Productivity boards in Productivity Fox are ideal for simple project management and collaboration. The most traditional way to use a board would be standard columns based on the status of the cards.
- Not Started
- In Progress
- On Hold
You can then use color-coding to keep track of the type of activity. For example, if you were doing a project board for a new website, you may have colors for graphics, copy writing, development work, and integration.
You could also use a private project board to keep track of your ideas, and action items. Sample columns could be:
- To Do
- In Progress
- On Hold
- Waiting on Others
Because you control the columns and colors of your productivity boards, you can set them up with the columns that make the most sense for your project. Let’s build a project board for new employee onboarding. Columns could be:
- IT Setup
- Benefit Signup
- Harassment Review
- Safety Training
- Department Training
We’ll use the color setup for the departments.
For most projects, you’ll get the most out of your productivity board if you add collaborators. Collaborators can add and edit cards, as well as make changes to columns and colors. You can also assign cards to collaborators to share the effort of the project. Assigning a collaborator is as easy as dragging their name to the card.
Productivity boards are also great for working with remote teams or when you work on different shifts. Finding it hard to hop on a call? You can use Chatter on the card, along with the placement on the board to make it easy to keep the project moving forward, even when you’re not in the same building (or time zone).
Plus, since status changes made to the card are tracked in the Chatter feed, you don’t have to worry about making sure that you type up the basic updates.
A Few Best Practices
- Use one board per project. You may be tempted to create one monster board for everything that you’re working on, or for everything that your department is doing. You’ll get the most out of Productivity Boards if you use each for a clearly defined project. This provides clearer focus for what needs to be done. Plus, you’ll get the added satisfaction of archiving a board once the project is complete. It’s like the ultimate checkmark.
- Don’t Overthink It. With the flexibility of board structure, it can be easy to overthink how you want to structure your columns and colors. Sometimes you just need the basics to be the most effective.
- Use what’s available. It can be tempting to think “Oh, I’ll use red for all my critical tasks. I’ll remember that.” Use the label systems, chatter tools, and checklists to keep your projects organized and on-track. Even if you’re working on a private board, you can add Chatter to a card to remind yourself where you left off on that task. This frees up valuable mental space for more important and creative work.
- Create as many cards as you need. One key to getting the most out of your board is to use it in the way that makes the most sense for you. Create as many cards as you need to get the scope of work out of your head, and onto your board. Going back to our website design board, for some people, one card for “graphics” is all that they’d create. They might then use a checklist for the pages that they need to design. For others, they may have separate cards for the logo, color palate, and types of pages that they need to design templates for. There’s no right or wrong way – but make sure that you’re finding a process that works for you.
Do you have a favorite way to use a productivity board? Let us know, and you could be featured in a future use case!