--- title: "Operations: briefs, tasks and status updates with an agent in one Room | Kylon" description: "A delivery Room where the agent turns a client brief and its files into tasks with owners, marks what is waiting on the client, drafts the chase and writes the Friday status update." url: "https://kylon.io/apps/operations" language: "en" --- [Kylon home](https://kylon.io/) [Start free](https://app.kylon.io/sign-up) Operations · 1 App # Kylon for operations Hand the agent the brief and the files. Everyone sees whose turn it is. [Start with this](https://app.kylon.io/sign-up?utm_source=gallery&utm_content=operations&build_intent=Build+me+a+Task+Map+App+like+https%3A%2F%2Ftask-map-template.kylon.app.+Goals+are+ongoing+directions+with+no+todo+of+their+own%3B+one-off+tasks+sit+under+a+goal.+Put+every+open+task+on+an+Eisenhower+matrix+%28Do+first%2C+Schedule+it%2C+Handle+fast+or+hand+off%2C+Park+it%29+as+a+note+showing+the+title+and+what+is+pending+from+whom%2C+and+let+me+drag+a+note+to+another+quadrant+to+reclassify+it.+Give+each+task+a+status+%28waiting+on+me%2C+waiting+on+others%2C+in+progress%2C+blocked%2C+done%29%2C+who+raised+it%2C+who+it+depends+on+and+the+thread+it+came+from.+Add+Board%2C+Gantt%2C+Timeline+and+List+views+of+the+same+tasks%2C+each+at+its+own+URL%2C+with+filters+for+Everyone%2C+Asked+of+me%2C+Mine%2C+need+help+and+Doing+it+myself%2C+plus+goal+and+Room+pickers+and+search.+Start+with+invented+demo+goals+and+tasks%2C+keep+drag+changes+in+the+browser%2C+push+a+draft+and+send+me+the+link.+Then+stop.+Do+not+read+our+real+Rooms+or+threads+until+I+say+so.) [Book a demo](https://kylon.io/demo?from=scenario-operations-hero&page=%2Fen%2Fapps%2Foperations) Acme rebrand · Brief to tasks \# acme-rebrand · Started by Hana Hana10:31 Acme's brief and brand files are in the thread. Rook10:35 @Atlas split it into tasks for the first two weeks. AtlasDelivery10:40 Turned Acme's brief into 6 tasks. Two are waiting on the client. Task Map · Acme rebrand 6 tasks - Logo directions, round 1Lina · Fri - Brand colour sign-offWaiting on client - Website copy draftAtlas · Mon - Photo shoot briefWaiting on client Chase the two client itemsEdit tasks Chase drafted · waiting for Hana Reply in thread Project lead, account lead and an agent, in one thread. Names and numbers are examples. ## The App in this Room Task Map holds every goal and task, and who the next move belongs to. Operations · App · sample data ### Task Map See every goal and task, whose court the ball is in, and what to do first [Make your own](https://app.kylon.io/sign-up?build_intent=Build+me+a+Task+Map+App+like+https%3A%2F%2Ftask-map-template.kylon.app.+Goals+are+ongoing+directions+with+no+todo+of+their+own%3B+one-off+tasks+sit+under+a+goal.+Put+every+open+task+on+an+Eisenhower+matrix+%28Do+first%2C+Schedule+it%2C+Handle+fast+or+hand+off%2C+Park+it%29+as+a+note+showing+the+title+and+what+is+pending+from+whom%2C+and+let+me+drag+a+note+to+another+quadrant+to+reclassify+it.+Give+each+task+a+status+%28waiting+on+me%2C+waiting+on+others%2C+in+progress%2C+blocked%2C+done%29%2C+who+raised+it%2C+who+it+depends+on+and+the+thread+it+came+from.+Add+Board%2C+Gantt%2C+Timeline+and+List+views+of+the+same+tasks%2C+each+at+its+own+URL%2C+with+filters+for+Everyone%2C+Asked+of+me%2C+Mine%2C+need+help+and+Doing+it+myself%2C+plus+goal+and+Room+pickers+and+search.+Start+with+invented+demo+goals+and+tasks%2C+keep+drag+changes+in+the+browser%2C+push+a+draft+and+send+me+the+link.+Then+stop.