Sync tasks across cross-functional teams

An operations leader needed to keep product, support and field teams synchronized on shared initiatives that cut across multiple workstreams. The work was getting done, but coordination relied heavily on meetings, spreadsheets and informal follow-ups, all of which made it difficult to maintain consistent ownership from start to finish.

The underlying issue wasn’t a lack of effort—it was fragmentation. Each group tracked tasks in its own system and used its own vocabulary for status, priority and due dates. When an item required cross-team action, updates were often repeated in several places and it was not always clear which version reflected the latest decision.

The challenge

• Each team maintained its own task list with different priorities, timelines and definitions of "done", which made cross-team planning inconsistent.
• Cross-functional requests slipped through handoffs because ownership changed informally and there was no single place to confirm who was responsible for the next step.
• Status updates were delivered manually and unevenly; key stakeholders were occasionally missed, especially when work moved between shifts or regions.
• A significant amount of time went into "status alignment" work—collecting updates, rewriting summaries, and relaying context—rather than moving tasks forward.
• When questions came up later (why something was delayed, who approved a change, what had been communicated), the team had to reconstruct the history across multiple tools and threads.

How Mini Agent helped

• Cross-team work was captured as shared tasks, created once and visible across the relevant sections, reducing duplication and keeping the "source of truth" consistent.
• Roles and permissions made ownership explicit. The right teams could update progress, request approvals or provide sign-off without relying on side conversations.
• Task updates and reassignment events triggered notifications automatically, so stakeholders received timely updates without requiring manual broadcast messages.
• Task timelines kept decisions and context attached to the work item itself, which improved handovers and made it easier to review changes asynchronously.
• The team used AI-assisted summaries selectively as a drafting aid for status updates, with final wording reviewed by the owner before being shared more broadly.

Outcome

The teams reported smoother coordination on cross-functional items and fewer "where are we on this?" follow-ups. The main improvement was operational consistency: ownership was clearer, updates were easier to find and handovers required less reconstruction of context. Over time, Mini Agent became a practical shared workflow for initiatives involving multiple groups, without forcing each team to abandon its existing tools for purely internal work.