Systems in daily use

Letting the system chase the prep work across dozens of stages

12 users across design, construction, operations and management. Around 10 live sites at a time plus one aftercare site.

Each site runs 30 to 60 work stages, and each stage brings its own prep: material checks, calling trades, logistics, supervisor sign-off. That work lived in memory and chat threads, so things slipped, and every schedule change meant re-aligning tasks by hand.

Operations review, design and build of a site work management system, monthly support and improvement.

• Registering a stage creates six prep tasks against its deadline, pulled back to the previous business day if it lands on a weekend or public holiday
• Assigning a supervisor or trade creates a daily site task for each business day of the stage, which moves when the stage moves
• Aftercare requests unfold into eight procedural tasks from intake to close
• Payment requests and approvals flow straight into the finance record
• Daily tasks are reviewed and closed in one batch by a manager two business days later
• Managers can ask an AI assistant about site status and schedules and get an answer

As of October 2026: 11 registered sites, 13 to 60 stages per site, and about 2,700 open tasks shared across 12 people.

Sites starting from September 2026 are run in the system, with monthly improvements driven by usage records.

Recurring work and owner directives on one screen

7 users, 8 departments, 10 work units.

Recurring tasks and the owner's directives were split across chat and personal notes, so it was hard to see who finished what and when. The customer-facing website and internal work were also managed separately.

Design and build of an internal work system, customer website development, monthly maintenance.

• Work is divided and assigned by department and work unit
• 46 automation rules and 10 recurring task types create routine work on time
• Owner directives go straight to the responsible person and are tracked to completion
• Every change is logged and the right people are notified
• A customer-facing website and admin screens were built alongside

As of October 2026: 46 automation rules and 10 recurring task types running, with 86 tasks and 141 logged changes.

Started September 2026, in daily use from October 2026.