Task AI Agent

Task AI Agent turns requests from chat and email into tasks with an owner and a due date, then follows up until the work is done. Your teams spend less time chasing and finish more on time, while managers keep the final say on priorities, spending and approvals.

Ask for a proposal See the results

Task AI Agent dashboard: requests turned into tasks today, overdue work being followed up and team workload this week

What it means for your business

−60%

time spent chasing updates

Before
Team leads sent message after message to find out who had done what.
With Task Agent
Reminders go out on their own, and team leads step in only when work is really stuck.
0

requests lost in inboxes

Before
Requests sat in chat threads and shared mailboxes until someone had time.
With Task Agent
Every request becomes a task with a named owner and a due date.
2×

more tasks finished on time

Before
The same few people got the urgent work, and late tasks were found at the weekly meeting.
With Task Agent
Work goes to people with the right skills and free time, and late tasks are followed up the same day.

What your operations team gets back

01

No request lost in a chat or inbox

Requests sent in chat or by email become tasks with an owner, a due date and the details that came with them, without anyone copying them by hand.

02

Work goes to people who have time

Your project system, staff directory and shift calendar are checked for every task, so nobody gets work while on holiday or already fully booked.

03

Nobody has to chase

Reminders go out on time, overdue work is followed up and approvals are requested, so team leads only step in when it matters.

04

Progress without asking

Each team and project gets a short update on the day and in the channel you choose, so managers see what is late before customers do.

What it looks like in practice

An operations manager asks for one thing. The agent builds the task list from last year’s opening, assigns each task using the staff directory and sends the items that need budget approval to the manager. The manager approves them.

Operations managerSet up the checklist for opening the new Zagreb office.

Task AgentI created 24 tasks in Asana based on last year’s Ljubljana opening and assigned them to facilities, IT and HR using the staff directory. Due dates work back from 1 March. Two tasks need budget approval, so I’ve sent them to you.

Looked up

Project system
Staff directory
Asana
Slack

How six companies use the Task AI Agent

Each one in short: the problem, the results, and how the agent handles the work.

Site requests reach a named crew in 52 seconds

Each site sent 60 to 80 requests a day.

Construction · Enterprise, on their own servers · Live in 6 weeks

Diagram: where Task Agent sits. Inside the company, site managers and the site office ask the agent for repairs, deliveries and people. The agent reads the work order system, staff skills and the shift calendar, looks up Jira, assigns jobs to trade crews in Teams, sends material purchases to procurement and hands overdue work to Meeting Agent for the weekly site meeting.

1
Picks up the request
A message in Teams or an email to the site office is read for the site, level, trade and deadline.
2
Finds the right crew
It checks trade skills in the staff directory, who is on that site today in the shift calendar, and how much work each person already has.
3
Opens the work order
The work order is created in the internal system, the crew gets a message in Teams, and the person who asked is told who has it and when.
4
Chases until it is done
If the job is late, the crew gets a reminder, then a second one, then the site manager is asked to step in.

52 sfrom message to named crew
−38%hours lost waiting for repairs
0jobs given to someone on holiday
4 ha week back in each site office

Hotel faults reach a technician within 40 seconds

Duty managers spent the last half hour of every shift writing handover notes.

Hotel group · Cloud, run for them · Live in 3 weeks

Diagram: where Task Agent sits. The agent runs in a private cloud for the hotel group. Duty managers and housekeeping ask the agent. It reads the shift rota and staff skills, looks up Asana and Gmail, sends faults to maintenance, posts the handover for the next shift in Slack and hands guest follow-ups to Customer Desk.

1
Turns messages into tasks
A message like "the laundry press stopped again" becomes a task with the hotel, the equipment, a deadline and the original message attached.
2
Gives it to someone on shift
It picks a person with the right skills who is working at that hotel right now, or on the next shift if the job can wait.
3
Writes the handover
Before each shift change it collects every open item, checks each one has an owner on the next shift and posts the handover in the hotel's Slack channel.
4
Follows up
Late tasks get a reminder in Slack, then the duty manager is asked.

