Learn Optimality
Optimality is an AI-enabled work execution platform that connects your activities, processes, teams, decisions, deliverables, content, and organizational context in a shared Execution Network.
Optimality is designed to be intuitive and learned while you work. This page covers the few concepts worth understanding upfront so you can structure your work well and give both your team and AI better context as your Execution Network grows.
Get started
You can start using Optimality without configuring your entire organization first. Begin by creating an endeavor, adding the work you need to execute, and connecting the teams, information, deliverables, and other context that matter to that work.
This short walkthrough shows you how to create an endeavor, navigate Optimality, begin structuring your work, and start building your Execution Network.
Watch on YouTubeUnderstand the structure
An Execution Network is the connected representation of how work happens in Optimality. It brings together activities, processes, teams, tasks, decisions, deliverables, content, Master Data, and the relationships between them so people and AI can understand not only what exists, but how the work fits together.
You do not need to configure every possible element before you begin. Start with the structure that matters, then allow your Execution Network to become richer as your team works.
Learn how endeavors, teams, processes, activities, Master Data, and other foundational elements fit together when setting up Optimality.
This walkthrough is especially useful for administrators or anyone setting up a new organization, project, program, or major endeavor.
Watch on YouTubeAdmin best practices
Most users can begin working in Optimality immediately. Administrators should spend a little more time thinking about the organizational structure that will be reused across the system—particularly Master Data, teams, roles, and permissions.
A small amount of intentional structure upfront makes Optimality easier to navigate, report on, scale, and use with AI.
Master Data in Optimality is the shared set of classifications your organization uses to consistently describe and organize its work. It can include disciplines, project phases, departments, locations, systems, work types, priorities, or any other categories that matter to how your organization operates. Once defined, Master Data can be reused across activities, processes, deliverables, and other parts of the Execution Network to support filtering, reporting, visualization, and more consistent AI context.
Create Master Data for classifications that should be used consistently across your endeavor.
Start with the categories that are genuinely useful for organizing, visualizing, reporting on, or understanding the work. You can add more as your Execution Network develops.
See how to create Master Data, decide what should become Master Data, and build a useful structure without adding unnecessary complexity.
Watch on YouTubeRoles and permissions control what people can access and manage in Optimality, while teams represent the real groups responsible for executing work.
Whenever possible, structure access around meaningful teams and roles instead of managing highly customized permissions for every individual user.
Keep your access model understandable and maintainable as the organization grows.
People → Teams → Responsibilities → Access
Add more restrictive permissions when there is a clear business, confidentiality, or security requirement rather than creating complexity by default.
Learn how to structure roles, teams, and permissions so people have the access they need while the environment remains easy to administer.
Watch on YouTubeAssociations
Associations are the relationships that connect related elements of your work in Optimality. They show how an activity, deliverable, decision, piece of content, team, process, Master Data value, or other element relates to the rest of the Execution Network.
For example, an activity might be associated with:
Associations turn individual records into connected organizational context. That context helps people understand how work fits together and gives AI more information to reason about the work.
Do not associate everything with everything.
Create an Association when the relationship helps someone—or AI—better understand, execute, analyze, or reason about the work.
See how Associations connect work across Optimality and create the context that turns individual pieces of information into an Execution Network.
Watch on YouTubeOptimality best practices
Use enough structure to make the work easier to understand and execute, without adding complexity simply for the sake of documentation.
Activities represent meaningful pieces of work.
Use activities when something needs to be executed, coordinated, owned, sequenced, or connected to other parts of the Execution Network. Add enough detail to understand the work without documenting every minor action.
Tasks are specific action items, commitments, or follow-ups that support larger pieces of work.
If something represents a body of work rather than a specific action, it is probably better structured as an activity. Associate tasks with the activities they support so they remain connected to the larger context.
Processes describe how work should happen.
Use processes to capture meaningful execution steps and reusable ways of working. The goal is not simply to document a flowchart—it is to define useful execution structure that people and AI can reference when work is being performed.
Content is the knowledge and information available to Opti and your Execution Network.
Content can include documents, deliverables, and time-stamped collaboration context such as transcripts, chats, and emails.
Connect important content to the activities, decisions, deliverables, and other work it supports so Optimality preserves not only the information itself, but why that information matters.
Optimality can serve as a document repository, but the greater value comes from connecting content to the context of the work.
Decisions capture what was decided, why it was decided, and the work the decision affects.
Record decisions that materially affect execution and preserve the rationale when it may be valuable later.
Associate decisions with the activities, deliverables, content, or other work they influence so the reasoning does not become disconnected from the outcome.
Deliverables represent meaningful outputs produced by the work.
Associate deliverables with the activities responsible for producing them and with activities that depend on their completion.
This allows the Execution Network to show both how work produces outcomes and how future work relies on those outcomes.
Teams represent the real groups of people responsible for executing work.
Create teams that reflect how your organization actually works and associate them with the activities, processes, and responsibilities they own.
Ask Opti
Yes. Opti can help you understand Optimality best practices and determine how to structure your work while you are using the system.
Instead of leaving your work to search documentation, ask Opti questions such as:
“Should this be an activity or a task?”
“What Master Data should I create for this endeavor?”
“How should I structure this process?”
“What should I associate with this activity?”
“Am I missing anything before we begin executing this work?”
You do not need to configure everything before you start using Optimality.
Begin with the work you need to execute. Add the structure that matters. Connect the people, information, decisions, and outcomes surrounding it.
Your Execution Network becomes more useful as your organization works.
