Knowing who has to act, without looking for it
“Waiting” view
Who has to act, in every folder
In each folder, what is waiting on you and what is waiting on your clients. Delays stand out by themselves.
- What you have to do, on one side
- What your clients owe you, on the other
- Overdue items highlighted
Replaces: Tracking spreadsheet · Your memory
Every morning, you know where to start
The Monday morning question
Where to start? The answer is rarely in the inbox. It is spread across twenty folders, and rebuilding it takes the first hour of the week, the hour you would be sharpest.
The tracking spreadsheet lasts three weeks. After that it lies: it says what was true the last time someone opened it. And the end-of-month chaser sent to everybody annoys those who had provided everything and teaches nothing to those who had forgotten.
Knowing who owes what
Each folder separates two columns: what is waiting on you, and what is expected from the other side. Mixing the two produces a list nobody reads.
- What is waiting on you: documents to accept or refuse, approvals to give, requests to answer. One click takes you to the item in the thread.
- What is waiting on others: what is sleeping at a client's or a participant's end, with the number of overdue items.
Nothing is entered by hand. Every request published in the folder feeds these lists, and leaves them as soon as it is completed. The automatic reminders go out on their own.
Your client sees the same thing from their side: they land on "Waiting on me", with what is asked of them, in order.
Overdue shows itself
A missed deadline is not filed with the rest: it stands out, at the top of the list. You do not have to compare dates to see what is going wrong. The dashboard ranks folders by urgency, with "Where to act" at the top and, beside it, the deadlines, milestones and confirmed appointments of the next fourteen days, across all folders.
A workspace's owners and administrators also see the delays in folders they are not part of, as a count only, never the content.
Setting aside without forgetting
Some things wait for good reasons. "Remind me" puts them to sleep until tomorrow, three days, next Monday or a date of your choice, ninety days at most. They leave your list, then come back on the day. This is personal: it does not change the request's status and does not stop the automatic reminders sent to its recipient.
In practice
Building and renovation. On a job, the quote to approve, the finish choices and the handover appointment are all things waiting on the client. The right-hand column says which ones are blocking, without going back through every exchange.
Law and accounting firms. Someone following many folders finds, per client, the documents still missing and the deadlines passed. The management of a firm sees its teams' delays without reading their folders.
What it does not do
It only counts what is published as a request in Kolinea: a promise made over the phone does not appear until it is written down. A milestone whose date has passed is not a delay, since it waits on nobody: it only comes up as "to confirm" for whoever can mark it.
Related reading
- Automatic reminders, to stop chasing by hand
- Workspace statistics, to measure over several months who replies fast
- Document requests, the source of most waiting items
Where it helps
- Low-tech clients A personal link, a code sent by email: your client uploads documents from their phone, with no account to create
- Who waits on what Every pending item written as a request, filed on the side of whoever has to act, with reminders sent without you
- Client choices Each choice put as a question with options, answered from a link, dated and filed in the folder
The other features
Your next folder, with nothing lost along the way
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