the department’s board
Departments with boards, projects made of cards, and a desk for every person.
Set up a department for each part of the business and put its standing work on the board once: it comes back on its own schedule, daily, weekly, monthly or the days you pick, and the one-offs get added as they turn up. The moment somebody checks a task off it changes for everyone, stamped with who did it, when, and whatever they noted on the way past. A project is a bounded piece of that work with a board of its own. Each item says the plan it starts at.
A department’s board: rows of shared work, each with a checkbox, the person it is on and how far along it is, with the standing jobs that come back on a clock mixed in among the one-offs. Ticking one stamps the record with who did it and when, and a routine says when it is next due.
Yard Operations · today
Sam O., Theo B., Nina K.
Standing work
comes back on its own
Walk the tank battery
every day
Run the invoices
every week
Toolbox talk notes
Tue + Fri
One-offs
added as they turn up
Order gaskets for the transfer pump
Photograph the new fence line for the landowner
Theo asked for Thursday · Sam: fine, they are away till then
The record
who, when, and the note
- Nina K. completed Run the invoiceslast Friday, 4:10 pm · “Vendor says the second invoice is a duplicate, holding it.”
- Theo B. completed Walk the tank batteryyesterday, 7:40 am · “Gauge on tank 2 reads low again.”
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Workspaces the whole crew works offOffice and up
Department boards with the standing jobs and the one-offs, live for everyone at once. Anyone can take work, finish it with a note, or ask for a delay that gets answered in the open. Workspaces live inside your organization, and the contractors you invite work inside them on their own accounts.
Projects that keep their own recordOffice and up
A bounded piece of work with its own board: cards waiting in a stack, phases that stamp who and when as they're ticked, priorities, and a budget the cards count against in exact dollars. A phase that didn't need doing gets crossed off with a note instead of a false tick. The whole board prints to a progress report built to be read on a screen.
Every person gets a deskOffice and up
One look that answers what today needs: what's due, what got assigned to them from your boards with their name on it, and the routines that come back on a clock. Company work lands on the person's own desk, which is how it actually gets done.
a project’s record
A project is a stack of cards, and a card is a record of who did what.
Cards waiting in a stack, phases that stamp who and when as they are ticked, priorities, and a budget the cards count against in exact dollars. A phase that did not need doing gets crossed off with a note instead of a false tick, in amber, so the record never lets crossed-off read as done. Tick one below, or cross one off and say why.
Project · Wash rack rebuild
$4,180 of $6,000
the stack
Permits
done
Concrete pad
open
Oil-water separator
waiting on a quote
Concrete pad
civilhighphases
Form and rebar
Theo B. · last Tuesday, 3:05 pm
Pour
Nina K. · last Thursday, 9:50 am
Cure for a week
crossed off, not done · Sam O. · yesterday, 8:15 am
Poured with accelerant. Cured in four.
Strip the forms
Backfill and grade
what it cost
- Ready-mix concrete, 4.2 yd · the batch plant · 611$2,940
- Rebar and ties · the steel yard · 612$1,240
The whole board prints to a progress report, built to be read on a screen.
Where the rest of it gets decided
And the standing meeting, which is where the work gets agreed in the first place.
Somebody takes the minutes, the minutes go in a document, and the document is opened once, by the person who wrote it. This is the standing meeting rebuilt so that stops happening. Each item says the plan it starts at, because finding that out on a different page after you have decided is a bad way to meet an invoice.
Monday yard meeting · this Monday
every week · held 4 times
in the room
Sam O., Theo B., Nina K.
agenda
- Gate closer
- Separator quote
- Overtime
actions
Fix the gate closer
Theo B. · carried 3×
Quote the separator
Nina K. · done Wednesday
your prep · only you
Ask about the overtime before the separator comes up.
the next one is made by this one being finished
Theo’s desk · today
Walk the tank battery
routine · every day
nothing from the meeting yet
The meeting that comes backPro and up
Mark this Monday held and next Monday exists, with the attendees, the tags and the agenda already on it. The series never runs ahead of what actually happened, because the next one is created by the last one being finished. The week ahead is drawn on a calendar of its own, beside the list the write-ups read back in.
What we said last time, in the roomPro and up
Every previous occurrence is readable from inside the one you are prepping, in full, by date. Not a summary somebody wrote afterwards. The thing that was actually said, when it was said.
Nothing quietly droppedPro and up
An action nobody finished carries to the next occurrence with a count on it. A task on its fourth meeting is visibly on its fourth meeting, which is the only thing that has ever made one get done. Anything settled stays behind.
Actions land with a personPro and up
Assign something and it goes to them to accept or decline, with a reason if they decline. Accepting mints a real note they own, in their own drawer, so it is on their list rather than in your minutes.
Your prep stays yoursPro and up
What you want to raise is private to you even on a meeting everybody else is in. The record is shared; the strategy is not. This is the difference between a meeting tool people write honestly in and one they do not.
A company that can find itselfPro and up
Everyone at your verified domain, findable by name, without swapping addresses first. New starters can reach the people they need on day one instead of asking who to ask.
Getting a company onto it.
Seats you hand out yourself
$150 a month covers the first 5 people, then $25 for each one after. The field, which is the work orders, the outside link and the ops portal, is $50 a month on top. A seat is one named person, added and removed by you, on one bill.
Storage pooled, not rationed
5 GB per seat, added together and left undivided: 5 seats is 25 GB for the whole company. One person with a camera full of site photographs uses what the others are not.
In from what you use now, out whenever
Bring existing notes in from another app, parsed on the device so nothing is uploaded while anyone is deciding. Your notes come back out as one file, on any plan, from the account page. That is a right rather than a feature.
Somebody leaves
Take their seat back and they keep everything they wrote, on the free tier, without access to what you shared with them. Nobody is locked out of their own work as a side effect of leaving a job, and no company loses the record of one.
Shared boards and departments
A board the whole company works off, split the way the company is. Set up a department for each part of the business, put the routine work on it once, and it comes back on its own schedule: daily, weekly, monthly, or the days you pick. One-offs get added as they turn up. The moment somebody checks a task off, it changes for everyone, stamped with who did it, when, and whatever they noted on the way past, so nobody has to chase anybody to find out where things stand.
the other two doors
And if it is one head, or a crew in trucks.
Start with one crew, one board, and the link.
That is the whole of the pilot worth running, and you will know inside two weeks. Put one department’s work on a board, hand the link to whoever keeps calling about it, and see whether the month is already built when they get to it. If it is, the rest of the company will ask for it without being told to.