How project managers work with Listspace
A project board is right on the day you set it up. By the second week it shows what you planned, not what happened, and Friday afternoon goes to dragging items around until the board matches the week. Clients ask where things stand, and a decision from three calls ago gets argued again because nobody can find it.
This note follows one week on a client project, a website relaunch, run on a Listspace board that your AI keeps up to date. Every step uses Listspace as it works now.
Before Monday: connect once
You connect your AI to Listspace one time. Paste Set up Listspace for me: listspace.app/connect into Claude or ChatGPT and it walks you through the clicks, or follow the setup page. Claude works on every plan, the free plan too. ChatGPT needs Plus or higher.
From then on, Listspace asks your AI to read the board when a chat starts and to update it while you work. At the end of a session it leaves a short summary on the board, so the next chat starts from there instead of from you.
Monday: the kickoff and the brief
After the kickoff call you have the client's brief, your call notes and a few dates. You paste them into the chat and ask for a board. Your AI makes one from the Client project template, with the lists Brief, Ideas and notes, To do, Doing, In review with the client and Done. The brief goes in Brief. The work becomes items in To do, with due dates where the client gave dates.
You read the board once, the way you would read a first draft from a new colleague, and fix what is off in the same chat. The template also gives your AI instructions for this kind of board. One of them matters on client work: keep internal notes, prices that are not agreed and other clients' names off the board, because you may share it later.
The exact sentences for this Monday are in Turn a client brief into a board your AI keeps current.
Tuesday to Thursday: the work happens in the chat
You keep working the way you already do, in the chat. You ask Claude to draft the sitemap, to check the copy deck against the brief, or to write the email to the client's developer. What changes is what happens around that work. When your AI starts on something, it moves the item to Doing, and the item shows "Claude is working on this". When the work is finished, it adds a short comment on what was done. A new request in the client's email goes to Ideas and notes until you plan it.
Your AI does not do this unchecked. New accounts start at agent access level 4, Act: your AI adds, edits and moves items, and anything that marks work as finished, such as a move to Done, waits in the board's Inbox until you accept it. You can set another level for one board in its ⋯ menu, under Board settings. On a board the client will see, you might choose Suggest, so every change waits for your yes. The Inbox and agent access lists what each level allows.
Each morning, For you shows what needs you across all your boards: suggestions waiting in each Inbox, items due today or overdue, requests and mentions. You accept or reject the waiting moves and get back to the work.
Wednesday: the client decides
On a call, the client picks the second homepage direction and moves the blog out of phase one. You tell your AI. It does not file that away as a note. It proposes two decisions, each with the reason you gave, and they wait in the Inbox. You accept them, and from then on they are confirmed decisions on the board. If you leave them, your next daily summary email lists them, each with a Confirm button.
That pays off weeks later, when someone on the client side asks why there is no blog. The decision is on the board with its reason and who confirmed it. Every AI you connect reads the confirmed decisions at the start of a chat, so Claude and ChatGPT work from the same answer. If the client changes course, you replace the decision. The old one stays on the board, marked Replaced, with its history. How Listspace remembers explains why a decision only counts once a person confirms it.
Friday: nothing to update
The board is already where the week ended, because it moved as the work moved. What is left for you is a check, not a rewrite.
The Status page, in the board's ⋯ menu, shows what was finished and added this week, what is in progress, what is overdue, what has had no change in 14 days, and which decisions are confirmed. Download as PDF saves it. If you want sentences rather than a list, ask your AI for "a status report of this board". It reads the same numbers and writes the progress, the risks, what is blocked and what comes next.
When the client asks "where are we?"
You can answer that question once for the whole project. Open Share on the board, turn on Public link and send the link. The client sees the lists and items, with their descriptions, labels, checklists and dates, marked read only, and needs no account. You can add a password and choose whether comments show. Because your AI keeps the board current, the link stays current too. See Share a board.
If the client should do more than look, invite the client as a guest. On Free a board can have one guest, who can view or comment. On Pro a board can have up to five guests, with Edit as well. A guest with Comment can also propose a change to a decision, which waits in your Inbox. When you need a sign-off, ask your AI to send the client an Approve request. It waits in your Inbox until you accept it, and the client can approve straight from the email. See Ask someone on your board.
Handing over to a colleague
At some point someone else takes over the project, for a holiday or because you move to a new pitch. On Pro you invite the colleague to the board as a guest with Edit, and the colleague's own AI works within that role and the board's agent access level.
When that AI starts on the board, it gets what yours got: the open work, the confirmed decisions and the summaries the last sessions left there. History, in the board's ⋯ menu, lists every change with who made it, you or which AI, and you can undo an agent's change for 30 days. The handover is the board itself, not a document written on your last afternoon.
What changes
A board falls behind because updating it is a separate job, done after the work, by the person with the least time. Listspace moves the update into the work: the chat where the work happens is also where the board changes. What stays with you is the part that needs a person, which is deciding what counts and confirming it.