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AI Project Coordination Agent Development
Who owes what, by when
An agent that does a project manager's chasing.
An agent that does a project manager's chasing. It reads your task and planning tools, notices what is blocked, overdue or unowned, asks the owner for an update, and drafts the weekly status report from what the tools actually show.
A project manager spends Monday finding out what happened last week. Twenty messages asking for updates, a spreadsheet rebuilt from the answers, a status report written from memory. The plan in the tool is out of date by Wednesday, because updating it is nobody's favourite task. The risks were visible all along: the dependency nobody started, the task with no owner.
This page describes a workflow we propose to build as a custom project. It does not exist as software yet. It would reuse the task creation and reminder patterns from our internal knowledge demonstration and the rule-based flags from our other demonstrations. Reading project tools, blocker detection and status reports are not built.
How the Work Is Done Today
Status by interrogation
Half the manager's week goes on asking people where things are.
A plan that lags reality
The tool says in progress about work that finished or stalled.
Tasks with no owner
Everyone assumed it belonged to someone else.
Dependencies discovered late
A task cannot start because another never did.
Reports from memory
The weekly summary reflects what the manager remembers.
Reminders that annoy
Automated pings that everyone learns to ignore.
Six jobs it carries through
Plan reading
Reads the current state of the project.
- Tasks, owners, dates and status
- Dependencies between tasks
- Changes since the last read
- Several tools combined where you use them
Blocker detection
Finds what is stuck.
- Tasks waiting on an unfinished dependency
- Work with no update for your period
- Tasks with no owner or no date
- Items marked blocked with no reason
Update requests
Asks the owner, once and clearly.
- One message per person, covering all their items
- Where they already work
- A simple way to reply
- No repeat before your interval
Risk notes
Tells the manager what may slip.
- Milestones whose inputs are late
- Workload concentrated on one person
- Dates moved more than once
- What changed this week
Status report
Drafts the report from the tools.
- Done, in progress and late
- Decisions needed
- Risks and their owners
- In your template
Follow-through
Keeps agreed actions alive.
- Actions from the last review
- Who owes what by when
- Reminders before the date
- Closed when the task closes
How One Request Moves Through
An example of one case, in 6 steps. The same steps play in the picture at the top of this page.
Weekly read
On Monday morning the agent reads the project's tasks and their history.
Blocker found
A design task is waiting on a specification that has not been started.
Owner asked
The specification's owner gets one message listing their three open items.
Reply recorded
They reply that it starts on Wednesday. The date is proposed as an update for them to confirm.
Risk noted
The milestone that depends on it is now at risk, and the manager is told why.
Report drafted
The status report is drafted from the tool's data. The manager adds two sentences and sends it.
Walk One Real Case Through It
Thirty minutes, one case from your own process. We map it against the workflow on this page and tell you plainly what can be reused from our demonstrations and what has to be built for your systems.
Where It Connects
The systems named here are the kind this agent works with. Which ones it connects to in your case is settled in the scope.
Project tools
- Jira
- Asana
- Monday
- Linear
- Microsoft Project
Messaging
- Slack
- Microsoft Teams
Calendar
- Milestones and review meetings
People
- Who owns what, and who manages whom
Report template
- Your status format
Rules
- What you count as stale, late or at risk
It Chases and Reports, People Own the Plan
The agent reads your project tools and writes in them only what a person confirmed. It does not reassign work, move a deadline or mark a task complete on someone's word in a chat.
Its messages are designed to be useful and not noisy: one per person, covering everything of theirs, at an interval you set. A manager can see every message it sent.
- Reads your tools, keeps no shadow plan
- Status changed only on confirmation
- One message per person
- Risks shown with their tasks
- Reports edited by the manager
- Every message visible
Asked Before the First Call
Does it replace a project manager?
No. It removes the collecting and chasing, which is the part that needs no judgement. Deciding what to do about a slipping milestone, negotiating scope and managing people remain the manager's work, with better information.
How is this different from the meeting notes and follow-up agent?
The notes agent captures what one meeting decided. This agent watches the whole plan between meetings. Tasks created from a meeting become items it tracks.
How is this different from the workflow exception agent?
Project coordination follows planned work done by people. The exception agent follows automated processes and investigates when one fails. One watches a plan, the other watches a pipeline.
What exists today?
Not as software yet. This page describes a proposed workflow. It would reuse the task creation and reminder patterns from our internal knowledge demonstration and the rule-based flags from our other demonstrations. Reading project tools, blocker detection and status reports are not built. A project starts by mapping your process, then proving the first steps on test data before anything touches a live system.
Connect It Read-Only to One Project
It will list what is blocked, stale and unowned today. Compare that with what last week's status report said.