Guides to take the running around out of your day.
Step-by-step ways to organize your operations, with or without Will. Each guide uses the tools you already have, and the last step shows what Will does for you.
All guides
How to organize your operation’s open items in 30 minutes a day
A short daily ritual to know what’s stuck, what needs you and what can wait, without opening every system for every question.
- Just once: put all the open items in one place, a spreadsheet or a task board, with one row for each.
- Just once: give each row an owner, the next action and the date it needs to happen.
- Minutes 0 to 5: filter for what’s due today and what’s already overdue.
- Minutes 5 to 15: for each overdue item, find out what’s missing and who can unblock it.
- Minutes 15 to 25: decide what depends on you and send the messages for the rest.
- Minutes 25 to 30: update the next date on each row and note what got stuck and why.
- With Will: it builds this list and keeps it up to date on its own, from the ERP, email and ClickUp. Each open item comes with an owner, a next step and a date, and whatever is just chasing, Will does itself. You only look at what needs you.
How to build a supplier follow-up list
A spreadsheet with the right columns to know what each supplier promised, when, and which customer orders depend on it.
- Create one row for each open purchase, not for each supplier.
- Use these columns: supplier, what was ordered, quantity, promised date and where the promise was made.
- Add the customer orders that depend on each purchase.
- Add the next contact date and who is following up.
- Always ask with a date: "Can you confirm it ships Friday the 2nd? If that changed, what’s the new date?"
- After a phone call, put what you agreed in a short email.
- With Will: it reads the suppliers’ emails and WhatsApp chats, links each purchase to the orders in the ERP and follows up with each supplier, with the date and the order in the message.
How to answer "where’s my order?" without opening five systems
A playbook for customer service to get the answer right the first time, with the date and the source.
- Agree on where each order’s status lives: in the ERP, not in someone’s memory.
- List the most common reasons for delays: out of stock, a late purchase, fulfillment and the carrier.
- Write a template reply for each reason, with a blank for the date.
- Before replying, check the date at the source. If you’re not sure, say when you’ll get back with the answer.
- Set up a quick heads-up from operations to customer service whenever an order runs late.
- With Will: it pulls together the order in Nuvemshop or Mercado Livre, the invoice in Bling and the tracking in Melhor Envio, and answers the customer with the right date and the source.
How to delegate to AI without losing control
What to define before you put an AI to work in your company’s systems: what it does on its own, what goes through a person and how to keep track.
- List what the AI can do on its own, what it brings to a person to decide and what it never does.
- Define who decides each type of action: a message to a customer, a deadline change, a discount, a payment.
- Start with repetitive work, like chasing suppliers and answering "where’s my order?"
- Require a source for every answer. Information without a source doesn’t count as an answer.
- Keep a record of every action: what was done, by whom and when.
- After a few weeks, review the arrangement and let the AI do more on its own.
- With Will: you decide what it does on its own and what it brings to you. Payments and anything you mark as sensitive always go through you, and everything gets a receipt.
Start with what you chase by hand.
Plans tailored to your company. Tell us what takes up most of your team’s day, and Will starts there.