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:
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:
Add a Checklist to the Task: Open the task and navigate to the Checklist tab.
Break It Down: Add each subtask as a checklist item.
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:
Open your board and click the Team Icon in the toolbar.
Enter the email address of the person you want to invite.
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 Cards are perfect for sharing files that are tied to a specific task. Here’s how file sharing works in Task Cards:
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.
Instant Access for Everyone Involved: Anyone inside the board has immediate access to the attached files, keeping collaboration smooth and efficient.
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.
For files that affect the entire project, Board Attachments are the way to go. Here’s how file sharing works at the board level:
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.
Centralized File Sharing: All board members can access these files instantly, ensuring that key project resources are always within reach.
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.
Managing communication while working on projects can be a challenge. Inbox clutter, endless notifications, and the need to switch platforms just to reply can slow down your workflow. It’s a frustrating and time-consuming process.
The “Reply By Email to Chat” feature makes it possible to respond directly to chat notifications from your email. Just hit “Reply” in your email client, and your message syncs seamlessly with the corresponding chat – effortlessly keeping the conversation flowing and organized.
Here’s how this feature works for both task card chats and board-level chats, and why it can make collaboration smoother and more efficient.
When a conversation happens within a task card, email notifications include the chat history and task details. You can hit “Reply” in your email client, and your response will instantly appear in the chat section of the task card.
Board-level communication is equally seamless. Chat messages from the board chat are delivered to your email, and when you respond, your reply syncs back into the board chat for everyone to see. No logins required!
The Magic Behind “Reply By Email to Chat”
Stay in Context: Email notifications include the full conversation thread, linked directly to the relevant task or board. You can hit “Reply” in your email, and your message is automatically synced as a chat update, keeping everything connected and clear.
No Clutter, Just Clarity: Unnecessary email signatures, logos, and attachments are automatically removed, ensuring discussions remain clean, focused, and easy to follow.
Keep Everyone Aligned: Your email reply isn’t just logged—it’s instantly visible to all teammates with access to the task or board, ensuring that everyone stays updated and on the same page.
How Does it Help You
Save Time and Energy: Replying directly from your inbox means you skip the hassle of switching tabs or logging in, letting you focus on your work.
Keep Things Professional: Chats are clean and distraction-free, making it easier for your team to follow discussions and make decisions faster.
Perfect for Remote and Busy Teams: This feature ensures remote teams stay connected, and no update gets delayed, regardless of time zones.
How It Helps in Real Life
Tight Deadlines: Quickly provide updates or answer questions without pausing your workflow.
Collaborating Across Time Zones: Ensure remote teammates stay informed without requiring you to log into Kerika.
Simplifying Task Reviews: Add notes or feedback directly from your inbox, with everything tied to the correct task.
Why You’ll Love It
The “Reply By Email to Chat” feature keeps communication streamlined, organized, and accessible. It’s not just a time-saver, it simplifies collaboration, ensuring everyone stays connected and aligned without unnecessary effort or steps.
Conclusion
The “Reply By Email to Chat” feature transforms how teams communicate by making collaboration seamless and efficient. With the ability to reply directly from your inbox, every update stays organized, accessible, and tied to the right task or board. This approach not only saves time but also ensures clarity and alignment across your team, even when working remotely or under tight deadlines.
Managing complex assignments can often feel like a juggling act. Limited customization, rigid layouts, and repetitive shuffling of tasks can make the process more tedious than it needs to be.
A well-designed Actions Menu can give you the flexibility to tailor your task board to your unique workflow. From rearranging and renaming columns to moving tasks and sorting them by priority, due dates, or assignments, these features can simplify even the most complex projects.
Ready to take full control of your workflow? Let’s explore how the Actions Menu can help you streamline your tasks and boards with ease.
What is the Column Actions Menu?
The Column Actions menu is a gateway for organizing and customizing your task boards. Accessible through the three-dot menu at the top of each column, it provides a range of options to modify and manage your board layout.
