Manage your remote team’s tasks, and collaborate effectively, no matter where you are:
This template will help you streamline your workflow, improve team productivity, and ensure that everyone is on the same page. It simplifies adding and assigning tasks, setting due dates, and tracking progress of your remote team in real-time.
So, whether you’re working on a small project or managing a large project, this template will help you and your remote team stay on top of your work and achieve your goals.
How to use columns in this template:
Resources: This is a place where you can add useful resources to the board or use the existing ones.
Backlog: Start by adding all your new tasks to this column. This serves as a central repository for all the work that needs to be completed.
In Progress: Once you start working on a task, create a new task card in this column or move a task from the Backlog column to this column by simply dragging and dropping the card from the Backlog column to this column.
In Review: Move tasks from the In Progress column to this column once they are ready for review. In the In Review column, you can assign the task to a team member for review and set a due date for when it should be reviewed.
Done: Once the task has been reviewed, you can move the card to the ‘Done’ column. Simply drag and drop the task card to the ‘Done’ column or mark it as ‘Done’ from the Task Status option. In the Done column, you can keep a record of all completed tasks and their corresponding details.
The transition to remote work has been swift, and digital tools have become the backbone of modern workplaces. However, the landscape of remote work is still fairly new and many teams are still far from their greatest potential. Still, if they polish their processes, remote teams can be as productive as they would on-site, and even more. This article will present digital tools essential to optimize digital workplace workflows and productivity.
Project Management Tools
Project management tools are the backbone of any team’s workflow. Project management tools centralize your team’s tasks and projects, enabling employees to manage tasks, deadlines, and resources.
Use a project manager to track progress and identify any bottlenecks. Likewise, logging tasks and project information adds a layer of transparency and accountability to project management tools.
In any case, your workflow can only be as good as the project management software you use allows you to. Some of the most popular project management tools available include Asana, Trello, and Basecamp. However, Kerika stands out from the rest by its own merits.
Kerika: The Ultimate Management Tool for Remote Teams
Kerika is a powerful project management tool that helps teams work efficiently and collaboratively. It offers a variety of features to meet the requirements of the most demanding users. Here are some of the features that make Kerika a must-have tool for any digital workplace:
Visual Boards. Whiteboards and task boards from which users can see the big picture of a project. Visualize the workflow and identify any bottlenecks at a glance.
Integrated Chat. This feature eliminates the need for external communication tools to collaborate since team members can communicate in real-time without leaving the platform.
Task Assignments. Easily assign tasks to team members and track their progress in a complex yet intuitive tasks board. Ensure that everyone is aware of their responsibilities and deadlines, making it easier to complete projects on time.
Customizable Templates. Kerika offers customizable project board templates that can be used for different types of projects. Save time and ensure that all team members are on the same page. Plus, templates are handy for onboarding new employees into your workflow.
User-Friendly Interface. Kerika’s user-friendly interface makes it easy to navigate and use, so everyone on the team can use the tool without any training or technical expertise.
File Sharing and Collaboration Software
File-sharing software enables employees to store and work with files no matter where they are located and from multiple devices. Such flexibility reduces the time and effort needed to search for documents or to track down the latest version of a file, something methodic and disorganized employees enjoy alike.
File-sharing tools such as Google Drive also enable multiple people to collaborate on the same document simultaneously, opening the possibility of real-time feedback and faster completion of tasks. In like manner, users can easily leave comments and make suggestions.
Administrators can easily control who has access to specific files or folders, ensuring that confidential information is kept secure. Permissions can be set to allow different levels of access to different users, making it easy to share files with only those who need to see them.
Effective communication is key to a successful digital workplace. With communication platforms such as Slack, Microsoft Teams, and Zoom, team members can stay connected and work together seamlessly through video and audio calls, and screen and file sharing.
On the other hand, video conferencing tools with virtual reality (VR) technology are a more cutting-edge option. VRth finds industrial applications in industries such as architecture and engineering by allowing teams to visualize and interact with 3D models Yet, VR can also work as a space for brainstorming, meetings, and events. To know more about VR meeting platforms, check Virbela and NextMeet.
