How to Build a Remote Task Intake System That Scales
Running a business without a clear task intake system is like herding cats — loud, chaotic, and bound to cause claw marks. A streamlined intake process isn’t just about getting work done; it’s about keeping your team sane and your projects on track.
Why Intake Matters
When everyone dumps tasks into the void — emails, texts, sticky notes, Slack pings — important work slips through the cracks. Clients become frustrated. Deadlines are missed. Team morale drops. A good intake system changes the game — tasks come in organized, prioritized, and trackable.
The Anatomy of a Scalable Intake System
One Door Policy: Use a single entry point for all requests (e.g., an Asana form, a Notion board, or a dedicated intake email).
Required Details: Every task should specify who, what, when, why, and the desired outcome.
Prioritization Rules: Urgent tasks move ahead only with proper justification. All other tasks are scheduled based on deadlines and workload.
Transparency: Everyone can view the queue and see what’s in progress.
Tools That Work
Trello for visual boards
Asana for structured workflows
Slack + forms for teams that live in chat
Email-only? Use labels and rules for intake categories
Metrics That Matter
Task turnaround time
% of requests completed on first pass
Volume of “lost” tasks (should be zero)
Pro Tip
Don’t overcomplicate it. A system that people actually use is more effective than a beautiful one they ignore.
Want a plug-and-play intake template?
Book a free 30-minute consult, and I’ll hand you the framework I use to keep clients organized.
