Work · Operations

Start the day with every task listed, every meeting prepared and every message written.

Most of a working day is small tasks: email this person, message that one, prepare for a meeting, start the next piece of work. Each one means stopping to work out what to write, switching to the right app and writing it. Writing a clear instruction for an AI tool takes time of its own.

Client
Executive AI Studio
Our part in it
Built by Jon Dallas, and used by him to run the studio's day
When
2026

What we built

A task board in Coda that Claude Code reads and updates, and morning emails built from it. Every task has a name, the person responsible, a status, a priority and the client it belongs to.

Each morning an email lists the tasks due that day with a brief for each meeting, and links to the documents prepared for it: notes for the meeting, research on the client, and a demo where one is needed. The same list is printed, so the day can be worked through on paper.

A second email drafts every message the day's tasks call for. Each draft opens in Gmail or in WhatsApp with one click, already written, and nothing is sent until a person presses send.

For each task Claude Code can take on, the email includes a draft prompt to paste into it. A person still reads the prompt and decides what runs.

The board is the record. The morning emails are built from it, and Claude Code writes back to it as the work gets done.
Step by step

How a task on the board becomes a message sent in one click

The day

Each stage is a drawing of the screen, with sample data in place of client names.

The task board in Coda, with sample tasks, owners and statuses.
Stage 1

Every task lives on one board

Each task has a name, the person responsible, a status, a priority and the client it belongs to.

The board is in Coda, so everyone works from the same list.

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See it running

Jon Dallas shows the system

The system, recorded in the studio. Client names and details are hidden, and the screens are drawn with sample data.
The task board, the drafted-messages email and WhatsApp, with sample data.
A drawing of the interface, not a capture. The task board, the drafted-messages email and WhatsApp, with sample data.

What happened once it was running

Jon starts each day with the list in hand, the meetings prepared and the messages already written. What is left is reading each draft, changing what needs changing, and sending it.

This is the studio's own system, and it runs every morning. Nothing about it has been measured yet, so this page carries no figures. The film is a recording of the system in use, with client details removed.

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Why this page is short

Every figure on this page traces to something we measured.

This page once carried claims that described the work inaccurately. They came down in an audit of our own copy, and each one went back up only when its numbers could be traced to something measured. A case study you cannot check is worth nothing to you, and one that turns out to be wrong costs us more than it ever earned.

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