This guide, published on Oct 10, 2022, is an evolving document. Posting it here to coincide with the customer campaign so we are working from the same set of definitions.
Cards
Difficulty Points
Here, I use the Fibonacci Sequence. Here are some Fibonacci explainer videos:
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We try to keep tasks to a maximum of 13 points, as a 21-point tasks represents over a full day of uninterrupted work, which is both rare in work life and unfair to the assignee. If you see a 21-point task, see if it can be broken into more manageable tasks.
Assignee
This is the person responsible for completing the task.
Generally, I prefer only one assignee per task, even if multiple people are working on it. Tagging everyone involved in a task can deflect responsibility. If a task simply cannot be delegated to only one person, ask if it can be broken into several smaller tasks.
Labels: Teams, Campaigns, and Segments
Labels can be used to categorize Revenue tasks by which team they are supporting.
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This is a good way to keep multiple people appraised of tasks without assigning to multiple people. Just assign it to Sales, Marketing, or Customer Success and they can filter it.
Stages / Lanes
Backlog
This is a backlog of “to do” items, often idea-stage items that haven’t been formally broken down into measurable tasks. Also, these are items where their critically-dependent tasks haven’t yet been completed, so they can’t be moved to On Deck.
On Deck
These cards have been scoped and have all necessary attributes & data assigned to them so that they can be delegated or interpreted by an outsider.
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Difficulty: is the task bite-sized and manageable? Try to keep tasks at a maximum of 13 points.
Assigned: is the task assigned to someone?
Due Date: is there a clear understanding of when this needs done?
Checklists: does the assigned team member have a clear understanding of what needs done for this card to be considered complete?
Label: Is the card assigned to a team, project, or campaign? This is less important, really.
In Progress
This is what you’re currently focusing on today or this week. Try to keep In Progress tasks to 13 or fewer points so that you don’t set unrealistic expectations to your teammates of when critical dependent tasks will be done.
In Review
These are cards that are “done” but either need review from leadership, need supplementary projects before being published, or are part of a campaign with critical dependencies.
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Generally, this is where tasks go when they’re completed, and only moved beyond that by the board’s owner.
Complete
Here the task is approved, shipped, published, and all good to go. Generally, only the board owner or project manager moves the card from In Review to Complete, as this often signals when the next round of tasks begins.