Planfix and task setting — managing a business through a messaging app

Task managers, CRM and BPM systems have become commonplace in the business work environment. But a significant number of processes are run in the messaging app where we spend several hours each day. We have managed to bridge that gap and merge the two environments into a single workspace.

• The goals

1. Setting tasks without logging in to the system
Our work is streamlined with the help of the Planfix Enterprise Management System. Before, in order to set a task, one had to log in, assign the task to someone, and fill out all the required fields. Normally, senior employees do not have time for that, and they mostly use the messaging app to stay in touch with their subordinates.

2. Merging the messaging app and the enterprise management system
All tasks set through the messaging app were to be promptly reflected in the system. Some senior employees hire assistants to do that—those assistants add tasks to the system, print out the reports, and submit them to their supervisors. Sure enough, that means a tangible increase in the company’s expenses.

• Solution

1. Integration through a chatbot
The Planfix system can be linked to Facebook Messenger, Telegram, WhatsApp, Instagram, email, and other communication channels. More specifically, integration with messaging apps through chatbots is available. It allows both setting tasks and receiving updates as chat messages.

2. Set of commands
In Planfix, we have drafted a detailed scenario and chosen the key words to be used to manage tasks by chatting with the bot, and namely:
✔ to create tasks
✔ to assign tasks and set deadlines
✔ to add text, images, audio and video files to tasks
✔ to schedule meetings and plan the work to be done.

3. Automated reports
Task execution control has also been automated—the system was set up so that senior employees could receive regular reports in the messaging app.

• Result

1. Saving senior staff’s time
Setting tasks no longer requires accessing the system, and business can be managed literally on the go using short text commands and audio messages.

2. Streamlining execution control
Tasks do not get lost in work chats, but get documented in Planfix instead and reach those made responsible for their execution. After that, task execution can be controlled through a report that is automatically sent to the supervisor in the messaging app.