0open items lost between shifts
−75%time writing handover notes
40 sfrom fault report to technician
3hotels on one routine

Client briefs turned into task plans in 15 minutes

Every new brief started with a meeting to work out the tasks and a spreadsheet to see who had room.

Marketing agency · Cloud, run for them · Live in 2 weeks

Diagram: where Task Agent sits. The agent runs in a private cloud for the agency. Clients send briefs; account directors and project managers ask the agent to plan the work. It reads team skills, booked hours and the holiday calendar, looks up Gmail and Google Drive, gives tasks to the creative team in Asana, sends legal checks to legal and hands the weekly client status note to Document Agent.

1
Reads the brief
The forwarded email and its attachments are read for the deliverables, deadlines, budget and approvals the client asked for.
2
Drafts the task plan
It splits the brief into tasks for strategy, copy, design, media, legal and the client review, each with a due date that works back from the launch.
3
Picks owners by capacity
It checks skills, booked hours in Asana and holidays in the team calendar, then suggests an owner for each task.
4
Keeps it moving
People get their tasks in Asana and a message in Slack.

15 minfrom brief to task plan
−60%time spent chasing
96%of deadlines met
0tasks for people over 90% booked

31% less unplanned downtime on one production line

Faults were reported in chats, by email and in person.

Manufacturing · Enterprise, on their own servers · Live in 5 weeks

Diagram: where Task Agent sits. Inside the plant, machine operators and shift leads report faults to the agent. The agent reads the maintenance work orders, spare parts stock and the shift calendar, looks up repair procedures in Confluence, sends work orders to technicians in Teams, passes recurring faults to maintenance planners and hands the fault history to Data Analyst.

1
Recognises the fault
A message like "Press 4 is leaking oil again" is matched to the machine, the line and whether the line has stopped.
2
Opens the work order
The work order is created in the maintenance system with the message, the machine history and the spare parts in stock.
3
Picks the technician
It chooses someone with the right skill who is on shift in that plant now, and sends them the work order and the repair procedure in Teams.
4
Chases until the line runs
If nobody starts, a reminder goes out, then the shift lead is asked.

2 minfrom fault message to technician
−31%unplanned downtime on Line 3
100%of faults logged as work orders
0machine data leaving the plant

44% fewer street repairs past their target date

Reports arrived by email, in Teams and on paper.

Local government · Enterprise, on their own servers · Live in 7 weeks

Diagram: where Task Agent sits. Inside the council, inspectors and park rangers report problems to the agent. The agent reads the case system, the duty calendar and the finance system, gives jobs to depot crews in Trello, asks budget holders to approve spending and hands purchase orders to Finance Agent. The agent provider is outside the council and only sends updates in.

1
Reads the report
An email or Teams message is read for what is wrong, where it is and how urgent it is.
2
Opens a case in the right department
It creates a case in the council system and gives it to the department and crew that own that kind of work, checking who is on duty in that depot.
3
Gets the approvals
If the job needs a quote or parts over the limit, it asks the right budget holder in Teams with the case and the quote attached.
4
Follows it to the end
Late work gets a reminder, then the team leader is asked.

9 minfrom report to named crew
−44%repairs past their target
4departments, one way of working
100%of spending approved by a budget holder

95% of stores finish head-office tasks before opening

Instructions went out by email to every store at once.

Retail · Cloud, run for them · Live in 3 weeks

Diagram: where Task Agent sits. The agent runs in a private cloud for the retail chain. Head office and area managers send instructions to the agent. It reads the store rota and price lists, looks up Gmail and Google Drive, tells store managers in Slack, adds a card per store to the Trello task board and hands checklist questions to Knowledge Guide.

