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Heavy rebuilds belong in analysis mode: marts, embeddings, labels, retrieval bundles, and rankings. Daily inspection belongs in presentation mode: fast, lightweight views over precomputed snapshots.
Workplace AI systems become fragile when every page load tries to clean inputs, rebuild indexes, label records, rank evidence, and write a polished summary. That mixes production work with audience-facing inspection.
Split the work into two modes. Analysis mode does the expensive computation and leaves a snapshot trail. Presentation mode reads that trail, shows freshness, and gives people a stable surface for communication, escalation, alignment, meeting follow-through, and decision review.
If a page load can change the underlying facts, labels, rankings, or citations, it is not presentation mode. It is analysis mode wearing a dashboard shell.
Name the mode before you build the tool. The same data can support both modes, but the permissions are different.
Run the heavy rebuilds that turn raw workplace artifacts into inspectable, reusable decision assets.
Analysis mode ends by writing precomputed snapshots that a teammate can inspect without rerunning the pipeline.
It should not be used as the everyday dashboard. If opening the page starts a rebuild, the modes are mixed.
Help a person inspect the latest accepted snapshot, understand what changed, and decide what to do next.
Presentation mode reads snapshots only. If data is stale or missing, it links back to the refresh command or review queue.
It should not create embeddings, rebuild BM25, run RRF, call an LLM labeling queue, or mutate marts during daily inspection.
A useful snapshot is more than a chart export. It carries the facts, evidence, labels, and freshness metadata that make daily inspection trustworthy.
The practical rhythm is simple: rebuild deliberately, accept a snapshot, inspect lightly, then refresh on purpose.
Run analysis mode before the review window: nightly, weekly, or after a deliberate export from office tools.
Check row counts, failed files, reviewer status, retrieval quality, and unresolved warnings before the snapshot is promoted.
Use presentation mode for meetings, follow-up review, stakeholder updates, decision logs, and personal leverage dashboards.
When data is stale, move back to analysis mode through a visible refresh command, not a hidden dashboard side effect.
Use these questions when a dashboard request starts to grow. They keep compute-heavy work out of the audience-facing surface.
Run it in analysis mode and write a snapshot before anyone presents the result.
Keep it in presentation mode and make the freshness boundary obvious.
Freeze the presentation snapshot and make refresh a deliberate analysis-mode action.
Keep it out of presentation mode until the label is reviewed or clearly marked as provisional.
Run this before a daily dashboard, manager update, decision review, or stakeholder readout uses the snapshot.
Opening the dashboard does not rebuild DuckDB or SQLite marts.
Opening the dashboard does not create embeddings, BM25 indexes, RRF rankings, or LLM labels.
Every chart, table, summary, and brief shows the snapshot timestamp it came from.
Every AI-written sentence points back to reviewed labels or materialized retrieval outputs.
A stale view shows the refresh command, failed step, or review queue instead of silently recomputing.
Daily inspection works from precomputed snapshots on a normal office laptop while email, spreadsheets, and browser tabs are open.
Use the AI-at-work cluster for the full architecture and the performance guide for laptop constraints.
Analysis mode is the controlled rebuild phase. It refreshes marts, retrieval indexes, rankings, labels, summaries, and quality metadata before writing an inspectable snapshot.
Presentation mode is the daily inspection phase. It reads the latest accepted snapshot, shows freshness and evidence, and helps people discuss decisions without recomputing the system live.
Live calls make daily views slower, harder to audit, and unstable during stakeholder discussions. Precomputed snapshots keep the audience focused on accepted evidence and known gaps.
The interface should show the timestamp, failed step, or refresh command. It should not silently rebuild marts, labels, embeddings, BM25 indexes, or RRF rankings while someone is reading.
Build the snapshot in analysis mode, then keep daily inspection boring. That separation is what makes AI useful in normal workplace tools.
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