Delegate without chasing
Hand over with context, sub-tasks with their own dates, an inbox on the receiver's side and reminders that come by themselves: responsibility moves - and doesn't bounce back.
The path of a hand-over
The card carries its owner, contributors and its context - resolved live.
Why delegation fails today
Rarely at trust - mostly at the hand-over itself.
Delegating is quick - following up never happens
The task travels by shout or chat. From then on it lives off the delegator's memory - and awkward follow-up questions.
The task arrives naked
No project, no context, no deadline. The receiver puzzles over what it belongs to - and asks back what was long settled.
Big tasks stay lumps
What doesn't get broken into sub-tasks is carried by one person alone in the end - or happens in five parallel chats.
Reminders come when it's too late
The deadline surfaces once it's missed. Lead time, resubmission, consequence - all manual labour.
One hand-over in five stations - from shout to relief
This is how responsibility moves without bouncing back: handed over with context, broken into sub-tasks, bundled on the receiver's side - and followed up by the system.
The card arrives with context - not naked
A card has exactly one responsible person - with a contact card on hover - and any number of contributors, cleanly separated. Its affiliations to project, container, team or meeting hang on it as live-resolved chips. And whoever sorts their own board finds the nudge in the Eisenhower quadrant “delegate”: hand over what others carry better. If you like, the person actively confirms taking it on.
One owner, contributors separate - and the context hangs on the card as chips.
Break down and distribute - in one typing flow
Checklists turn the lump into doable steps: “Review offer @Miller [31.07.2026]”, enter - the person is assigned, the date is set, the tokens vanish from the text. Every sub-task carries its own due date; if it falls after the card's deadline, a dialog warns with both dates. Assignees automatically become card contributors, and on the last checkmark the board suggests completing the card.
Progress on the tile: 1 of 3 · on the last checkmark the board suggests completion.
Assigned sub-task people automatically become contributors of the card.
On the receiver's side there is one place - not five
Whoever receives a task gets notified - and finds it in My Kanban: own, assigned and team tasks from all sources come together there, as board, list, Eisenhower matrix or Gantt. Delegating doesn't mean surveilling: the transition history shows who moved what and when - with no read-tracking at all.
Own, assigned and team tasks from all sources - one inbox instead of five lists.
Assigned at the table - born while the minutes are typed
One @-mention in the minutes text and the task exists - with owner, deadline and priority while everyone is still in the room. The person learns about it immediately via notification instead of days later from the minutes mail-out, the card carries its origin badge, and whatever is left over, “put on next agenda” carries into the follow-up automatically.
Minutes: “… update budget list @S. Berg by Friday …”
The system reminds - not the delegator
An hourly sweep checks every card's reminder lead time - set per card or as the organisation default - and pings the owner and contributors once; if the date moves, the reminder re-arms. Columns can assign a default deadline on drop, due dates can be coupled to the container end. And the “due soon” event can trigger a workflow - say, a notification or a follow-up task.
If the date moves, the reminder re-arms - following up is system work.
Recurring hand-overs become series rules - with a preview of the next dates. How that grows into whole routine processes is shown by the “Recurring processes” use case.
One hand-over, seven modules - one data foundation
In WORKSPACE.PM, delegating is not a shout with a sticky note but the platform working in concert: the card stays the same - from minutes to done-checkmark.
Project management
Team organisation
Meeting management
AI & automation
One data foundation - from shout to done
Card, sub-task, reminder and origin live on the same object. Nobody keeps a shadow list, nobody chases sticky notes.
And the worry of giving up control?
Delegation needs trust - and a system that protects both.
Handing over is not surveilling
The receiver works in their own board, the history shows status changes traceably - but there is deliberately no read-tracking. Trust remains the basis, transparency the offer.
Dates maintain themselves
Columns assign default deadlines, due dates couple to milestones, and moved dates re-arm the reminder. Following up is system work, not a character trait.
The AI takes the typing
Cards and whole checklists emerge from a sentence in chat; the AI resolves people and teams within your permissions. Execution only happens after your confirmation - on an action card that shows what would happen.
Related use cases
The hand-over sits - this is what comes next.
Frequently asked questions about delegation
What managers and teams want to know before switching.
In My Kanban: own, assigned and team tasks from all sources come together there - from projects, team boards and meetings, with origin badges. On every assignment the person is notified, bundled also as a daily e-mail digest at a chosen time.
Yes - with checklists per card: every sub-task can carry its own people and its own due date, captured in one typing flow (“@person [DD.MM.YYYY]”). If a sub-task date falls after the card's deadline, a dialog warns; assignees automatically become card contributors, and on the last checkmark the board suggests completion.
An hourly sweep checks the lead time - set per card or as the organisation default - and reminds once in the platform and via e-mail according to personal settings; if the date moves, the reminder re-arms. There is deliberately no automatic escalation to superiors on cards - for formal deadlines with escalation, use workflow task steps.
There is no read receipt - deliberately. If you want bindingness, enable the commitment workflow, where owners actively confirm taking a task on; independently of that, every card's history shows who moved it and when.
That's what series rules are for - daily, weekly or monthly, with interval, time and end date and a live preview of the next dates; series can be paused. Whole routine processes are covered by the “Recurring processes” use case.
Hand over tasks - not the overview
Start for free: hand over a card, distribute sub-tasks, leave the reminding to the system - and in 30 days you'll know whether it fits.