Skip to content
Let's Talk

AI systems, in practice · Project management

Project managementfor up to ten projects per person

Project management is mostly keeping everyone in the loop: clients, the team, the reports, the dates. We built a system that does most of that for our project managers. Each one used to carry two or three projects. Now they carry up to ten and still know every one inside out.

What the job looked like before

Most of a project manager's day went to communication: sending updates, asking clients for things, chasing deadlines, passing files back and forth over email and Slack. Every week, each project needed a report, which meant knowing every conversation, every finished task, every missed date and everything coming up. Two or three projects filled the week. A fourth meant constant switching, and things started to slip.

Three projects. Every hour spoken for.

A project manager's week, before and afterBefore: three projects fill every hour with updates, chasing, catching up and Friday reports, and a fourth project doesn't fit. After: the routine is handled by the system, Friday's reports become one short approval, and the same person runs ten projects.MonTueWedThuFri910111212341231APPROVE45678910236SENT AUTOMATICALLY
Updates, requests and chasingCatching up before meetingsWeekly reportsProject work

How the system works

Clients get reminded automatically.

When we need something from a client, it goes in our system as their task. They get notified, and if the date passes they get a nudge explaining it could slow the project down. Nobody has to remember to chase.

Weekly reports are drafted for you.

Our system keeps the transcript of every client call. Each week it drafts the report from those calls, the task list, the team's calendars and any other projects we run for that client: what's done, what's next, the dates coming up, questions waiting on the client, and any date that moved, with the reason. A report that took hours takes minutes.

Ask from Claude or ChatGPT.

Our project managers can ask about any project from the AI tools they already use. Where are we at? What's behind? Push everything two weeks for their holidays. Nobody has to open a task.

An assistant that knows every project.

Before a meeting, it gives a refresher on this week and what to raise. It flags what's outstanding, pulls live website and search numbers, and builds reports and slide decks ready to share.

Try asking about a project

These are questions our project managers ask every week. The projects are made up; the answers show what comes back.

Where are we at with every project?

  • Clinic websiteOn trackDesign sign-off booked
  • Member portalWaiting on clientWaiting on login details
  • Annual reportBehindPhotos 4 days late
  • Brand refreshOn trackLogo round two out
  • Booking systemOn trackTesting this week
  • Donor platformWaiting on clientNeeds a yes on pricing
  • Newsletter redesignOn trackTemplates in review
  • Staff intranetOn trackContent moving over

Example projects. Your own answers come from your calls, tasks and calendars.

What the project manager approves

Anything a client reads, beyond a simple reminder, is read and approved by the project manager first. That usually happens on Friday, right in our system, in minutes instead of an afternoon.

Results

projects one project manager can carry
2-3 → 10
to put together a weekly report
Hours → minutes
they hear from us more often, and things stop falling through the cracks
Clients notice

Other roles

Our bookkeeping, sales, marketing and leadership each have their own version: the same system, pointed at the work that eats their week.

Three ways to start

Talk to us about your team

Tell us which role is buried in busywork. We'll show you what the same approach looks like for them.

Book a call

See how the system works

One system built around how your organization runs, with AI working inside it.

See systems and automations

See more systems we've built

Full systems and quick wins, with the businesses kept private.

See more systems we've built

Based in Calgary? See AI consulting in Calgary