Team chat, without leaving the task.

How to use internal chat in practice without it becoming just another message group

Well-used internal chat reduces interruptions. Poorly used, it becomes the same 400-message group, just inside another system. The difference lies in agreeing, from day one, on what conversations are for, what groups are for and what tasks are for.

Step by step to get the team talking

1. Open the window and pick a colleague. Everyone in the organization appears in the list, and the conversation starts with one click, with no invitation and nothing to install.
2. Position the window where it won't get in the way. It's floating: drag it, resize it and switch screens. It stays open in the same place and size, so you can check the task list while you chat.
3. Send the file right away. Screenshots and documents travel in the conversation, with read receipts. If your colleague read it and didn't reply, you know it arrived.
4. For a project team, create a group. Under "Groups", give it a name and invite people, including from another organization you're in, like the client's team that also uses Tasskee. Whoever creates it becomes an administrator and can share administration with others.
5. Mention whoever needs to reply. In the group, type @ and pick the person. Their name is highlighted in the message and they get a notification on the bell, without having to read the whole group.
6. If the conversation generated work, open a task. This is the step most people skip. A "can you look at this by Thursday?" in chat only exists for those who were in the conversation. The same sentence in a task, with an assignee and a due date, exists for the whole project.
7. If you serve more than one company, switch organizations right in the window. Each organization has its own conversations, so you never mix one client with another.

The rule of thumb: chat to agree, tasks to track

One-on-one conversations and groups are for what's quick and one-off. A discussion that decides scope, deadline or approval is more productive in the task comments, where the context is together and everyone on the project can see it. Use chat to:

• ask for a clarification that fits in two lines;
• let someone know you changed something that affects them;
• send a file to look at now;
• agree on who talks to the client;
• align a project team in the group, mentioning whoever needs to act.

Who's waiting for your reply

A stalled conversation is chat's classic problem: someone asked on Tuesday and the answer never came. In Tasskee, the email digest includes a "Waiting for your reply" block, with the names of those waiting: colleagues whose message is the last one in your one-on-one conversation, and groups where you were mentioned and haven't written since. The block comes with the digest you already receive, without sending an extra email.

Anything with a deadline, an owner or that needs approval moves up to a task or a document. Someone who joins the project next week has no way to read anyone else's conversation.

Three examples of use by type of company

Accounting firm in Joinville

The tax analyst is closing the month's calculations and needs an answer from a colleague in the HR department about a termination. Instead of interrupting in person, she opens the window over the task she's working on, asks and carries on. An answer that becomes an obligation, like "send the payment slip by the 20th", gets a task with a due date.

Electronic security company in Greater Florianópolis

The field technician sends a screenshot of the rack once installed, and the coordinator, at the office, replies without leaving the calendar screen. The conversation settles the day. What's pending, like "replace the DVR power supply at client X", becomes a task in the client's project. See how this fits into the routine in project management for electronic security.

Marketing agency in Curitiba

The designer asks the copywriter whether the headline changed before exporting the piece. The answer is short and stays in chat. The client's approval, on the other hand, stays in the task, so it doesn't depend on anyone's memory.

Common mistakes

When the conversation involves the client

Internal chat has no channel, no WhatsApp and no customer service team: it only serves colleagues within the organization. If the person who needs to take part is the client, the way to go is the client portal, where they comment and approve on the project without taking up a seat, or Customer Service, for those who write via WhatsApp or email. Keeping that boundary prevents a candid internal conversation, about deadlines or margins, from ending up in front of people it shouldn't.

How to tell if it's working

After two weeks, look at three signs. Has the team's WhatsApp group gone quieter? Have tasks started to be born with the phrase agreed in the conversation, instead of "as we discussed"? And has the client stopped receiving questions the team had already answered internally? If so, chat is in the right role. If the team keeps dropping decisions into loose conversations, the problem isn't the tool: you need to agree on the rule that whatever has an owner and a deadline becomes a task.

Internal chat comes with the Pro plan, which you can try for 15 days with no card. To see how it fits into the routine of people who work with tasks and documents, also check out the Kanban board and the plans.