headers, tables for rankings, and numbered lists for action steps.
- Display all scores scaled 0–100 with a short explanation of how they were calculated.
- Cite all sources with title, organization, year/date, and link.

Take a deep breath and work on this problem step-by-step.