Cameron White Homes | Stagg Fiduciary Services | Asana Operating System

Before Asana, property information lived in emails, phone calls, and yellow legal pads. When a case manager needed to know the status of a property, they had to track down whoever last touched it. That created delays — and delays cost Stagg's clients money.

Asana fixes this. Every property gets its own card on a shared board. That card shows what needs to happen, who is doing it, and where things stand right now. Nothing falls through the cracks because everything is visible to everyone.

The Old Way	The New Way (Asana)
Call Cameron, leave a voicemail, wait.	Open Asana, look at the property card — instant answer.
Email chains with 8 people copied.	One card. One place. Everyone is already caught up.
"Did someone fix that front door?" Unknown.	Task shows: Assigned → In Progress → Done. Date stamped.
New property added verbally at a meeting.	New property submitted in the form → appears on the board automatically.

Go to app.asana.com and log in. You will land on the "L1-Transactions" project. Think of this as a bulletin board with columns, and each property is a sticky note in one of those columns.

Column Name	What It Means	Who Should Act
New Submission	A property just came in. No one has touched it yet.	Cameron — reviews within 24 hrs.
Needs Assessment	Cameron is visiting the property and writing up findings.	Cameron — active.
Ready to List	Photos, pricing, and paperwork are done. Property goes live soon.	Julie — confirm listing approval.
Listed / Active	Property is on the MLS and being shown.	All — monitor offers.
Under Contract	An offer has been accepted. Escrow is open.	Julie/Jed — coordinate closing docs.
Closed	Sale is complete. Commission collected. File closed.	Jed — final billing entry.
Hold / Pending Court	Waiting on a judge, beneficiary, or legal ruling.	Watch — no action until status changes.

When to use this: A new estate property has been appointed and you need Cameron to assess it and begin work.

Cameron has set up a system (called Make.com) that quietly monitors the Asana board on its own. Here is what it does automatically — you do not need to touch anything for this to work:

• Every 15 minutes, it scans every open task on the board.
• It looks for two tasks with the same property address.
• If it finds a duplicate, it merges all the notes from the newer card into the original card, then deletes the duplicate. The original card is preserved exactly as it was, with the new information added.
• It leaves a note on the original task so you can see that a merge happened.

You will never need to manually delete a duplicate. If you accidentally submit a property twice, the robot catches it. If a case manager enters the same address a different way, the robot catches it. This keeps the board clean without anyone having to police it.

Scenario	What the Robot Does
Same address submitted twice by different case managers.	Merges both into one. Deletes the copy.
Property re-submitted after being closed in error.	Detected as duplicate → merged. Cameron reviews.
Legitimate new property (different address).	Nothing. Robot ignores it completely.

Here is who does what, and when:

Team Member	Daily Action in Asana	How Often
Team Member Asst. Director	Review New Submission column. Confirm incoming properties. Approve listings.	Daily — morning
Team Member Case Manager	Check Under Contract column. Log court dates in the task notes. Flag anything blocked.	Daily or as needed
Team Member Director	Review overall board health. Check Hold / Pending Court column. Approve major spend decisions.	Weekly — or as issues arise
Cameron White Lead Agent	Move tasks through columns as work is completed. Add photos, contractor quotes, and status updates as notes.	Multiple times per day

How to Add a Note to a Property Card

You will do this often — adding a court date, a contractor update, or a question for Cameron.

How to Move a Task to a Different Column

When a property's status changes — say, it just went under contract — move its card to the correct column.

Mistake	How to Fix It	Who to Notify
Wrong address entered.	Click the task → click the task name to edit it → type the correct address → press Enter.	Mention Cameron in a comment so he knows.
Submitted a duplicate property.	Do nothing. The automation will detect and merge it within 15 minutes.	No action needed.
Task moved to wrong column.	Open the task → change the Section field → add a comment explaining the correction.	No action needed.
Added a wrong note or comment.	Comments cannot be deleted, but you can add a follow-up comment to correct the record.	No action needed.
Need to stop work on a property entirely.	Move the task to Hold / Pending Court and add a comment explaining the reason and expected next steps.	Notify Cameron by comment or text.

Situation	Contact	How
Property condition update / contractor question	Cameron White	Comment on Asana task or text Cameron directly
Legal hold or court date update	Case Manager	Comment on the task, tag @Jed
Listing approval or major decision needed	Josh (Director)	Comment on the task, tag @Josh, or email
Can't log into Asana / system access issue	Cameron White	Text or email Cameron
Duplicate wasn't merged after 30 minutes	Cameron White	Text Cameron — there may be a system issue
New property to submit	L1 Form	form.asana.com — L1 Link

Cameron White Homes  ·  cameron@cameronwhitehomes.com  ·  Prepared May 2026