The Problem
Manual task management creates overhead and missed items:
- Task creation burden: Staff manually create tasks for routine events
- Assignment delays: Work sits unassigned waiting for triage
- Status tracking: No automatic updates as work progresses
- Notification gaps: Important tasks don’t surface appropriately
- Cross-system disconnect: Events in one system don’t create tasks in another
When task management requires constant human attention, things fall through cracks.
How I Solve It
I build automation that connects system events to task management:
Automatic Task Creation
- Events trigger task creation in PM systems
- Pre-populated task details and context
- Appropriate project and category assignment
- Priority based on event type
Assignment Automation
- Rules-based automatic assignment
- Round-robin distribution for teams
- Escalation for unassigned items
- Workload-aware assignment
Status Synchronization
- Task status reflects system state
- Completion triggered by system events
- Two-way sync between systems
- Audit trail of status changes
Notification and Alerting
- Smart notifications for task assignment
- Escalation for overdue items
- Daily/weekly digest options
- Channel-appropriate delivery (email, Slack, etc.)
Need This Solution?
If you're facing similar challenges or want to discuss how I can help implement this for your project, I'd be happy to talk.
Common Automation Scenarios
Customer Support
- Form submissions create support tickets
- Assignment based on topic or region
- SLA tracking and escalation
- Resolution updates customer record
Order Processing
- New orders create fulfillment tasks
- Exception orders flagged for review
- Payment issues create follow-up tasks
- Delivery confirmation closes tasks
System Alerts
- Monitoring alerts create response tasks
- Severity determines priority
- On-call assignment routing
- Resolution documented in task
Sales Follow-up
- Lead activity creates sales tasks
- Quote expiration triggers follow-up
- CRM sync for task visibility
- Activity logging for lead scoring
Platform Integration
Jira
- Custom workflows and boards
- Automation rules for task routing
- Integration with development workflow
- Reporting and analytics
Trello
- Card creation and movement automation
- Power-Up integration
- Due date and checklist automation
- Team notification configuration
Custom Systems
- Webhook-triggered task creation
- API integration for bidirectional sync
- Custom task types and workflows
- Integration with internal tools
The Outcome
Routine events become tracked work items automatically. Nothing falls through cracks because tasks are created by systems, not memory. Team capacity is visible through task volume. Work is distributed fairly through automated assignment. Operations become measurable through task completion data.