Introduction
This guideline outlines how we manage team tasks across our three core teams:
- Internal Project Team: Handles all projects belonging to SGTLab
- Client Project Team: Manages all client-related projects, such as those for Eyemovic, etc.
- Marketing Team: Oversees all activities related to marketing efforts.
We use GitHub Projects to organize tasks and Chatwork for real-time communication. Tasks are categorized, prioritized, and tracked using boards in various views (Kanban, Roadmap, Table).
Team Structure and Boards
1. Boards by Team
Each team has its own GitHub Project board:
- Internal Project Team Board
- Manages internal development and operational projects.
- Client Project Team Board
- Tracks tasks related to client projects and requests.
- Marketing Team Board
- Organizes marketing activities, campaigns, and content creation.
2. Shared Overview Board (Optional)
A master board aggregates critical tasks from all teams for cross-team visibility and manager oversight.
Task Management Workflow
1. Task Creation
Tasks can be created weekly, monthly, or on an as-needed basis:
- Weekly Planning: Operational tasks created and assigned during the weekly planning session.
- Monthly Planning: Strategic or long-term tasks broken into milestones and tracked.
- Urgent Tasks: Created as they arise and marked as high priority.
Task Naming and Labels
- Use clear and concise task titles.
- Add appropriate labels for clarity (e.g., High Priority, Bug, Feature, Marketing).
Task Description Template
Include the following in the task description:
### Task Description
[Provide a clear description of the task.]
### Deliverables
- [List deliverables]
### Priority
[High/Medium/Low]
### Deadline
[Specific date or time frame]
2. Task Assignment
- Assign tasks during the planning session.
- Consider each team member’s availability and workload.
- Use GitHub's table view to ensure balanced distribution.
Reassignment: Uncompleted tasks from the previous week should be reprioritized and reassigned if needed.
3. Managing Urgent Tasks
Urgent tasks are handled with priority:
- Labels: Add High Priority for visibility.
- Fast Lane Column: Move urgent tasks to a dedicated column for immediate focus.
- Notifications: Notify the team via Chatwork when new urgent tasks are created.
Board Setup
Internal Project Team Board
| Column | Purpose |
|---|---|
| Ideas | Brainstorming tasks or new initiatives. |
| Backlog | Tasks planned but not started. |
| In Progress | Tasks currently being worked on. |
| Review | Tasks needing code or peer review. |
| Testing | Tasks undergoing testing. |
| Done | Completed tasks. |
Client Project Team Board
| Column | Purpose |
|---|---|
| Client Requests | New requests from clients awaiting triage. |
| In Progress | Tasks actively being worked on. |
| Waiting for Client | Tasks needing client feedback or approval. |
| Under Review | Tasks under internal review. |
| Done | Completed tasks. |
Marketing Team Board
| Column | Purpose |
|---|---|
| Goals & Strategy | High-level quarterly, monthly goals |
| Backlog | ideas, tasks, or concepts that support the goals |
| Todo | This item hasn't been started |
| In progress | This is actively being worked on |
| Review/Approval | Tasks that require feedback or sign-off before completion |
| Done | This has been completed |
Communication and Updates
1. Weekly Updates
- Each team updates their board status during the weekly sync.
- Managers summarize updates and post them in Chatwork. Example: >Weekly Update > - Internal Team: Completed Task X, Task Y in progress. > - Client Team: Resolved client issue for Project A.
2. Urgent Task Notifications
Notify the relevant team members in Chatwork when new urgent tasks are created or updated.
Automation and Reporting
1. Automation
- Use GitHub Actions to:
- Notify Chatwork of new tasks, assignments, or status changes.
- Automatically move tasks to Done when closed.
2. Reporting
Generate weekly reports using GitHub’s built-in analytics or external tools to track:
- Task completion rates.
- Team workloads.
- Time spent on urgent tasks.
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Weekly and Monthly Syncs
1. Weekly Sync
- Purpose: Review progress, identify blockers, plan for the next week.
- Duration: 30–60 minutes.
- Agenda:
- Review completed tasks.
- Discuss in-progress tasks and blockers.
- Assign new tasks for the upcoming week.
2. Monthly Sync
- Purpose: Evaluate long-term progress and align with company goals.
- Agenda:
- Review milestones and large projects.
- Plan high-level priorities for the next month.
Templates and Standardization
Task Description Template
### Task Description
[Detailed explanation of the task]
### Deliverables
- [List of deliverables]
### Priority
[High/Medium/Low]
### Deadline
[Specific due date or time frame]
Weekly Report Template
### Weekly Report: [Week of YYYY-MM-DD]
**Team Updates**
- Internal Team: [Summary of completed tasks and progress]
- Client Team: [Summary of completed tasks and progress]
- Marketing Team: [Summary of completed tasks and progress]
**Key Metrics**
- Tasks Completed: [Number]
- Tasks in Progress: [Number]
- Urgent Tasks: [Number]