Keeping tasks organized is essential for smooth workflows, especially when managing a high volume of items. Task numbering can add clarity and make referencing specific tasks more efficient. But manually numbering tasks? That’s time-consuming and prone to errors.

This is where Auto-Numbering comes in. With this feature, each task card is automatically assigned a unique number as soon as it’s created, ensuring every task is identifiable at a glance.

Let’s dive into how auto-numbering works and how you can enable it to streamline your projects.

What Is Auto-Numbering?

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Auto-numbering assigns a sequential number to each new task card on a board. This numbering is unique to the board and helps teams quickly refer to tasks in discussions, reports, or updates without confusion.

How to Enable Auto-Numbering

1. Access Board Settings: Click on the gear icon in the top-right corner of the board to open the settings menu.
2. Enable the Option: Under the Settings tab, toggle the Auto-Numbering of Tasks option to activate it.
3. See It in Action: From now on, every new task card created on the board will automatically display a unique number in the title area.

Why Auto-Numbering Matters

• Quick Task Reference: Numbers make it easier to reference specific tasks during meetings or while collaborating with teammates.
• Clear Communication: Instead of describing tasks in detail, simply refer to them by their assigned number for faster communication.
• Efficient Organization: Task numbering adds an extra layer of structure to your board, making it easier to track and manage.

Real-Life Applications

• Project Reporting: Quickly list task numbers in updates or documentation for clarity.
• Team Discussions: Refer to tasks by their number during team meetings to avoid confusion.
• Progress Tracking: Easily identify which numbered tasks are completed or still in progress.

Conclusion

Auto-numbering brings simplicity and order to task management, eliminating the hassle of manually keeping track of task identifiers. Whether you’re managing a complex project or a small workflow, this feature ensures every task is easily recognizable and trackable.

When managing tasks in any project, bottlenecks can slow progress and make it difficult to identify where attention is needed most. That’s where Work-in-Progress (WIP) Limits come in.

By setting clear limits on how many tasks can be in progress at any given time, WIP Limits help you manage workload effectively, ensuring smooth task flow across your projects.

Let’s break down how WIP Limits work and how they can improve your team’s efficiency.

What Are WIP Limits?

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WIP Limits set a cap on the number of tasks allowed in specific columns on your board. For example, if a column is titled “In Progress,” you can set a limit of 5 tasks, ensuring the team doesn’t overload themselves or lose focus.

This method aligns with lean project management practices, helping teams balance capacity and avoid unnecessary delays.

How to Set WIP Limits

1. Open the Board Settings: Click on the gear icon in the top-right corner of your board to access the board settings.
2. Enable WIP Limits: Under the Settings tab, toggle the “Work-in-Progress (WIP) Limits” option to activate it.
3. Set Column-Specific Limits: Go to the Columns tab and assign specific WIP Limits to each column based on your team’s workload.

Why WIP Limits Work

1. Prevent Overload: Limiting tasks ensures your team focuses on what’s already in progress before starting new ones.
2. Identify Bottlenecks: When a column reaches its WIP Limit, it’s a signal that tasks need attention before more can be added.
3. Improve Task Flow: WIP Limits help your team work efficiently, moving tasks through the pipeline without overwhelming any stage of the process.

Real-World Benefits

• Balanced Workload: Teams stay focused and productive without the stress of too many tasks piling up.
• Improved Collaboration: Clear limits encourage teams to finish tasks collaboratively before starting new ones.
• Better Task Prioritization: Focus shifts naturally to high-priority tasks to keep the workflow moving.

Conclusion

Work-in-Progress Limits bring structure and clarity to task management, making it easier to identify bottlenecks and maintain a steady workflow.

Managing access to your project boards is a key part of keeping your work organized and secure. Whether you’re working on a private team project or something meant for wider collaboration, privacy settings let you control who can see and use your boards.

Here’s how it works:

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Privacy Options:

• Only People on the Team:This setting ensures that only the people explicitly added to the board can see or interact with it. It’s perfect for projects where confidentiality is critical, like sensitive internal workflows or restricted client projects.
• Everyone in Account Team:Need a little more visibility without opening it up to the whole world? With this setting, all members within your account team can view the board. It’s ideal for internal projects where team-wide transparency is helpful, but control is still important.
• Anyone with the Link:Want maximum accessibility? This option allows anyone with the board’s link to view it – even if they don’t have a Kerika account. However, keep in mind that while they can see the board, they won’t be able to make changes unless they’re explicitly added as a team member or admin.

Key Things to Know:

• Public Boards and File Visibility:When you set a board to “Anyone with the Link,” all files attached to the board become publicly accessible. If you’re using integrations like Google Drive, this means those documents will also be open to anyone with the link.
• Account-Specific Restrictions:If you’re using a paid Google Workspace account, Google’s policies may prevent you from setting a board to “Anyone with the Link.” This ensures compliance with organizational security protocols.

How to Adjust Privacy Settings:

1. Open your board and go to Settings.
2. Under the Privacy section, choose the level of access that fits your needs.
3. Save your changes, and you’re good to go!

Conclusion:
Privacy settings give you the flexibility to manage who can see and interact with your boards, making collaboration secure and seamless. Whether you’re sharing with a small team or opening a board for public viewing, you’re in full control.

Assigning tasks clearly and efficiently is the cornerstone of effective teamwork. But here’s the thing: not all tools make it easy to assign tasks to more than one person. And let’s face it, many tasks often require collaboration from multiple people to get done right.

Some tools let you assign tasks to just one person, which can leave teams scrambling to figure out responsibilities. However, there’s a way to assign tasks to multiple team members effortlessly, ensuring everyone stays in sync and collaboration flows naturally.

