What it does
Six things, and it does them on every project at once
Boards your team can already read, an address per project that turns email into work, an AI project manager that checks the same nine things every morning, and a close that asks the client the right question.
01 · Boards
Boards your team can already read
List, kanban and timeline views of the same tasks, with groups, sub-items, dependencies, custom fields and bulk edits. If your team ran Monday, they run this on day one, and the import brings the boards across.
- Hour categories and time entries logged against the task, ready for billing
- One default layout applied to every project, so nobody re-learns a board
- Clients can be invited as guests to their own project, and see nothing else
02 · Email
Email that files itself
Every project has its own address. Forward a client thread to it, copy it on a reply, or set a rule so the client's mail lands there on its own. The message is held in staging until it is understood, then it becomes work.
- A reply to an existing thread appends to that task and updates its summary
- A new subject becomes a task with the field changes written out for you
- Calendar notices, receipts and out-of-office replies are closed as noise, not triaged
Re: intake build, one more thing
Also, we do need lien tracking on PI matters before go-live. Sarah has the field list from the old system. And can we push the closed-matter search review to the 26th?
Add lien tracking fields for PI matters
Summary: lien tracking required on PI matters before go-live; field list held by Sarah.
cites: email 11:42, paragraph 1
Closed-matter search review
Sep 19→Sep 26
cites: same email, paragraph 2
03 · Meetings
Meetings and mail beside the board
Threads and recordings sit next to the tasks they belong to. Summaries, action items, decisions and risk signals are pulled out, and the full transcript by speaker is one click away.
- Decisions recorded against the moment in the transcript where they were made
- Action items carry an owner, and land on the board as tasks
- A tone change or a second slipped date raises a signal, not a note nobody reads
Two SharePoint libraries, one per office.
cites: transcript 12:06 to 12:09Add lien fields before go-live → Ravneet
cites: transcript 12:04Closed-matter review moved again, second slip.
cites: transcript 12:09 + task history04 · Closing the loop
The client's verdict, then the ask, in that order
When a project is ready, the client gets a short satisfaction survey: a recommendation score, four ratings and one comment. What happens next depends on the answer, and never the reverse.
- Promoters see a review ask and a referral ask, with a real credit behind it
- Everyone else raises a flag and an internal note, and a person calls
- Every consent is recorded with the exact wording it was granted under
How likely are you to recommend us?
Four ratings and one comment. Two minutes.
A review ask and a referral ask, with a real credit behind it.
No ask. A flag and an internal note, and a person calls.
05 and 06
An AI PM on each project, and one view across all of them
The same engine, at two altitudes. Per project it answers from that project's own memory. Across the portfolio it tells you which three need you today.
A pulse per project
One number for the project, and what moved it this week. Down nine because two dates moved and the client has been quiet.
A chat with the project's memory
Ask what was agreed about the document library. It answers from that project's emails, meetings and tasks, and points at the one it used.
Nine checks, every morning
Stalled tasks, missing owners, dates slipped twice, silent clients, hours climbing without progress, and the rest.
Guardrails
What it will not do
- It never invents a task, a date or a decision. It proposes; a person applies.
- It answers only from the project's own memory. If the memory does not hold an answer, it says so.
- Your tenant, your data. Projects, memory and email are isolated per tenant, and you can bring your own AI key with a monthly cost ceiling.
- Guests see their project and nothing else. Client-facing pages run on your own branded domain.
See it on one of your own projects
Thirty minutes. Bring a live project and its email thread, and watch WorkPM file it.