Key Features:
Add Columns: Insert new columns to refine your workflow.
Move Columns: Rearrange columns to match your project’s priorities.
Rename or Hide Columns: Keep your board visually tidy by renaming or temporarily hiding sections.
Transfer Columns Across Boards: Seamlessly migrate an entire column to a new board without losing any tasks.
The Task Actions Menu: Sorting Made Simple
Alongside the Column Actions menu, the Task Actions menu helps you manage tasks efficiently within a column.
Sorting Tasks:
The Sort All Tasks option allows you to organize tasks effortlessly based on the following:
Sort by Due Date: Prioritize tasks with approaching deadlines.
Sort by Status: Group tasks by progress stages (e.g., In Progress, Completed).
Sort by Priority: Highlight high-priority tasks so nothing critical gets missed.
Sort by Assigned Person: Organize tasks by assignees for better clarity on responsibilities.
Sort by Title: Alphabetically sort tasks for quick referencing.
Select All Tasks:
Need to take action on multiple tasks at once? Use the Select All Tasks feature to apply bulk changes efficiently.
Why You’ll Love These Features
Improved Organization: Customize your task board to fit your exact project requirements, whether you’re managing a marketing campaign or a software development sprint.
Enhanced Flexibility: As projects evolve, so can your board. Adjust columns and tasks dynamically without disrupting your workflow.
Streamlined Task Management: Combine column actions with task sorting and bulk selection for a perfectly organized board.
Sort Within Columns: Use Task Actions to align tasks by priority or deadlines for better clarity.
Experiment with Layouts: Don’t let your board stagnate – keep updating column arrangements as your team’s needs change.
Wrap-Up
The Column Actions and Task Actions features give you the tools to adapt and optimize your workflow effortlessly. Whether you’re adding a column, sorting tasks, or moving a column to another board, these options let you tailor your board to suit your needs.
Switching between projects in some tools can feel like a chore. Clicking through endless menus, searching for the right board, and trying to track what’s due can quickly become overwhelming. It’s a process that wastes time and drains your focus.
A better approach simplifies everything. Imagine seamlessly moving between projects, checking what’s due, catching up on updates, or focusing on your assigned tasks – all with just a click. No distractions, no hassle, just a smoother way to stay organized.
Want to see how this can transform your workflow? Let’s break it down step by step.
Seamless Project Switching:
Quick Steps to Get Started
Click the Open Boards button in the top menu.
Browse through your boards, neatly grouped by account or sorted into special views.
Pick the board you need, and you’re there – no extra steps, no confusion.
How The Options Work:
What’s Assigned to Me: Perfect for zeroing in on your to-dos.
What’s Due: Keep track of deadlines and tackle high-priority tasks first.
What’s New & Updated: Catch up on recent updates without digging through every board.
See Shared Boards at a Glance: Shared boards are grouped by accounts, making it easy to navigate projects shared with you by teammates, clients, or collaborators.
Why You’ll Love It
It Saves You Time: No more hunting around to find the right board. Jump straight into what matters.
It Keeps You Focused: With shortcuts like What’s Due, you can prioritize your day without feeling scattered.
It Simplifies Your Workflow: Switching between projects is so smooth, it feels effortless and natural.
How It Helps in Real-Life Scenarios
Juggling Multiple Teams: If you’re managing different teams, you can easily check their progress by hopping between their boards.
Starting Your Day Right: Use What’s Assigned to Me to kick off your day with a clear game plan.
Keeping Up with Changes: Need to catch up? Check What’s New & Updated and see all the latest changes at a glance.
Effortless Collaboration: Quickly access shared boards for seamless updates and collaboration with clients or other teams.
Wrap-Up
Seamless navigation tools make managing multiple projects and shared boards simple and efficient. Whether you’re tracking deadlines, catching up on updates, or diving into a shared workspace, everything you need stays organized and easily accessible.
