Add Members to your Planner
- Click “Members” drop down at the top right.
- Type the name of the staff person to add.
There are “best practices” for setting up project management tools such as Planner. While ultimately, the setup and organization is up to you, we would recommend the following workflow.
Four “buckets” are recommended, with an optional fifth. The four reccomended buckets are To-Do, On-Deck, In-Progress and Completed. While the names of these buckets can be different, there are four distinct states that a task would be in.
To-Do is the basic repository for tasks. Most items should be added to this area first and will be moved to other areas as they move through the workflow.
On-Deck, or Next Up, are the tasks that have been determined to be next to accomplish. This can be determined by team members or managers, depending on the needs of your team. It can be determined by priority, time and effort involved, or a combination of those or other factors.
In-Progress is the bucket for tasks that are currently being worked on. Sub-tasks can be checked off as they are completed. Once a task is fully complete, it should be moved to the next bucket…
Completed – This is the section for completed tasks. Putting a task in the “Completed” is not the same as marking a task complete. A typical workflow might involve a team member moving a task to the “Completed” bucket when they have finished, leaving it for the manager to see that it is done and then mark as complete once they have reviewed it.
On-Hold – If it is typical for tasks to get into a state where they are waiting for outside people or organizations to be able to move forward, an “On-Hold” bucket could be placed between the “In-Progress” and “Completed” buckets.
Creating a Task
Create a task by clicking the “add task” button in the appropriate bucket in planner.
The task will pre-fill for the bucket that you created it in with the current date as a start date. These can be modified as needed.
From there you have the option to:
Assign to Team members
- Add a due date
- Add notes
- Create subtask checklists
*PROTIP* Check the box that says “Show on card” if you are entering subtasks. This will make your subtasks and your progress visible when viewing the entire planner.