Automate Project Communication and Task Assignment with AI

Professional services firms often rely on a patchwork of Slack, Microsoft Teams, email, and a project manager like Asana or ClickUp. The project manager acts as a system of record, but the actual work discussions happen in chat. This forces project leads to manually monitor dozens of channels, copy-pasting updates and action items into Asana cards, a process prone to human error.

Consider a 20-person consulting firm. A client sends a crucial update via email to the partner. The partner forwards it to the project channel in Slack with a note: "@Jane can you handle this? @Tom please review the attached." Jane is in a meeting. The action item is never created in Asana, and the client's request is missed, leading to a frantic apology two days later. This happens daily, costing an estimated 3-5 hours per week of a project manager's time.

The structural problem is that Asana and ClickUp have email-to-task features, but they are brittle. They create a single task from an entire email chain, losing the context of who is assigned what specific part. They cannot parse a Slack message with multiple assignees and sub-tasks. These tools are designed for manual input. Their architecture assumes a human is the intelligent router of information, which is the bottleneck.

We would begin by mapping your communication flow. This involves auditing your primary communication channels (e.g., specific Slack channels, project-related email inboxes) and the structure of your project management system. The goal is to define the exact triggers and rules for creating and assigning tasks. You would receive a scope document detailing the data sources, assignment logic, and integration points.

The core would be a Python service running on AWS Lambda, triggered by webhooks from Slack or an email processor. The service uses the Claude API to parse the unstructured text, identify action items, extract assignees, and determine due dates. We use FastAPI to create a stable internal API for this logic and Supabase for a small PostgreSQL database to log processed messages and prevent duplicate task creation. This architecture processes a new message in under 5 seconds.

The delivered system operates silently in the background. When a team member posts a relevant update, a task appears in Asana or ClickUp within 60 seconds, assigned to the correct person with a link back to the original message. You receive the full source code, a runbook for maintenance, and a system that costs under $50/month to operate on AWS.