Antonella De Lazzari · CEO and co-founder
Updated October 9, 2026
The short answer
To coordinate a project across teams, each person needs access to the current scope, agreements and pending decisions. Record changes with the project and assign someone to each next step. Before considering a handoff complete, confirm that the receiving team has the information and authority needed to proceed.
Share the scope before assigning tasks
A task list can say what to do while leaving out why it needs to be done that way. Before starting, gather the commitments, exclusions, agreed dates and documents supporting those terms.
Choose where everyone checks the current version. If the quote, order and a conversation conflict, resolve the difference with the people who agreed to the work. Everyone else needs to know which version applies.
Every handoff needs more than a notification
When a project moves from sales to operations, or from operations to administration, check these four things:
- The current agreement
- What must be delivered, under which terms and with which approved exceptions. Attach or link the documents that explain it.
- The next action
- Define what needs to happen next. “Continue the project” does not explain whether someone needs to arrange a delivery, review a document or request approval.
- The person receiving it
- Assign a person to the next step. Naming a department leaves the question of who will handle it unanswered.
- The pending decision
- If a date needs confirmation or a change needs approval, make that visible along with who must decide. Keep confirmed commitments separate from requests still under review.
Record changes where the project is tracked
A change discussed over the phone needs to reach the people doing the work. Record what the customer requested, how it differs from the previous scope and who should assess the effect on dates, costs or pending work.
Keep it as a request until it is confirmed. Once approved, update the current agreement and notify the people affected. Keep the reason and decision so the next person taking over can understand what happened.
An example: the delivery date changes
The customer asks for an earlier delivery. Sales receives the message, but operations has already planned around the previous date. If the request stays in that conversation, each team continues with a different version.
Record the requested date with the project. Operations checks whether it can deliver; the authorized person confirms the change. Then update the commitment and affected tasks. The customer receives a response based on that decision.
This example shows the information and decisions that need to accompany the change. Which actions an agent handles depends on the configured process.
Review what is stuck
Start project reviews with tasks waiting for a decision, unconfirmed changes and commitments at risk. For each blocker, identify what is missing, who can resolve it and when an answer is needed.
If the same question returns in every meeting, check where the answer is recorded. If a team returns work because information is missing, fix the handoff. Follow-up then helps unblock the project and improve how work continues.
How you coordinate work in Patio
Bring together the project's agreements, documents, tasks and changes so participating teams can consult the same information within their permissions. Anyone picking up the work can review the case history.
In the app or on the web, you work through chat with the assistant: ask what happened, review pending work and request actions on the project. AI agents can combine background information and execute complex or repetitive tasks within the configured actions and permissions.
Together with your team, we define what to delegate, what needs approval and how each step continues. Connections to other systems are agreed based on the project's scope.