Here’s how task assignment works and how you can break big tasks into smaller, manageable pieces using checklists:

Assign Tasks To Your Teammates

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This is how you can assign a task to one or more teammates, making it perfect for team-based responsibilities:

1. Open the Task: Click on the task you want to assign.
2. Select Team Members: Use the Assign This Task option to choose one or more teammates.
3. Apply the Assignment: The task will now appear on the dashboard of everyone assigned to it, ensuring clarity and accountability.

Why It Works:

• Perfect for collaborative tasks requiring input from multiple team members.
• Keeps everyone informed and aligned on their responsibilities.

Use Checklists to Assign Subtasks

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For larger tasks that need to be broken into smaller steps, Using checklists, you can assign subtasks to specific team members, ensuring every detail is handled:

1. Add a Checklist to the Task: Open the task and navigate to the Checklist tab.
2. Break It Down: Add each subtask as a checklist item.
3. Assign Subtasks: Assign individual checklist items to one or more team members, ensuring every step has a clear owner.

Why It Works:

• Simplifies big tasks by organizing them into smaller, actionable steps.
• Ensures accountability at every level of the task.

Wrapping up

Efficient task assignment is key to fostering collaboration and ensuring accountability within a team. By assigning tasks to multiple teammates or breaking them into smaller subtasks with checklists, you create clarity and streamline workflows. These features allow teams to stay organized, align responsibilities, and work together seamlessly to achieve their goals.

Collaboration thrives when everyone has clear roles and the right level of access. Inviting teammates to your board can be a straightforward process, ensuring everyone – from project managers to designers and external stakeholders, can contribute effectively.

Here’s how you can add teammates and manage their roles with ease:

Adding Teammates to Your Board

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Step 1: Invite Teammates

1. Open your board and click the Team Icon in the toolbar.
2. Enter the email address of the person you want to invite.
3. Select a role for them: Board Admin, Team Member, or Visitor.

Step 2: Assign Roles

• Board Admin: If you have created the board, then by default you’re a Board Admin. But you can give full control of the board to someone, which includes managing team members and settings.
• Team Member:  Can collaborate on tasks, upload files, and contribute to the board. Ideal for designers, developers, and other contributors.
• Visitor: View-only access. Great for external stakeholders or clients who just need to monitor progress.

Step 3: Add Them to the Team

Click Add, and your teammate is instantly part of the board with the role you’ve assigned.

Benefits of Role-Based Access:

Board Admin: Full Control for Team Leads

By default, the board creator becomes the admin, but you can assign admin rights to others as needed.

Key Benefits:

• Manage team members, update board settings, and maintain control over the board’s structure.
• Ideal for projects with multiple leads or project managers who need equal control.
• Prevents bottlenecks if a single admin is unavailable, such as during vacations or other absences.

Admins play a crucial role in keeping the board organized, functional, and collaborative, ensuring leadership tasks are handled smoothly.

Team Member: Empower Your Contributors

Team Members have all the tools they need to get the job done. They can collaborate on tasks, upload files, and contribute to the board’s progress.

Key Benefits:

• Ideal for designers, developers, and other active contributors.
• Keeps the board dynamic by enabling hands-on collaboration while maintaining admin oversight.

Team Members drive the project forward, making them the backbone of productive teamwork.

Visitor: Keep Stakeholders in the Loop

Visitors have view-only access, which means they can monitor the board’s progress without making changes.

Key Benefits:

• Perfect for external stakeholders or clients who only need to see updates.
• Ensures transparency without compromising the board’s structure or workflow.

Visitors are ideal for keeping everyone informed without adding complexity.

Conclusion

Adding teammates should be straightforward and adaptable to your team’s needs. A well-designed role-based system ensures smooth collaboration, whether you’re working with a close-knit team or coordinating with external stakeholders. By assigning the right roles, you can create a more efficient and seamless workflow for everyone involved.

Sharing files across a team, whether it’s design mockups, campaign assets, or technical documents, can quickly become a complicated process. Ensuring everyone has the right files at the right time often feels like a juggling act.

The good news is that file sharing doesn’t have to be a hassle. By organizing and sharing files in the right way, you can make collaboration seamless, whether it’s sending a design file to your creative team or providing a project roadmap to stakeholders.

Here’s how you can streamline file sharing to keep your team connected and productive:

Task Card Attachments

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Task Cards are perfect for sharing files that are tied to a specific task. Here’s how file sharing works in Task Cards:

1. Attach Files Directly to the Task: Upload files or link resources directly to the task card. Your teammates can access these files without searching through emails or separate folders.
2. Instant Access for Everyone Involved: Anyone inside the board has immediate access to the attached files, keeping collaboration smooth and efficient.
3. File Sharing Benefits: No confusion over which files are relevant to the task. All task-related materials stay together, so your team always knows where to look.

Task Cards make file sharing focused, relevant, and effortlessly organized.

Board Attachments

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For files that affect the entire project, Board Attachments are the way to go. Here’s how file sharing works at the board level:

1. Upload or Link Files for the Whole Team: Add files or external links to the board that everyone can access, like project charters, shared templates, or reports.
2. Centralized File Sharing: All board members can access these files instantly, ensuring that key project resources are always within reach.
3. File Sharing Benefits: Perfect for team-wide updates or resources. Keeps your project running smoothly by ensuring everyone has access to the same information.

Board Attachments make it easy to share files that matter across your entire team.

Conclusion:

Effective file sharing is essential for smooth collaboration. By attaching files to specific tasks or centralizing project-wide resources, your team can stay organized and connected without the usual confusion or delays. Whether you’re focusing on task-specific details or sharing key resources across a project, having the right system in place ensures everyone has what they need when they need it.

Streamline your workflow by keeping your files accessible and organized, and make teamwork as efficient as it should be.