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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:

https://www.youtube.com/watch?v=2tv6Ej6JVho

https://www.youtube.com/watch?v=iZYSapFCg4A

Using 1, 2, 3, 5, 8, 13, and 21 helps us identify and use clear differences in difficulty.

Within this system, I generally say each point is equal to half an hour of uninterrupted, focused work. So a quick favor for a colleague is 1 point, if you even document it at all (1- and 2- point tasks are usually created at the beginning of a campaign, not used for tasks an individual does on his or her own).

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.

Also, within Pet Loyalty Hub tasks, it can relate to which key pillar of the project they support.

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.

When moving a card to On Deck, be sure to check for:

  1. Difficulty: is the task bite-sized and manageable? Try to keep tasks at a maximum of 13 points.

  2. Assigned: is the task assigned to someone?

  3. Due Date: is there a clear understanding of when this needs done?

  4. Checklists: does the assigned team member have a clear understanding of what needs done for this card to be considered complete?

  5. 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.

Examples of this are:

  • Creative that is “complete” by the graphic designer but needs OK before the designer can fully forget about it

  • Copywriting for a blog that is done, but the blog still needs imagery, formatting help, and publishing

  • A deck for a webinar that’s complete but hasn’t been published and hasn’t been supplemented with the data or content for a complete presentation.

Complete

Here the task is approved, shipped, published, and all good to go.

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