Priorities is a powerful area in Streamtime which can be used in many different ways. In this example, we'll look at how a Priority board can be setup to manage large projects.
Setting up your board
First, navigate to Priorities in your menu and create a new board. Give this board the name of the project that you'll be using it to manage.
Then, you will want to setup your columns. Here are the columns that we suggest, but feel free to call them whatever you want. We've split them into two types — Information columns, and Progress columns. We'll explain how to use them later in this article.
- Project Resources
- Next Meeting Agenda
- To Do
- In Progress
- On Hold
Next, we'll run through which cards you might want to add into each column and why.
Information columns are used simply to store key job information and links related to the job. They'll be made up of Job and Note Cards.
This column will be a place where you can store key high-level information about the job. Here are the cards you'll be using in this column:
- Job Card
- Note Card
The first card you will want to add to this column is a job card for the job in question. This will be a place where you can view the job labels, the team on the job, and the total used vs. planned / budget amounts for the job. You can also see the start and end dates of the entire job.
The job card should look something like this.
Make sure you have all of the necessary criteria switched on in the Card Options.
Next, it's useful to add note cards to this column. You can add multiple note cards if you wish. These can be used for different things, like a job summary or brief, and a link out to the job files in Dropbox / Drive.
Next Meeting Agenda
This column is a good place to keep track of what you need for upcoming meetings / milestones. A note card will be most useful here, where you can add a checklist of things that you need to help stay prepared.
Progress columns are used to track and manage the actual progress of the job. They'll be made up of Item and Note Cards where useful.
Progress columns include
- To Do — work to be done
- In Progress — work currently being done
- On Hold — work that is waiting to move forward
- Blocked — work that can't be done for some reason
- Done — work that is completed
All items of the job should be added as cards into the To Do column at the start of the project, and moved along these columns as the job progresses. You may also wish to add in Notes Card to keep checklists.
Adding Totals to the bottom of these progress columns is a useful way of seeing how far through a stage you are, or for keeping an eye on whether you're tracking under or over with the completed work so far.
Working from Priorities
Once you've setup your project board, you can use this as the control centre to run and manage the project.
You can create tasks for team members and log time directly from here by turning over a job or item card, and creating a To Do.
Once you've added details about the task and selected the team member who will work on it, you have the choice to create the task, log it, or start tracking time on it.
Remember, that you can also use the Job Card in the Project Resources column to create quotes, expenses and invoices on this job.
If at any time you want to dive into the job plan to take a closer look at how the job is setup, just click on the name of the job to open it.
Now, you've got your project board setup and ready to go.
If you found this useful, then it's a good idea to create a template project board with the columns mentioned in this article setup. Just duplicate this board and populate it for any future projects.
You can watch an in-depth webinar on setting up a project Priority board below.