One virtual assistant, one project per client
Nicole is a solo virtual assistant with about four active clients, several of them with ADHD. Each client gets their own xTiles project, and on top of that sits a weekly dashboard and a daily planner built around an ADHD-friendly routine. Claude is connected to xTiles, and a daily debrief already lands in the planner on a schedule.
The part worth copying is what happens after a client meeting. Instead of retyping notes into a to-do list, the meeting itself becomes the task list.
From meeting recording to task list
Record the client meeting
Any recording or meeting-notes tool that gives you a transcript works. Nicole records the call and keeps the transcript.
Give the transcript to Claude
Upload the transcript to Claude in a chat where xTiles is already connected. If you haven't connected it yet, connecting Claude takes three clicks.
Ask for the action items
Claude works out the action items from what was said in the meeting.
Have Claude add them to xTiles as tasks
The action items land in your xTiles task list, ready to schedule and check off, without you retyping anything.
The tip that keeps your pages tidy: point Claude at the task page
The biggest lesson from getting this right was where Claude writes. When Claude added the results as tiles, Nicole's pages started to get messy. Pointing it only at the task page fixed that.
I figured out how to direct it just to the task page, and that's been a lot cleaner, because then you can also set the priorities and the dates for me. Nicole, solo virtual assistant
Name the client's project in your prompt, or paste a link to it, so Claude goes straight to the right place instead of searching your whole workspace. With one project per client, each client's tasks stay in their own project.
Store your prompts as tiles
Nicole keeps the AI prompts used with clients in xTiles tiles, so the right prompt is close at hand after a meeting or for a certain activity. It's a small prompt library that lives next to the work.
- Prompts — the ones you run after meetings or for particular activities.
- Agendas — the plan for each meeting.
- Notes — meeting notes and tracking notes in the same place as the tasks.
Go one step further: a summary page for the client
Tasks are only one output. As we showed on the call, you can also ask Claude to create a separate page inside the client's project with a summary of the meeting and a tile of tasks to do. If you already share content with clients, that page can double as an update they can read, much like a client portal.
It also builds a running history: when a client asks what's been done over the past month or two, the summaries are already there.
Put it on a schedule
Once the workflow works by hand, you can schedule it. An end-of-day run, say at 5 p.m., can pull together the day's meetings into a summary and their tasks. Claude's cloud routines run without your computer being on, so the results are waiting in xTiles when you next open it, including on your phone.
Nicole's next step after the call was to take the daily debrief that runs as a scheduled task and move it to a routine. For the setup, see Routines vs. Scheduled Tasks.