I dictate an idea to Telegram and it shows up as a task in the right project
The project
Here the client is me. I run more than twenty projects at once, and the ideas about each one come when I'm not at the computer: walking, in the car, in the middle of something else. Sofía is the assistant I set up so I wouldn't lose them.
I send her a voice note or a message on Telegram, and she turns it into tasks sorted by project that I then see and move on a board.
The problem
- Ideas ended up in loose voice notes, in messages to myself or simply in my head. By the time I sat down to work, they were gone.
- Writing them down properly means opening a tool, choosing the project, adding a title and a date. At the moment the idea comes up, that doesn't get done.
- A single note often mixes three things from two different projects. Separating them afterwards is more work.
- With so many projects open, there was no place to see at a glance what was in progress, what was blocked and what was due today.
What I built
Capture by voice or by text, without opening anything
I send an audio or write a message to the Telegram bot. The audio is transcribed and the tasks come out of that: one note can produce several. Each one has its title, a description, a priority and, if I mentioned one, a date. If I say "on Friday", it knows which Friday that is.
Each task, to its project
Sofía knows the list of my active projects and what I've been working on lately in each one, so she knows which one I mean even if I don't name it exactly. Whatever she can't place goes to an "Unclassified" tray: she never makes up a project.
She tells me what she understood, and I correct it on the spot
She replies with the tasks she has created and where she has put each one. If she got the project wrong, I move it with a command from the same chat and she remembers it for next time.
A board to see and move the work
A web dashboard with the tasks in four columns: Backlog, En curso (In progress), Bloqueado (Blocked) and Hecho (Done). You drag them from one to another, filter them by project and they update on their own, without reloading. Each card keeps the original transcript, in case the title falls short.
A summary every night
At nine the day's report arrives on Telegram: which projects I worked on, what is due tomorrow, what is overdue and what is still blocked. If there is nothing to report, she doesn't write.
She only takes notes, she doesn't execute
The assistant can't do anything other than create tasks. She only answers to me, and what I say in an audio is treated as text to write down, not as an order to obey.
The result
- From the idea to the task written down there is a ten-second audio, wherever I am.
- Tasks arrive already sorted by project and with their priority, without going through an "I'll sort it out later" list.
- There is a single place to see the status of all the projects at once.
- The nightly summary flags what is due and what has been blocked for days, without my having to go and look.
What it would take to set it up in your business
- The list of projects, clients or job sites the work is spread across. It is what the assistant needs to know where each thing goes.
- Deciding who can talk to her: one person or a whole team.
- Nothing to install. You use it from the Telegram you already have on your phone and the board opens in the browser.
- No switching tools all at once: it can live alongside what you use today and replace it when you trust it.