1
Reads the instruction
An email from head office is read for what must be done, by when and which stores it applies to.
2
Creates one task per store
It adds a card for each store to the Trello board with the checklist attached, and tells the manager on duty in the store's Slack channel.
3
Chases the stores that fall behind
Stores that have not ticked off the task get a reminder, then a second one, then their area manager is told with the details.
4
Reports back once
At the deadline it posts one status report for head office: who is done, who is late and why, with the photos stores sent.

95%of stores done before opening
3 hless chasing per area manager
1status report instead of 40 replies
0stores missed off the list

Illustrative scenarios with unnamed companies. The figures show the kind of improvement each setup is designed to deliver; actual results depend on volume, the systems connected and how the agent is configured.

From first conversation to live in two to seven weeks

We set up the Task AI Agent around how your operations and project teams work today.

1

Week 1

Learn your process

We sit with the people who do the work, map the process step by step and find the systems that hold the information. You get a written plan before anything is built.
2

Weeks 2 to 3

Customize your agent

We build and configure the agent around your process: your rules, your approvals, your wording, and connections to your databases and the tools your teams use.
3

Weeks 3 to 4

Deploy and test with your team

We install it inside your infrastructure, or in our cloud if you prefer, and test it with your team on real requests until the results meet the standard you set.
4

From week 5

Onboard your team

We train your employees and administrators, hand over the controls and stay with you: monthly reviews, updates you approve, and the next process when you are ready.

What your team and managers see

Task AI Agent, inbox to task screen — **Inbox to task.** Requests from chat and email become proposed tasks, with the owner and due date already checked.

Task AI Agent, all work screen — **All work.** Every task the agent tracks, who owns it, when it is due and how it was followed up.

Task AI Agent, workload planner screen — **Workload planner.** Planned hours for each person and week, from tasks, shifts and holidays, with suggested moves to balance the load.

Task AI Agent, the agent’s own role screen — **The agent’s own role.** What the agent may do alone, its limits, and what always needs a person.

Task AI Agent: questions from business leaders

How quickly will we see results?

Your team sees requests turned into tasks within the first weeks. Most companies see less time spent chasing, and more work finished on time, during the first month after going live.

What does it cost?

It depends on how many requests your teams handle, the systems it connects to and where it runs. After a first conversation you get a written proposal with the price, so you can compare it with what the work costs you today.

Will it replace our coordinators or team leads?

It takes over the copying, assigning and chasing, so coordinators and team leads spend their time on planning and on the work that needs a decision. People stay in charge of priorities and exceptions.

What if it gives a task to the wrong person?

It assigns only by the skills, workload and holidays in your own systems, and anything it is unsure about waits for a person to confirm. Every task can be reassigned with one click, and every action is recorded.

Can we control what it does?

Yes. You decide which requests become tasks on their own, how many hours it may assign, how often it sends reminders and what always needs an approver. It never approves money or new suppliers, and you can pause it at any time.

Is our staff and project data safe?

It can run on your own servers, together with its AI models, so staff records, work orders and project data stay inside your company, no outside AI service is used and we have no access to them.

Do our teams have to change their task tools?

No. It works with Jira, Asana, Trello, ClickUp, Linear and Airtable, plus your own project system. One team can use Jira and another Asana, and the agent keeps both up to date.

Does it decide priorities?

It suggests them based on your rules and deadlines. Managers can change anything, and the agent follows their decision.

What do you need from our team?

One person who knows how work is handed out today, access to test versions of your task tools and staff directory, and a few hours a week from the team while we test.

Can we start small?

Yes. Most companies start with one team or one shared mailbox, see the results, and then extend the agent to other teams and sites.

See what the Task AI Agent can do for your operations team.

Tell us where requests reach your teams, how work is handed out today and where it gets stuck. You get a written proposal with the expected results, the setup, a timeline and a price.

Ask for a proposal info@ihtech.ba

Sarajevo, Bosnia and Herzegovina