By Kaylee White
Most project managers use multiple methods and tools to keep organized. We’re tracking people, tasks, files, updates, and changes while trying to make sure the quality of work is up to standard and that deadlines are met. Many companies use Project Management software for collaborative task tracking and communication, and then we supplement with spreadsheets, notebooks, to-do lists, calendar reminders, and, for those of us who are visually minded, bulletin boards.
Task Board
If you need an easy way to keep track of your projects, you may find that a revamped bulletin board, called a task board, can help you maintain a bird’s-eye view of what you’re working on. It also helps when we need backup: the internet goes down, the PM platform is unavailable due to maintenance, or some other issue means you need a physical (not virtual) means of managing of your project.
Depending on how you use it, a task board can tell you what you’ve committed to, what you’re working on, what you’ve accomplished, and whether or not everyone on the project is collaborating well.
Poster Board
One example of a task board is a large piece of poster board divided into three sections: to do, doing, and done. You can color-coordinate sticky notes and place them on the board depending on your needs, whether it’s by the person doing the task, the project, or another system you’ve created that works for you.
Window Board
Another option is to use a window. This takes a little more time to set up, but it can look more elegant since it uses a clear background (glass) instead of paper or brown corkboard. Once you’ve decorated your window and created sections, you use this version of a task board the same way you would the Poster Board.
Corkboard
On a corkboard you can use icons representing the work to be done. Use different paint colours to indicate the To Do and Done sections on the board.
Magnetic Board
Beyond the poster board, window, and cork board, you can also use a magnetic board. Each of these options have their own pros and cons, and then you have more than a few options for how to organize your projects on each.
Whatever you end up doing, if you use the task board in your office, it may help your team if you hang it in an area with high traffic so they can see at a glance where a project stands. In Agile this concept is known as an Information Radiator.
Benefits of a Task Board
Furthermore, to make it more interesting for everyone, try using photos of each team member instead of just their name: This can reduce confusion and make the board and its tasks feel even more important. For PMs who work remotely, task boards can serve as a colourful way to decorate your home office space, with the added benefit of making the work visible. If you can, put the board on the wall behind you so that it’s visible on video calls and during online meetings.
Task boards are excellent tools for any kind of project, especially Agile projects. Your team will appreciate a task board because it’s easy to update and shows valuable information in a visually appealing, easy-to-understand way.
If you’d like to learn more about task boards, check out this infographic, with compliments from Quill. It goes into detail about each type of task board and different ways of organizing the information on your board. You can also, of course, make your own completely unique task board that suits your project and flow of work. This infographic will give you a great place to start.
