From Request to Done. Automatically.

Client requests become tasks in your project management tool without anyone typing them in. AI parses the message, creates the task, assigns it, and keeps the client informed.

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Automated Task Management

Any channel

Smart assignment

Priority scoring

Client updates

Implementation: 2 to 3 weeksOngoing support and maintenance includedDone-for-you: we build, embed and maintain it

Every Request Starts with Manual Data Entry

Every client request that comes into your agency needs to become a task. Someone reads the message, interprets what is needed, creates a task in your project management tool, assigns it, sets a deadline, and updates the client. This happens dozens of times per day.

It is essential work, but it is repetitive and error-prone. Asana's Anatomy of Work Index (2024) found that 62% of the average worker's day goes to 'work about work' rather than skilled tasks. For agencies billing by the hour, every hour lost to task admin erodes your margin directly.

AI-Powered Task Automation

Requests become tasks, automatically

Our system monitors client messages across all channels and turns them into properly structured work in the tool your team already uses.

For every request, the system

Parses the request to identify what is being asked.
Creates a task in your PM tool (Asana, Monday, ClickUp, Trello, Basecamp, Jira, or Notion).
Assigns it based on client ownership, team expertise, and capacity.
Sets priority based on urgency detection.
Sends the client an acknowledgement that their request has been received.
Updates the client at key milestones as the task progresses.

Your project managers spend their time managing projects, not entering data.

Key capabilities

Built for the way agencies work

Smart assignment: tasks go to the right person based on client ownership, skill matching, and workload balancing.
Priority scoring: AI detects urgency from message content and context. Urgent items surface first.
Cross-channel: a request via WhatsApp is handled with the same automation as one via email or Slack.
Client transparency: automated acknowledgements and status updates without your team writing them.
PM tool integration: works with your existing platform. No need to switch tools.

What changes

5+ hrs

per week reclaimed by project managers from task administration.

62% to <30%

'work about work' cut sharply (benchmarked to Asana, 2024).

Instant

client acknowledgement, so requests are never lost.

Fewer misses

requests are tracked from the moment they arrive.

We don't just install it. We train your team to use it.

The best tool in the world is worthless if your team doesn't use it. Every implementation includes structured, hands-on training and ongoing adoption support.

Week 1

Discovery & Setup

We map your current workflows and configure the system to match how your agency actually works, not a rigid template.

Week 2

Team Training

Hands-on, interactive sessions with your whole team using real data. Not a one-hour webinar.

Week 3

Guided Launch

We go live alongside your team, catching configuration issues and answering questions in real time.

Week 4+

Optimise

We review performance data and refine the system based on how your team actually uses it.

Our benchmark: within 90 days, your team runs the system independently. We stay available, but you do not need us for day-to-day operations.

Built by an agency operator, for agency operators

Your fractional COO does not just recommend tools. He built this one.

David Taylor built these systems inside his own agency, Mindsheep Marketing, and tested them on real campaigns under real pressure. When his team trains your team, they are not reading from a script. They are sharing what they learned using it every day on real client work.

Read the Mindsheep Marketing case study

Is Automated Task Management the right place for your agency to start?

Find out in 5 minutes. The assessment shows you which of our seven systems fit your agency, and what each would save you every week.

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