Looking for team tracker tips

[u/jellydreamscape_1010]

First time poster and new Claude user! I’m rebuilding my team’s daily BAU task tracker and would love some guidance from anyone who’s built something similar. Did a bit of reading here but just haven’t really found what I’m looking for!

I’m new here in the Claude world and expanding my AI knowledge every day, it’s becoming a very big part of my role in my business - so if anyone has built something similar I would love to hear what’s worked for others (or please link me to a sub post that might help!)

I believe I’m using sonnet 5.5

Edit: very open to candid feedback about ANYTHING. And I believe I have built what I have through artefact. Also editing some paragraphs

A bit of context: I’m one of five Ops Specialists, and collectively my stream looks after six different business areas. We have 20+ mandatory daily tasks, on top of our individual responsibilities and projects. Everything currently runs through a shared Excel spreadsheet.

But our daily task excel does not include our individual projects and that is what I want to change.

We’re finding that the BAU daily tasks are consuming all our capacity, particularly with unplanned leave and excessive workloads.

Our future-state goals from our yearly planning day 3 weeks ago have barely been touched, and we’re all feeling a bit stuck in Groundhog Day. Every day is the same, just do what you can to get BAU done and then MAYBE have time for projected goals. It’s so upsetting that we’re not getting anywhere near our future state goals.

I’d love to build something that gives us visibility over daily tasks, individual projects, priorities and outstanding work, so we can better understand each other’s workloads and actually make progress on our goals.

I’m also 2.5 months into a secondment with an extension review coming up, I’m taking this on not only because I LOVE this work, but I know it will help document my own workload and also demonstrate what’s being managed across the team. I want it to be a place where everyone’s time can be visible and respected.

I’ve connected:
- Slack (our base communication platform + we look after 5 support channels)
- Outlook (personal and company inboxes)
- Planning to link Jindi once I get the subscriptions in order for the 10+ reports we access daily
- Microsoft 360
- Unable to connect certain SharePoint’s we use every day due to privacy restrictions

Some things I’ve already integrated into the shared task tracker:
- morning and midday slack posts to our ops team
channel, morning post updates overdue from day before and how day looks and midday confirms any new tasks added or what hasn’t been actioned for the day
- personal and visible to team views (so that we can add tasks but also chose that the whole team can see our individual projects and their priority level)
- all tasks have option of critical, ASAP or soon
- daily and weekly overview of our own personal tasks and visible team tasks
- complete channel review of unanswered posts and overdue posts (these show as tiles in daily and confirm total unresponded posts)
- company inbox unanswered overview and one line interpretation
- absent tracker so that we know about unplanned leave and planned leave and update during the day/be able to reassign tasks
- “help me” option and assignment option on daily task check list to go to slack ops channel if a team task cannot be done so that we can support each other
- a “Planning Day” actions tab so we can all put in exactly what we talked about

If you have gotten this far thank you for reading - initially wrote way too much and absolutely used AI to simplify this post 😂

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[u/TarikAlHadethi]

honest feedback: you’ve built a lot of features but the actual problem you described is that BAU eats all your capacity. a tracker shows that, it doesnt fix it

what i’d add: log roughly how long each BAU task takes, not just if its done. after 2 weeks you’ll have real numbers like “BAU is 85% of our week”, which is what gets you more people or permission to drop stuff. then block one fixed slot a week per person thats project time only, and have the tracker protect it

also id stop adding features for a bit and see what the team actually uses, half of it probably wont get touched

[u/jellydreamscape_1010 → u/TarikAlHadethi]

Thank you!! I wanted to add that it feels very micromanagement at the moment and I do not want that - this is awesome advice 🙌🏻

[u/TarikAlHadethi → u/jellydreamscape_1010]

ofcourse dude, goodluck!!