The team works all week, yet nothing moves on the board. The most common reason isn’t laziness, it’s tasks that are too big. “New website” or “CRM overhaul” aren’t tasks, they’re projects. A card like that sits in the In progress column for weeks, and nobody knows how much of it is done.
1. Keep a task to a few days of work at most
A good task can be finished in one to three days. If the estimate goes over 16 hours, split it. “Shopping cart and card payment” is a good task; “Online shop” isn’t.
2. A clear finish
The task title should say when it’s done. “Import 1,200 products from Excel” has a clear finish; “Products” doesn’t. If you can’t write down the finish, the task isn’t ready for the board yet.
3. One owner, several helpers
Several people can work on a task, but one should be the main assignee who moves it forward. That way it’s always clear who to ask.
4. Subtasks for steps, not for new work
Subtasks are steps within a task: connecting the payment provider, the confirmation e-mail, tests. When they’re all ticked off, the task is ready for review. If a subtask grows into something standalone, turn it into a new task.
5. Estimate hours and compare
Give every task an hour estimate. After a month, compare the estimates with the logged hours by project. You’ll quickly see which kinds of work you regularly underestimate.
6. Review before closing
The In review column isn’t bureaucracy. The assignee says they’re done, the lead confirms. That way done really means done, for the client too.
In short
- A few days of work per task at most.
- The title says when it’s done.
- One main assignee.
- Subtasks for steps.
- Estimate hours and compare after a month.