Department · Operations
An operations department that writes the status report
Client delivery is where non-billable hours hide: status reports, call notes, follow-ups, chasing what was promised on which call. This department turns your calls and project notes into client status reports, makes every meeting searchable from Slack, and tracks the commitments and deadlines your team would otherwise chase by hand.
Delivers
- Client status report drafts
- Meeting search with citations
- Commitments and deadlines tracked
- Knowledge search from 45 min to 5 min for a B2B software client
What changesStatus reports drafted, not chased
In this department
Solutions you can ship.
Each one is a workflow we build and run inside your operations team. Start with the one that hurts most, then grow the department from there.
Where it breaks
Your team is reporting on the work instead of doing it
Every client wants a weekly update. Someone rereads the call notes, digs through threads and writes it up again. Commitments made on calls get lost, and what the team knows about each client lives in the heads of the people on the account.
The fix
We turn calls and project notes into status reports and searchable records. Your team reviews and sends.
- Client status reports drafted from calls and notes
- Every meeting searchable, with citations
- Commitments and deadlines tracked, not remembered
- Members and suppliers kept on schedule
What we build
An agent is a stack.
What a operations department in Trinity can do, built around how your team already works.
- Built from call transcripts and project notes
- Progress, risks and next steps laid out
- Your report format, every client
- Account lead approves before it goes out
- Natural-language search across transcripts
- Proposals and commitments extracted
- Action items identified
- Client history kept when people move on
- Weighted matching rules you set
- Automated introduction emails
- Engagement tracking
- 95% match coverage across 6,500+ members for a marketing community client
- Expiration alerts ahead of deadlines
- Follow-up sequences
- Supplier communication tracked
- Custom task routing for your process
How it works
From day one to running.
- Step 01Connect your systemsCalls, project tools, Slack, Airtable, Sheets or your database - connected to the department in Trinity.
- Step 02The department keeps the recordCalls indexed, commitments extracted, status reports drafted, deadlines tracked.
- Step 03Your team deliversAccount leads review and send. Alerts flag what needs attention. Every action is on the record.
Who it's for
Teams that get the most out of it.
- 01Agencies and consultancies running client projectsWeekly status reports for every account, written by the people who should be doing the work.
- 02Coaching and advisory practicesSession after session of notes and follow-ups, with commitments that need to be kept between calls.
- 03Membership and community organizationsThousands of members who should connect but don't. Manual matchmaking does not keep up.
- 04Operations teams with many suppliersQuotes and renewals expiring on different dates, tracked in spreadsheets until something slips.
Questions
Before you ask.
How are status reports drafted?
The department reads the account's call transcripts, tickets and project notes for the period and drafts the update in your format: progress, risks, decisions and next steps. The account lead reviews and sends it.
How does call search work?
Transcripts from Fathom, Otter or your recorder are indexed by client, meeting type and participants. Ask in Slack and you get an answer with citations to the exact meetings.
Can it match members at scale?
Yes. For a marketing community client we built matching for 6,500+ members with 95% monthly match coverage and 85% positive feedback.
How fast can we see results?
We start with one workflow and have it running in weeks, then add the rest of the department in phases.
What systems do you integrate with?
Fathom, Otter, Google Drive, Airtable, Google Sheets, BigQuery, HubSpot, Slack and most tools with an API.
Do we own the system?
Yes. It runs in Trinity on infrastructure you own, and the knowledge it builds stays with your company. Trinity is open source under Apache 2.0, so there is no vendor lock-in.
Next step