Getting started: Focus by sorting

So you created your planning using boards, list and items and you are working with your team to get it done. Along the way things will change and you will be discussing the status of the work with your team and stakeholders, finding solutions from problems that arise and progressing through your work.

Find out how you can keep your focus by literally look at your planning from different angles by sorting your boards. As an example we’ll create a view on who is doing what, how work is progressing and when items are due.

Back to moving..

Let’s get back to the example boards on moving houses, on this board there are 5 lists that contain items, ordered by items needed to be done 1 month before moving, 1 week before moving, on moving day, after moving day and a list of issues and risk. The initial plan view based on the lists is shown in the overview below.

placker_board_example_move_houses

Change your perspective

In planning and execution phase of your work you probably do not only want to look at how you created your initial planning, you’ll also need to make sure the planning fits from different perspective, for example to spread the responsibilities in your team, ensure the work is progressing in the right way and you adhere to  the planned timelines. With Placker you can literally create different perspectives by sorting your board. We’ll show how you can sort your board based on the basic attributes.

In the top bar you can find the ‘Sort board by:’ dropdown menu to do so, by default the board is sorted by list, but other options are available, Type, Owner, Status, Progress and Time. We’ll look into Owner, Progress and Time.

WHO (is doing what)?

Placker items always have one owner who is responsible for the item. When you sort your board by owner, each owner will get his/her own list containing all items that are assigned to the owner. The example board  has three members, Reinder, Sara and System. Sorting the board based on owner will create the following view.

moving-houses-sorted-owner

Great for understanding the split of responsibilities in your team, if you want to add an item for a team member, simply click on the + icon in the list header to add an item for the specific member. In this case it seems that items are evenly distributed amongst the team members.

HOW (is the work progressing)?

The progress attribute represents the flow of the item from Open (new) through In Progress (started) to Completed (finished), Items can also be Pending (something is blocking progress) and Cancelled (item is no longer worked on). Sorting by progress will visualize the status of your work based on the workflow of your items, and helps you to understand the workload of your team. Productivity methods like getting things done or the original Kanban also utilizes a visual flow.

moving-houses-sorted-progress

In this case it is clear that the activities are just starting, most items are still open, some are in progress, only one is pending and three are completed. Also here you can add items directly to the specific progress value by pressing the + button in the header of the list and add your item.

WHEN (are activities due)?

Are you and your team members starting your items in time, what items are planned to start today and this week? You can visualize the timeliness of your items by sorting on time, Placker will use the date and progress attributes to validate the items automatically, if you update the time or progress attribute, the timeliness will be re-validated so you will always see the correct status. When the move houses board is sorted on time, the following overview is generated:

moving-houses-sorted-time

Looking at the move houses board from this perspective it is clear that 11 items are late (overdue), and all but one item needs to be completed this week. This view will probably trigger some alarm bells to ensure the work can be completed as planned this week.

Quick how-to on sorting

  • Sort your board by selecting the sorting method in the top menu ‘sort board by:’.
  • Enable or Disable sorting for attributes by selecting ‘View sort settings’ in the sorting menu or from ‘board settings’ and enable/disable the attributes to sort on.
  • Create custom attributes in the ‘board setting’, any type that is selectable can be used to sort your board on.
  • Update the attribute by dragging and dropping the items from list to list. (except for the time based sort).