Task Board Template
Manage tasks efficiently
A task board is one of the most common ways to organize and optimize the workflow of any team. Designed to track the progress of tasks and projects, it provides a visual representation of the work that needs to be done, in progress, and completed. We'll be looking at the steps to setting up an effective task board for any project.
While we'll be using StudioBinder's Task Board software to illustrate each step, the process remains the same whether you’re using digital tools or a simple board and pen.
Step 1
1. Define purpose and objectives
Start by identifying the primary purpose of your task board. What goals do you intend to achieve with it? What are the milestones in your project's workflow?
Check out other task boards to see different ways to set up and organize your own to be the most effective. Once you have a clear vision, it's time to set up and tailor your task board to align with your project’s unique requirements.
How to do this in StudioBinder
- Utilize the account-level task board to view all projects collectively.
Step 2
2. Customize columns
Next, arrange your task board with horizontal columns. Each column will represent a different stage of progress. These stages will be determined by the type of project you are working on and the industry you are working within. A common, general set of columns are:
To Do: This column represents the tasks that still need to be started.
In Progress: These are the tasks team members are currently working on.
Review: This column is where tasks awaiting approval or feedback are placed.
Completed: The final stage, where completed tasks can be moved for a clear visual representation of progress.
Tasks are typically listed vertically beneath each column, advancing from left to right as they progress.
How to do this in StudioBinder
- Add, rearrange, and rename columns through intuitive click-and-drag functionality.
Step 3
3. Create and assign tasks
Now it's time to populate your board with individual tasks. Create task cards that can be moved along your board as work progresses. When creating your task cards, kee details as minimal or comprehensive as needed. Some details to include are:
Name of task
Description or notes
Assigned team member(s)
Due date
For complex tasks, you can include checklists to outline subtasks.
How to do this in StudioBinder
- Assign start and end dates using the integrated calendar.
- Incorporate checklists that track completion.
Pro Tip — Set a limit for the number of tasks allowed in your "In Progress" column at a time. This helps prevent team members from being overburdened with too many tasks at once.
Step 4
4. Collaborate
Task boards are commonly used by teams working on larger projects. They not only organize the work at hand but also create important transparency for all team members.
Collaboration on a task board involves updating tasks with progress, and notes, while checklists keep everyone informed about advancements, setbacks, and next steps. It also requires communicating workflow bottlenecks and problem-solving to continually refine your team's task board.
How to do this in StudioBinder
- Designate team members to tasks.
- Attach necessary files and links to tasks.
- Engage in feedback through comments.
Step 5
5. Move tasks down the line
As tasks move toward completion, transition them through the workflow to their final destination in the “completed” column. Intermediary stages like “review” may push tasks backward on the board, but progress is always visualized thanks to the different columns.
How to do this in StudioBinder
- Click and drag tasks between columns, automatically updating their status.
- Archive finished tasks for a tidy workspace, with the option to revisit them as needed.
Conclusion
Task Board Complete
Without task management, your workflow is likely to be disorganized and your team members unaligned. Whether you're working within a large organization or running a small team, task boards not only make your workflow more efficient but more effective and sustainable.
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