+Do+not+read+our+real+Rooms+or+threads+until+I+say+so.)Get the instruction Build me a Task Map App like https://task-map-template.kylon.app. Goals are ongoing directions with no todo of their own; one-off tasks sit under a goal. Put every open task on an Eisenhower matrix (Do first, Schedule it, Handle fast or hand off, Park it) as a note showing the title and what is pending from whom, and let me drag a note to another quadrant to reclassify it. Give each task a status (waiting on me, waiting on others, in progress, blocked, done), who raised it, who it depends on and the thread it came from. Add Board, Gantt, Timeline and List views of the same tasks, each at its own URL, with filters for Everyone, Asked of me, Mine, need help and Doing it myself, plus goal and Room pickers and search. Start with invented demo goals and tasks, keep drag changes in the browser, push a draft and send me the link. Then stop. Do not read our real Rooms or threads until I say so. - 01Goals and one-off tasks on a matrix you reclassify by dragging. - 02Each task says whose court the ball is in: waiting on me, waiting on others, in progress, blocked or done. - 03Matrix, Board, Gantt, Timeline and List read from the same tasks, each at its own address. Rookin the Room @Atlas what is waiting on Acme, and since when? ![Task Map matrix view with sticky notes sorted into important and urgent quadrants](https://kylon.io/_next/image?url=%2Ftemplate-assets%2Ftask-map%2Fmatrix.webp&w=3840&q=75&dpl=dpl_88qoYVqh1gA5Tz9bxb7siVRk9bYj) The matrix. Every open task as a note, sorted by important and urgent, with what is pending written under the title. ## What it works with - 01 ### Task Map + Skills Write down once how your team breaks a brief into tasks. The agent splits every new brief the same way. - 02 ### Task Map + Automations On Friday afternoon the agent drafts the status update for each client from the tasks that moved that week. - 03 ### Task Map + email draft cards The chase for a client item arrives as a Gmail or Outlook draft in the thread. The account lead sends it. - 04 ### Task Map + Room files Briefs, decks and brand files stay in the Room, and the agent reads them when it writes a task. - 05 ### Task Map + your own agent Bring Claude Code or Codex into the Room. It picks up its own tasks and marks them done on the same board. - 06 ### Task Map + your phone See what is waiting on you, and approve a chase, from the Kylon app on iOS and Android. ## Each stage of a project Pick a stage. Each one has a line you can say in the Room as it is. ### Brief to tasks Drop the client's brief and files into the thread. The agent splits them into goals and tasks with dates, and asks about anything the brief leaves open. Say this in the Room Turn Acme's brief into tasks for the first two weeks, with an owner and a date on each. ## One project, start to finish, in one room Acme's rebrand, from the brief to the first Friday update. Two people and one agent in the same thread. 1. 01 ### The brief Hana Acme's brief and brand files are in the thread. AtlasAgentAtlas read the files and split the work into six tasks with owners and dates. ApprovedRook moved one date and kept the rest. 2. 02 ### Who owns what Rook Lina takes the logo round. AtlasAgentAtlas assigned it and marked two items as waiting on the client. ApprovedRook confirmed the board. 3. 03 ### The chase Hana Acme still has not sent the colour sign-off. AtlasAgentAtlas drafted a short chase with the two items and the date they are needed by. ApprovedHana sent it. 4. 04 ### Round one Rook Logo directions are in the files. AtlasAgentAtlas marked the task done and opened the review task for Acme. ApprovedRook checked the files before they went out. 5. 