Cybersecurity tools such as firewalls, and intrusion detection systems help businesses to protect their data from cyber threats. On the other hand, these tools also help businesses to comply with data protection regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).
Additionally, virtual private networks (VPNs) are essential for any business that values data privacy and security. VPNs create a secure and encrypted connection between a business’s network and the internet, preventing unauthorized access to sensitive information. VPNs are especially important for remote workers who need to access company resources from outside the office. Here is a list of some of the cheapest VPNs.
Process Automation Software
Business process management software can help businesses streamline their operations by automating repetitive tasks and workflows, including data entry, invoice processing, and customer service.
Besides, artificial intelligence (AI) technology is increasingly being used to improve productivity in the digital workplace, taking care of complex tasks and clearing humans from them. AI-powered productivity tools can help automate tasks, provide personalized insights and recommendations, and analyze data to identify opportunities for improvement. Tools of this kind include beautiful.ai, for coming up with presentations, and Mem made to organize information.
Mind Mapping Software
Mind mapping software can help teams visualize and organize complex ideas and concepts through brainstorming, planning, and collaborating. Among popular mind-mapping tools, we find MindMeister, MindManager, and XMind.
On the other hand, digital whiteboards can help teams collaborate and brainstorm more effectively, especially in remote settings: Visualize ideas by drawing or writing them, or share them with others and receive feedback. Popular digital whiteboard tools include Miro, Google Jamboard, and Microsoft Whiteboard.
Producing great video content is essential to a successful YouTube channel, but it can be a time-consuming task if you don’t have a proper process and workflow.
A very helpful tool for planning your content workflow is the Kanban board.
Kanban boards, like Kerika’s Task Boards, can help you plan and execute your video production process, ensuring that each step is completed in a timely and efficient manner.
In this article, we will show you how you can use Kerika to set up a great workflow and process for your YouTube video production.
A Workflow for You
This template will set you up with a good workflow. Each phase of this workflow is represented by a column; let’s take a look from left to right:
The cards in this column contain helpful resources for you to get started with. The first card, for example, helps you understand how to use video tags; the second card provides a guide for how to write a good video description. And so on.
This is where you start to gather all your ideas for different videos. If you are having trouble coming up with ideas, take a look at the first card in this column.
Create Video Scripts
When you have decided a specific topic you want to work on, move its card from Content Ideas to this column and start writing your script. (And there’s a card in this column with some really useful tips on writing a template for a script.)
Record & Edit videos
Use this column to track the videos you are currently working on: once your script is ready, move the video’s card from the Create Video Script column to this column. This helps you keep track of the videos that are currently in production.
Once everything related to a particular is done, move its card to this column. This will help you track videos that are finished, but you haven’t published them yet.
Schedule / Publish Videos
When you have decided when to publish a video, move its card to this column. This way you and your teammates know which video is when going live. Kerika will remind you if you scheduled a video but forgot to publish it.
Promoting videos is essential to growing your YouTube channel: once a video is published, move its card to this column and create a checklist of where your videos should be shared and promoted.
Best Practices of Great Teams
If you are working just by yourself, you are ready to go. But if you are working for an agency or the Marketing department of a company, there will be others you need to get involved in this project.
Set up your Team Members
Kerika makes it really easy to organize your team: if there are people who will be actively involved in the video production, e.g. photographers or content writers, add them as Team Members on this board.
They will be able to make changes to this board in real-time, as they get their pieces ready, and everything that they do will be instantly accessible for everyone else that’s on this board’s team.
Set up your Visitors
There are often people who need to be informed, but aren’t necessarily going to contribute in an active way. For example, there may be a product owner who needs to keep track of videos that are relevant to their product, or a senior manager who wants to be kept in the loop.
Add these stakeholders as Visitors to this board team: they will always have a real-time view of what’s going on, but they won’t be able to move any cards or make any changes (in other words, mess up with your careful workflow!) and you won’t have to keep giving status reports. That’s a double-win.
