Complete Operations Department System
A company operations director who tracks every department’s indicators daily and needs a single operational view.
A daily operations room gathering departments’ indicators, reports, and decisions, producing a weekly report ready for management.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
The day starts with indicator cards in the “Indicator” column: every department manager updates their readings — completion, delays, quality, attendance — before the morning review. Any indicator breaching the agreed threshold turns into an “Incident” card describing the problem and its impact; the department concerned adopts it and it moves to “Follow-Up”, where daily progress is logged until it is resolved. Whatever needs a management decision — conflicting priorities, budget, or authority — is raised by the operations director to “Decision” and settled in the operations meeting; the week’s summary then rolls into “Weekly Report”; and recurring incidents become cards in “Improvement” to be fixed at the root, not fire-fought.
Chat is the fast coordination channel all day: a question about an indicator reading or a request for an incident status update between the coordinator and department managers. Decisions, though, never get lost in Chat — every operational decision is documented in the Forum with its reasons and grounds, so the team can return to it a month later. Announcements are the operations director’s official channel: a new procedure circular or a priority-change alert reaches everyone in official form. And Dues records remediation expenses and urgent operational purchases per department, so the operations director knows the cost of every incident from one place.
Information flows to a steady rhythm: the operations coordinator gathers indicator cards from department managers and verifies completeness; the operations director reads the whole board in the morning, escalates what deserves it to “Decision”, and pushes anything needing general direction through Announcements. At week’s end the coordinator compiles the “Weekly Report” cards into a single document for senior management — making the board the company’s operational memory, not individuals’ improvisation.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Operations Director
Reviews the whole board every morning, rules on “Decision” cards in the operations meeting, and approves the weekly report before it goes up.
Department Managers
Update indicator cards daily, adopt incidents landing on their departments in “Follow-Up”, and log progress as it happens.
Operations Coordinator
Gathers indicators and verifies card completeness, tracks incident due dates, and prepares the weekly report draft.
Performance Analyst
Watches recurring indicator trends and proposes which become “Improvement” cards, backing the operations director’s decisions with numbers.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Operations DecisionsDocumenting every operational decision: the problem, the options, what was decided and why — a permanent reference that never gets lost in Chat.
- Indicator ReadingsOpen discussion of a specific indicator’s trend when readings raise questions beyond one department.
- Recurring Incident RemediesCollective analysis of incidents that recur week after week, to reach their root and fix it for good.
- Operating Procedure ImprovementSuggestions for improving follow-up and escalation procedures between departments, and documenting what is adopted.
«Working Rules for This System» — Pinned in the forum
1) Every department indicator’s card is updated before the morning review, no exceptions. 2) Any breach of the agreed threshold immediately becomes an “Incident” card — it is never only discussed verbally. 3) Operations decisions are documented in the Forum’s “Operations Decisions” section; Chat is for quick coordination only. 4) A “Follow-Up” card is updated daily with progress, and moves to “Decision” only if it genuinely needs a management decision. 5) The weekly report is compiled from board cards, not individual memory, and is approved before the week closes.
Welcome announcement: «Welcome to the Daily Operations Room»
From today, this board is how we follow up: department indicators are updated in the morning, incidents are tracked through to closure, and decisions are documented in the Forum, not in Chat. Start by logging your departments’ indicators now, and anyone with a question about how this works will find it in the pinned “Working Rules” topic in the Forum.
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