Project & Task Management
A Pro Platform member asked recently about task management and project delegation. There are some FREE or almost free tools that we use to sort out our tasks and projects.
A team meeting early in the week with a print out of the week’s goals and tasks
Strategically placed white boards with checklists
Shared iPhone Notes
Trello project boards
Team Meeting: Ideally this happens soon after everyone arrives at the farm, but not right when they get out of their vehicles. We meet about a half hour after everyone arrives so they can settle in, greet each other, and do any “hurry harvesting” of flowers that are in need after the weekend. If someone is running late, they won’t hold up the meeting or need to be filled in later.
I try to make sure that all staff members have at least an hour when we all over lap so that we can get on the same page. I quickly edit the previous week’s team meeting agenda/notes, print it and give a physical copy to each person. We look over everything together and I try to make sure every understands the day’s projects. This is also when we share communication about upcoming projects and plans and share any messages that should be known by the whole team so that if any individual is asked about a project outside of work they are presenting the correct message clearly.
Some people need to see tasks written out (I’m one of them) and or appreciate being able to fold up that paper and keep it with them throughout the week. This save me time later, too— because people know where they’re needed and they don’t have to come find me and ask me what to do next.
Shared iPhone Notes: If people on your team are using iPhones, you can easily share task lists and mark items complete. This simple, free tool helps me communicate quickly with my team from afar. If I add a task to the list they receive a text notification of the change and mark it complete when it has been accomplished. Because we all carry our phones with us, this is an easy way to send a harvest list with people going into the field, or to keep multiple designers on track with items that need to be made for a large event. I’m also a fan of a good old white board in the studio with a list of items to be checked off.
Trello: Trello is my personal favorite task manager for keeping multiple larger projects organized and on track. It’s free version is good enough for my needs. Trello boards are simple, clean, task organizers that allow you to build out as many or as few steps in a project. Trello boards can be shared between team members to track multiple projects, project steps, and tasks to be completed.
We are probably right about on the edge of needing a place where we can organize longer term projects and all of the steps that need to be completed as team. When we get to that point we will probably use this tool to move projects forward. Trello boards can also be viewed from their phone app, giving us easy access anywhere.