Understand the Workflow
In a Kerika board, every column represents a particular stage in a workflow, and every card represents a specific task (e.g. a video that needs to be produced).
Start at the top-left
Open the first card in the first column
Read the instructions inside
Check out any resources that are attached to the card
Some tasks are best handled by you, and others should clearly be handed off to coworkers.
Update the cards as work gets done
A card can be assigned to one or more people, and this can change throughout the course of the project: something is initially assigned to you and then gets handed off to someone else.
As cards get worked upon, update the status of each card: start with READY, then IN PROGRESS, and so on. This makes it easy for everyone to always have a clear idea of where things stand.
Set due dates. This will help you make sure nothing slips.
Use Kerika’s chat instead of email: this will keep your communications quick and focused.
Move cards along the columns as the work progresses.
Get to Done
The team’s goal is to get all your cards all the way over to Done, on the right-end of the board.
Sometimes things that were initiated need to be discarded: maybe something turns out to be a bad idea? In that case, move the card to the Trash column. (If you change your mind later, you can always retrieve items from the Trash.)
Kerika gives you Resources
The Resources column, the first in this workflow, contains six cards to help you get started:
Video Tags: Tags are important as they help YouTube algorithms understand what your video is about. This influences when your video appears in search results.
Video Description Template: one of the most important things you can do is create descriptive, keyword-rich video titles and descriptions. This will help your videos rank higher in search results and give your audience a better idea of what your video is actually about.
Video Thumbnail Template: Your thumbnail is what appears first on your YouTube channel and in the search results, so it needs to be eye-catching and representative of your video content.
How To Edit YouTube Videos Quickly: All successful YouTubers put a lot of time and effort into their editing because that is what helps them stand out from the crowd. This card has useful links, including some of the best video editing tools.
The Easiest Way To Write A Video Script: Writing a video script for YouTube can be as easy or as difficult as you make it. If you have a clear idea of what you want to say and how you want to say it, the process can be relatively straightforward.
10+ Places To Share Your Video For More Views: Sharing your videos on other platforms lets you borrow their audience and show your content to people who might not have found it otherwise. This helps get more views and subscribers on your channel, which leads to more success on YouTube.
Start Generating Content Ideas
The second column is Content Ideas and it contains five cards:
How to Generate Video Ideas: content ideas are the basis for your YouTube videos, and without a clear idea, it is hard to plan, make, and edit videos that are engaging and effective.
This card will help you generate good video ideas. It gives you useful resources and a list of content ideas that you can use for your videos.
Your Video Ideas: Use this card to keep a list of video content ideas. Remember, no idea is too specific or too vague! Refer to this card when you need a content idea to work on.
Example Video (DUPLICATE THIS): This card will come in handy while writing your video script: it contains a template for writing content that you can duplicate for each of your content ideas and a checklist that divides the script writing process into smaller tasks.
(Example) Video Idea: Latest Smartphone Review is an example of a video idea that discusses the latest smartphones. This video needs a script to educate the viewers about the pros and cons of the latest smartphones launched this year.
(Example) Video idea: How to create a successful advertising campaign is another example of a video with tips on how to create an advertising campaign:
Create Video Scripts
This column contains two cards:
The first card will save you time by giving you a ready-made format for scripts. It offers a clear and consistent structure for you to follow, which can help organize your script ideas and ensure that you tell the story in the most compelling way possible.
The card also includes guidelines for things like video titles, introduction, body, conclusion, and call to action. It will help you follow industry-standard conventions and make it easy for you to read and follow later on.
The second card will help you write a script that keeps your audience interested and engaged in your content, and this card shares some of the most useful tips to help you with it.
Record & Edit Videos
This column contains two cards:
The first card helps you understand keyword optimization, which is an important aspect of creating and promoting YouTube videos.This will increase the number of views on your videos, ultimately leading to more engagement.
The second card has useful tips to improve the overall quality of your videos and make them more professional-looking.This will increase the chances that viewers will watch your videos all the way through and even share them with others. Overall, video editing is an important part of creating successful videos on YouTube.
