Task workflow and processes for managing jobs
pospi
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We need to define an agreed-upon set of conventions for moving tasks through our task management system so that everything that we need to communicate is clearly visible to all as jobs are progressed.
Poll Created Wed 12 Dec 2018 2:52AM
When jobs are started, we must define these things: Closed Fri 21 Dec 2018 2:02AM
We all seem to be on the same page as to what needs tracking. A new task has been created for @deancameron to set up a cost estimate spreadsheet template and other conventions to follow when creating new jobs, see https://trello.com/c/2o8K8Fk0/25-set-up-cost-estimate-system-for-new-trello-jobs
- whether tokens will be awarded for time / financial inputs
- what materials will be required & their approximate costs
- time estimate for completing the job.
This could be done simply via coming to agreement in the Trello job conversations. Tasks should not go in to the "in progress", "takes priority" or "do yesterday" columns (depending on board) without having had all of these attributes defined and agreed upon.
Results
| Results | Option | % of points | Voters | |
|---|---|---|---|---|
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Agree | 100.0% | 4 |
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| Abstain | 0.0% | 0 | ||
| Disagree | 0.0% | 0 | ||
| Block | 0.0% | 0 | ||
| Undecided | 0% | 4 |
|
4 of 8 people have participated (50%)
Dean Cameron
Sat 15 Dec 2018 8:48AM
This highlights a potential problem with Trello as it can’t track actual resources costs and estimated cost unless I’m missing something? At least the web version doesn’t have this capability. I’m going to have to abstain until I can see a tool than facilitates this proposal and test it out. Perhaps I need some training or to explore some video of how Trello can do this
Dean Cameron
Thu 20 Dec 2018 12:15PM
This highlights a potential problem with Trello as it can’t track actual resources costs and estimated cost unless I’m missing something? At least the web version doesn’t have this capability. I’m going to have to abstain until I can see a tool than facilitates this proposal and test it out. Perhaps I need some training or to explore some video of how Trello can do this
actually, trello has nothing to do with the question i realised so have voted on the logic of it, how we do it will now have t
Poll Created Wed 12 Dec 2018 2:54AM
When jobs are actioned, we must define these things: Closed Fri 21 Dec 2018 2:02AM
Pretty simple- basically when we start a job, due date = current date + time estimate.
- Due date
This is a separate step to defining the job and agreeing to complete it, which leads to a time estimate. Once the job has been started, those responsible should agree upon and set an expected due date based on the prior estimate and their time available.
Results
| Results | Option | % of points | Voters | |
|---|---|---|---|---|
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|
Agree | 100.0% | 4 |
|
| Abstain | 0.0% | 0 | ||
| Disagree | 0.0% | 0 | ||
| Block | 0.0% | 0 | ||
| Undecided | 0% | 4 |
|
4 of 8 people have participated (50%)
Monique Kurdian
Sat 15 Dec 2018 8:51AM
I might have missed this but how will jobs be communicated to all?
pospi Tue 18 Dec 2018 4:41AM
@deancameron the goal of Trello was to solve our accountability, observability and task management problems. It has nothing to do with budgeting or cost estimates which seems to be the thing you are focused on. Either there will be a simple protocol we can use for estimating costs, or there will be a separate tool we link in to Trello tasks. There aren't really any good tools that do both things well which aren't insanely complicated. Copying from the Trello task you were commenting on:
What exactly do you believe is needed for a cost estimate? Is it just a list of materials and their expected costs, or more than that? Stockists?
My current feeling is that this should be added to the task description when created (point #2 under "When jobs are started..." decision); but if more is needed (eg. if you don't want to do the math yourself) then it might be worthwhile creating a template Google spreadsheet we can quickly clone into a folder for each project, and link that spreadsheet in the task description.
Dean Cameron Tue 18 Dec 2018 9:49AM
The spreadsheet idea is workable I think and a good creative way around the limitation. One of the gantt templates looks really good too if we can link both ways we could track all project progress too which Tom and sun seemed to think was an important part of the scope and Monique was dependent on when working as a project manager for Savills. I have used Ms project quite a bit when managing a complicated r&d programme and reporting on government funding etc but our needs are not that complicated and don’t justify the 800 unless we could get a student copy through Nicole perhaps. Usually quite cheap for students.
Kind Regards Dean Cameron
0437 801262
Skype: deano.cameron
Tom Tue 18 Dec 2018 12:58PM
I'm happy with trello, but that doesn't solve dependant jobs, forecast on resource use, gantt solves this. Sam is building the REA system which will then allow us to confirm how much recourse was actually used, but planning and forecasting is really important, none of us are willing to spend money on a cloud gantt system so will continue this path of confusion.
Dean Cameron Wed 26 Dec 2018 2:38AM
I think Sams point about Gantts are valid as unless it’s a fully integrated Gantt like MS project or Openproject, Gantt doesn’t even track human resources let alone $. Just knowing how a project is supposed to flow through time actually isn't that useful on its own. what is more important for us now is a well laid out procedure for making decisions as a group and progressing those decisions through resource allocation, priority setting and logical implementation and closeout. Like I said in the Discord chat I will volunteer to draft a google sheet up as a ELF project workflow guide so we all know what to expect and work harmoniously to achieve our priority goals as smoothly as possible and with everyones support.
pospi · Tue 18 Dec 2018 4:27AM
@moniquekurdian when you create a job in Trello and assign to people, they all get notified via email. That's the basic mechanism. I think ideally we would use our monthly meetings to go over jobs that haven't been confirmed yet and decide whether to action them, so that everyone knows they have been agreed upon and started. It would also be appropriate to send links to new proposed jobs via our chat if they urgently need discussion or input.