Das Wechseln zwischen Projekten kann sich in manchen Tools wie eine lästige Pflicht anfühlen. Das Klicken durch endlose Menüs, die Suche nach dem richtigen Board und der Versuch, den Überblick über die Fälligkeit zu behalten, kann schnell überwältigend werden. Es ist ein Prozess, der Zeit verschwendet und Ihre Konzentration raubt.
Ein besserer Ansatz vereinfacht alles. Stellen Sie sich vor, Sie wechseln nahtlos zwischen Projekten, prüfen Fälligkeiten, informieren sich über Updates oder konzentrieren sich auf Ihre zugewiesenen Aufgaben – alles mit nur einem Klick. Keine Ablenkungen, kein Stress, einfach eine reibungslosere Art, organisiert zu bleiben.
Möchten Sie sehen, wie sich Ihr Workflow dadurch verändern kann? Wir erklären es Ihnen Schritt für Schritt.
Nahtloser Projektwechsel:
Schnelle Schritte zum Einstieg
Klicken Sie auf dasOffene BoardsSchaltfläche im oberen Menü.
Durchsuchen Sie Ihre Boards, übersichtlich nach Konto gruppiert oder in spezielle Ansichten sortiert.
Wählen Sie das Board aus, das Sie benötigen, und schon sind Sie da – keine zusätzlichen Schritte, keine Verwirrung.
So funktionieren die Optionen:
Was mir zugewiesen ist: Perfekt, um sich auf Ihre Aufgaben zu konzentrieren.
Was ist fällig: Behalten Sie Fristen im Auge und erledigen Sie Aufgaben mit hoher Priorität zuerst.
Was ist neu und aktualisiert: Bleiben Sie über die neuesten Updates auf dem Laufenden, ohne jedes Board durchsuchen zu müssen.
Gemeinsam genutzte Boards auf einen Blick:Freigegebene Boards sind nach Konten gruppiert, sodass Sie ganz einfach durch Projekte navigieren können, die von Teamkollegen, Kunden oder Mitarbeitern für Sie freigegeben wurden.
Warum Sie es lieben werden
Es spart Ihnen Zeit:Keine lange Suche mehr nach dem richtigen Board. Springen Sie direkt zu dem, was wichtig ist.
Es hält Sie konzentriert:Mit Verknüpfungen wieWas ist fällig, können Sie Ihren Tag priorisieren, ohne sich zerstreut zu fühlen.
Es vereinfacht Ihren Arbeitsablauf:Das Wechseln zwischen Projekten verläuft so reibungslos, dass es sich mühelos und natürlich anfühlt.
Wie es in realen Szenarien hilft
Jonglieren mit mehreren Teams:Wenn Sie verschiedene Teams verwalten, können Sie deren Fortschritt einfach überprüfen, indem Sie zwischen ihren Boards wechseln.
Beginnen Sie Ihren Tag richtig:Verwenden Was mir zugewiesen istum Ihren Tag mit einem klaren Spielplan zu beginnen.
Mit den Änderungen Schritt halten:Müssen Sie aufholen? PrüfenWas ist neu und aktualisiertund sehen Sie alle aktuellen Änderungen auf einen Blick.
Mühelose Zusammenarbeit:Greifen Sie schnell auf freigegebene Boards zu, um nahtlose Aktualisierungen und die Zusammenarbeit mit Kunden oder anderen Teams zu ermöglichen.
Zusammenfassung
Nahtlose Navigationstools machen die Verwaltung mehrerer Projekte und freigegebener Boards einfach und effizient. Egal, ob Sie Termine verfolgen, Updates abrufen oder in einen freigegebenen Arbeitsbereich eintauchen – alles, was Sie benötigen, bleibt organisiert und leicht zugänglich.
Mistakes happen – tasks can sometimes be deleted by accident. That’s why having a safeguard in place is essential to ensure nothing important is lost forever.