05 ### Friday update Hana Send Acme the week. AtlasAgentAtlas drafted the update: what moved, what slipped, what comes next. ApprovedHana edited one line and sent it. ## What comes with it You connect Nothing to start. It opens with sample data. - Gmail or Outlook, later, for client chases and updates as drafts ## What it connects to The accounts and data this Room uses. Each logo opens its integration page when there is one. - [Gmail](https://kylon.io/integrations/gmail) - Google Drive - Google Calendar - [Slack](https://kylon.io/integrations/slack) - [Notion](https://kylon.io/integrations/notion) ## How teams run it [ Use case ### How a Product Team Moved From Discussion to a Delivery Plan Turn discussions, meeting conclusions, email, and documents into reviewable requirements, decisions, dependencies, and a working delivery plan. ](https://kylon.io/use-cases/discussion-to-requirements-delivery-plan)[ Use case ### How a Team Ran an Operating Rhythm and Project War Room Keep goals, updates, blockers, decisions, source documents, and externally reviewed communication in one active project system. ](https://kylon.io/use-cases/operating-rhythm-project-war-room)[ Use case ### How Shift Teams Kept the Full Story Intact at Handover Turn frontline notes, email updates, documents, and operational records into a handover system the next person can run. ](https://kylon.io/use-cases/shift-handovers)[ Use case ### Property Management: Every Maintenance Request Answered, Dispatched and Tracked to Close Maintenance is the reason owners hire a manager and the reason they leave one. This is how request intake, vendor dispatch, resident updates and the owner report run in one Kylon room, with spend and escalation still approved by a person. ](https://kylon.io/use-cases/property-management-operations) ## Questions ### Who is this for? Agencies, studios and service teams that deliver projects for clients and lose time working out whose turn it is. ### Does it send anything without me? No. Chases and status updates wait as drafts in the thread until the account lead sends them. ### Where does the data come from? From the brief and files you put in the Room, and the email, drive or Slack you connect. Tasks and notes are saved in the Task Map App in your workspace. ### How do I start? Press Start with this. The instruction is copied and Kylon opens. Paste it into the chat in your workspace and the agent builds Task Map with sample data. New here, you sign up first. ### I already use Notion. Do I switch? Keep Notion. Connect it and the agent reads the pages you already have and drafts the updates from the Room. Task Map is there for teams that run projects from a chat and a spreadsheet today. ## Start with one brief. Drop the next client brief into the Room. The agent turns it into tasks with owners, and asks you what it could not tell. [Start with this](https://app.kylon.io/sign-up?utm_source=gallery&utm_content=operations&build_intent=Build+me+a+Task+Map+App+like+https%3A%2F%2Ftask-map-template.kylon.app.+Goals+are+ongoing+directions+with+no+todo+of+their+own%3B+one-off+tasks+sit+under+a+goal.+Put+every+open+task+on+an+Eisenhower+matrix+%28Do+first%2C+Schedule+it%2C+Handle+fast+or+hand+off%2C+Park+it%29+as+a+note+showing+the+title+and+what+is+pending+from+whom%2C+and+let+me+drag+a+note+to+another+quadrant+to+reclassify+it.+Give+each+task+a+status+%28waiting+on+me%2C+waiting+on+others%2C+in+progress%2C+blocked%2C+done%29%2C+who+raised+it%2C+who+it+depends+on+and+the+thread+it+came+from.+Add+Board%2C+Gantt%2C+Timeline+and+List+views+of+the+same+tasks%2C+each+at+its+own+URL%2C+with+filters+for+Everyone%2C+Asked+of+me%2C+Mine%2C+need+help+and+Doing+it+myself%2C+plus+goal+and+Room+pickers+and+search.+Start+with+invented+demo+goals+and+tasks%2C+keep+drag+changes+in+the+browser%2C+push+a+draft+and+send+me+the+link.+Then+stop.+Do+not+read+our+real+Rooms+or+threads+until+I+say+so.) [Book a demo](https://kylon.io/demo?from=scenario-operations-closing&page=%2Fen%2Fapps%2Foperations)