Three tools, three different jobs
Anastasiia works in operations at a company that provides QA services. When she went looking for a place to run operational tasks that everyone would find easy to use, she tried the usual suspects: Trello, Jira, Asana. None of them felt right to navigate. xTiles, which the company already used for general information, was simpler, so she decided to use it for operations too.
That didn't mean replacing everything. The company ended up with a clear split, and it's a useful model for any team that has more than one kind of work:
- Jira — for the technical specialists. It suits engineering projects, but as Anastasiia found, it is heavy for plain operational work.
- Asana — for the recruiting team, which had already put a lot into it. Moving would cost more than it saves.
- xTiles — for the company knowledge base and for the operational boards of every department.
For operational tasks, and for running operations in general, I like your product. There are no questions there at all. Anastasiia, translated from Ukrainian
A knowledge base the whole company can open
One space holds the company knowledge base: materials, documents and reference information that people come back to when they need them. Because a tile can hold text, files, links and boards side by side, the knowledge base doesn't have to be a wall of documents. It can be organised by department, much like a department-by-department knowledge base in a multi-clinic practice.
Keeping it in xTiles also means the knowledge base sits a click away from the operational boards, instead of in a separate tool that people forget to open.
One ops board per department, one shared board for Friday
Operations run in a second space, with a board per department: the legal team, the external marketing agency, and each internal department gets its own. On top of that sits a general board with shared tasks.
The general board has one clear job. Every Friday, all departments meet for a sync, and that is where the shared tasks get reviewed. Tasks on it have a priority and an owner, and they can link to other tasks and documents, so the conversation stays on the board instead of in someone's notes.
Anastasiia's next step was a board with all the useful documents in one place. A simple way to start: open the task and add the Google Doc, Drive file or link right inside it. Whoever picks up the task has the material in front of them, without asking where it lives.
What we showed next: every board in one planner
On the call, we showed how My Planner fits this setup. Every task with a date, from every project and space, shows up there automatically, including tasks a teammate assigned to you. Reassign a task and it moves into the other person's planner in the same way.
For someone running operations across several department boards, that means one day or week view instead of opening each board in turn before the Friday sync.
An AI summary of Slack and Gmail on the daily page
The second thing we showed was the daily page workflow, which works with Claude or ChatGPT. Once xTiles is connected, a recurring prompt reads the tools a team already lives in and writes a short brief onto the xTiles daily page:
- Slack — threads worth attention, instead of scrolling every channel.
- Gmail — a summary of the inbox from roughly the last day, with a link to the source when you need it.
- xTiles tasks — what is due, and what carried over from yesterday.
For an operations role that sits between many departments, that brief is the fastest way to start the day knowing what changed. Connecting Claude takes three clicks; if your team prefers ChatGPT, here's how ChatGPT fills a personal dashboard with Gmail summaries.