When tasks are deleted, they don’t disappear permanently; instead, they’re moved to a Deleted Column of your board. This provides a safety net, allowing tasks to be reviewed or restored if needed. However, the ability to permanently delete tasks is restricted to Board Admins.
This setup ensures accountability while maintaining flexibility. Team members can delete tasks knowing they can be recovered if needed, but permanent removal requires an Admin’s oversight, keeping task management secure and deliberate.
When a task is deleted, it’s not gone forever. Instead, it’s moved to the Deleted Column, where it stays until further action is taken.
Recover Tasks Anytime: Anyone on the board can restore deleted tasks from this column if they realize a mistake has been made.
No Pressure: You don’t need to worry about accidental clicks or hasty decisions – everything remains recoverable.
2. Only Board Admins Can Permanently Delete
When it’s time to clean up the Deleted Column for good, only the Board Admins can step in to permanently remove tasks.
Added Protection: By restricting this authority to admins, you can make sure that no task is permanently deleted without careful consideration.
Clear Accountability: This feature adds a layer of control, ensuring that critical tasks are not lost due to unintentional actions.
Why This Matters
Avoid Losing Important Work The Deleted Column acts as a safety net, allowing team members to delete tasks without the fear of losing them permanently. Tasks remain recoverable until a Board Admin decides otherwise, offering both flexibility and security.
Maintain Control Board Admins have the authority to oversee permanent deletions, ensuring that only unnecessary or duplicate tasks are removed. This structure helps maintain clarity and keeps projects well-organized.
Promote Accountability Restricting permanent deletion rights encourages teams to manage tasks carefully, reducing errors and promoting a reliable, transparent system. This approach fosters trust and responsibility across the board.
Conclusion
Deleted tasks are recoverable until a Board Admin takes action, ensuring safety, accountability, and control. This approach prevents accidental losses and keeps your workflow secure and organized.
Your workspace should work for you, not the other way around. Customization options allow you to tailor everything from background colors to notifications and whiteboard tools, helping you stay organized and productive.
To start personalizing your workspace, you’ll need to access the Preference Settings in your account. Here’s how:
Click on your Profile Icon in the top-right corner of the screen.
Select My Preferences from the dropdown menu.
These settings let you create an experience that fits your unique work style. Now that you know how to access the settings, let us guide you step by step how you can use each customization option.
How It Works: Adjusting Preferences
Preferences are typically grouped into three main categories: General, Notifications, and Whiteboard. Each section provides straightforward options designed to enhance your workflow and optimize your experience.
Here’s a closer look at how these settings work:
General Settings: Make Your Workspace Yours
Background Color: ● Choose a background color that’s easy on your eyes and suits your style
● Pick from a variety of options to make your workspace visually appealing.
Use Tags for Task Boards ● Enable this feature to automatically include tags on new task boards and templates you create.
● Helps you stay organized and categorize tasks effortlessly.
The Benefits: Customizing the visual aspects of your workspace makes it feel more intuitive and less cluttered, helping you stay focused.
Notifications: Stay in the Loop Without Overloading
Chat Notifications ● Get emails when there’s board-level chat or when someone chats on a task you’re involved in.
Activity Updates for Admins ● Receive notifications when new tasks are added, completed, or reassigned on boards you administer.
Daily Task Reminders ● Opt for a daily email summary sent at 6 AM, showing overdue tasks and those due this week or next.
● Group tasks by date or board for easy tracking.
The Benefits: With flexible notifications, you can stay informed about what matters most without getting bombarded by unnecessary updates.
Whiteboard Settings: Streamline Your Creative Process
Lines and Shapes ● Set default line styles, thickness, and colors to create clean, consistent visuals.
Text on Canvases ● Choose your preferred font style, size, and color for a polished look.
Grid Options ● Enable snapping to grid and set the grid size to keep your designs aligned and professional.
