Follow up on your projects

Tasks in a Box is the ultimate tool to help you follow up on your projects. Whether it’s an internal or external project, we’ve got you covered.

Tasks in a Box will help you:

  • organize the different tasks that need to be tackled in your project
  • assign tasks to your team members
  • get external parties involved
  • keep track of task due dates and project deadlines
  • discuss project and task progress
Let’s take for example the organization of a business trade show. As trade shows typically consume a big chunk of the marketing budget, it’s important that they’re prepared carefully so that they deliver the right return on investment.

Step 1: Create a new project

Create a new Tasks in a Box project for your project at hand. For this example we create a new project “Trade show Playbook” and set the date of the trade show as its due date.

Step 2: Invite people involved in your project

Bring the team that will be working on the project onboard. You can bring both internal team members as well as external parties onboard. For example, if you’re working with a specialized booth builder you could bring them on Tasks in a Box as well.

Invite each team member by starting to type their email address in the projects members box. You can either select an existing Tasks in a Box user or click on “Invite a new user” for new members.

Step 3: Structure your project for success

In many projects you will have different groups of tasks that belong together and that need to be completed. For example, in the case of trade shows there are:

  • Booth setup: posters, furniture, displays, etc.
  • Marketing material: flyers, distributables gadgets, etc.
  • Sales material: documentation sheets, purchase order forms, etc. 
  • Travel arrangements: tickets, transportation, hotels, etc.
With Tasks in a Box you can structure the tasks in your project by creating your own groupings.

Add a grouping named “Task Category”. For each grouping of tasks you can now add a new group: Booth, Marketing material, Sales material, Travel arrangements, etc. by clicking on “Add new group” (below the task list).

Step 4: Populate your projects with the tasks that need to get done

In the different groups you can now add the individual tasks that need to be done to prepare the trade show.

You can extend each of the tasks with additional information such as due dates, sub-tasks that need to be completed, attachments of documents, etc.

Step 5: Organize the follow-up of your project

In order to keep an overview of the moving parts in a project you can setup a project funnel with the different stages that tasks need to go through. An example of such a funnel could be: tasks can be in the backlog (they still need to be picked up), they can be in progress, ready for review and finished. You can easily setup such a funnel by creating a new grouping called “stage”.

Add the different stages: “Backlog”, “In progress”, “Ready for review” and “Finished” as new groups. By clicking on the “View” (right top corner) you can easily switch between the “Task Category” and “Stage” grouping view.  

Selecting the “Kanban view” in the “View” menu will visualize the different stages as a funnel. This view is extremely handy to keep the overview on project where lots of different tasks are being done at the same time.  Using drag and drop you can move the different tasks across the funnel.

Step 6: Generate a reusable template for future trade shows

Tasks in a box makes it extremely easy to create a template from an existing project. Click on the name of your project in the top left corner.

Chose a name for your template.

In the final step you can configure how the template should be loaded. For example, you can choose the default view and grouping for the template. In this case choose to display the Kanban view for the stage grouping as default.

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