The Benefits:
These settings make whiteboards perfect for brainstorming, planning, or designing, ensuring your work looks great and stays organized.
Wrap Up
Whether it’s adjusting visual elements, tailoring notifications, or streamlining creative tools, these options are designed to enhance your productivity and keep your work environment organized. Taking a few moments to personalize your settings can lead to a more efficient and enjoyable experience every day.
A busy board can sometimes feel like a maze, especially when you’re juggling tasks with varying priorities. The Highlight Feature makes it easy to cut through the noise, letting you filter and visually emphasize tasks that meet specific criteria.
Here’s how to use this feature to stay on top of your projects:
How to Use the Highlight Feature
1. Access the Highlight Option
Click the Highlight Icon on your board.
2. Choose What to Highlight
Select from predefined options or create custom filters:
What’s assigned to me: Instantly see all the tasks assigned to you, so you can stay on top of your responsibilities.
What needs attention: Highlights tasks that may require follow-up or have upcoming deadlines, ensuring nothing falls through the cracks.
What’s marked as High Priority or Critical: Focus on tasks that are essential to the project’s success.
What’s overdue: Clearly identifies tasks that are past their due dates, helping you address delays quickly.
Custom Highlight: Create tailored filters by combining parameters like assignees, task status, due dates, priorities, and tags. You can use one or multiple filters at a time to find out what matters to you most on the board.
Why It Works
Focus on Your Tasks with “What’s Assigned to Me”Filter tasks assigned to you to concentrate on your responsibilities without getting sidetracked by other items on the board. It’s an efficient way to stay on top of your personal workload.
Identify Urgent Work with “What Needs Attention”Highlight tasks that require immediate focus, whether due to an upcoming deadline or stalled progress. This filter helps you spot bottlenecks and maintain project momentum.
Stay on Top of Critical Work with “What’s Marked as High Priority or Critical”High-priority tasks demand attention. This option ensures that crucial work gets the focus it deserves, helping you drive the project toward success.
Address Overdue Items with “What’s Overdue”Quickly identify overdue tasks and take action by reallocating resources or following up with team members to bring them back on track.
Customize Your Workflow with Custom HighlightsThe Custom Highlight feature allows you to set multiple conditions, such as showing tasks assigned to a specific person, marked as “Needs Review,” and due within a week. Tailor these settings to create a personalized focus view that suits your specific workflow.
Conclusion
With the Highlight Feature, you can cut through distractions and focus on what matters, ensuring a clear and efficient workflow. Whether managing your workload or overseeing the entire team, highlights help you stay productive and focused.
Managing multiple projects can quickly lead to a cluttered workspace, making it challenging to stay focused on what matters most. Archiving boards offers an easy way to move completed or inactive projects out of sight while keeping them accessible for future reference.
Here’s a closer look at how archiving boards can help you stay organized:
How to Archive Boards
1. Move a Board to Archive
Click the three dots on the board you want to archive.
Select Move to Archive from the dropdown menu.
2. Access Archived Boards
Use the Include from Archive checkbox in your Home view to display archived boards.
Retrieve archived boards anytime for reference or reuse.
When to Archive Boards
Project Completion: Once a project is finished and doesn’t require active management, archive its board to clear your workspace.
Inactive Projects: Temporarily archive boards for projects that are on hold or waiting for approval.
Focus on Active Tasks: Archiving keeps your Home view streamlined, ensuring only current and relevant tasks are visible.
Why It Works
Declutter Your Workspace: Focus only on active boards and tasks.
Quick Access to Past Projects: Safely store completed or paused boards for future reference.
Streamlined Workflow: Keep your Home view neat and organized for better productivity.
Conclusion
Archiving boards is a simple yet effective way to declutter your workspace, allowing you to focus on what matters most while keeping past projects accessible. Whether it’s completed tasks or paused initiatives, archiving ensures your workflow remains streamlined and organized without losing valuable information.