As videos are ready, drag the video card here and assign them to the folks who will be reviewing them, and change the status of the card to NEEDS REVIEW. If you need feedback by a certain date, set the Due Date on this card so people understand its urgency relative to everything else that’s going on.
Schedule & Publish Videos
When a video is ready to be scheduled for publication, move its card here. This makes it easy for everyone to know what the publishing queue looks like.
Finally, Promote Your Video
When you promote your videos, you are essentially making people aware of its existence and inviting them to visit and subscribe. This can help attract more viewers and subscribers, which can in turn help your channel grow and become more successful.
We have some tips for you in this template.
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A product launch is a critical moment for any company. It is the moment when a new product is introduced to the market and becomes available for purchase. A successful product launch can drive sales, create buzz, and generate excitement for a company and its products.
But before you launch your product, there’s a lot of preparation that needs to happen. Here’s a quick guide to launching your product successfully.
As you prepare for your product launch, there are a few key things to keep in mind. First, you need to make sure that your product is ready for launch.
This could include collaborating with team members, creating a mock for a press release, finalizing the product name, planning media outreach and pitching, briefing experts and analysts, and more.
Check out the pre-launch preparation of this company.
Internal preparation documents:
Before launch day, you have to create an Internal preparation document that outlines everything that needs to be done.
It will help you stay organized and on track on the launch day. This prep document could be about what problems your product solves, building a buyer persona, and creating a growth strategy framework.
Create internal content.
This could include creating scripts for product demos, product battle cards, and creating content for talking points. This will ensure that your team is prepared for the lunch and ready to answer any questions that come up about the product.
Create external content
This is the content that will be used to promote your product, like product images and videos, content for the knowledge base, blog content, in-app messages, email announcements, landing page, etc.
Pre-launch internal & communication
Make sure everyone on your team knows about the product launch and what their role is. This will help prevent any confusion on launch day. This could include preparing the sales team, customer support team, content training, and PR team.
This includes things like sending internal calendar invitations, updating staging/test versions, and sharing the launch day schedule. Basically, everything needs to be done to make sure the launch goes smoothly.
Launch day execution.
On launch day, make sure everything is ready to go. Do a final check of all your content, make sure your team is prepared, and then go live!
This includes pushing website updates, making landing pages, product pages and FAQ pages live, sending email announcements, pushing press releases, publishing a knowledge base, etc.
From the moment a new hire walks in the door, they start forming opinions about your company culture, their role within the organization, and what it will be like to work for you. That’s why when it comes to hiring new employees, first impressions matter.
When done correctly, on-boarding can help new hires feel welcome, valued, and prepared to do their best work. But when done poorly, there are a lot of things that could go wrong. Here are a few tips to help make your on-boarding process as smooth as possible:
1. Start with the background check
Before you bring a new employee on board, it’s important to run a background check. This will help you verify that the person is who they say they are and that they don’t have any red flags in their past that could negatively impact your business.
A background check can also give you peace of mind that you’re making the best hiring decision possible. To know about a candidate, you need a process that ensures the new employee is the right fit for the job. Check out how this company conducts a background check for its new employees.
Check one business reference
When it comes to bringing on new employees, it’s important to do your due diligence and check their business references. This will help you get a better sense of their work ethic and what they’re capable of.
Check one personal reference
Personal references can give you valuable insights into an applicant’s character, work ethic and overall suitability for the job. They can also alert you to any red flags that might not be apparent from their resume or cover letter.
Asking for personal references is a simple but effective way to screen applicants and make sure you’re making the best possible hiring decision.
Check applicant’s resume/CV for completeness & accuracy
While on-boarding a new employee, it’s important to check their resume or CV for completeness and accuracy. This will help you ensure that there are no discrepancies in their work history.
If you find any inaccuracies, be sure to follow up with the employee to get clarification. It’s also a good idea to run a background check to verify the information on the resume. By taking these precautions, you can help ensure a successful on-boarding process for your new employee.
Confirm that applicant has all claimed academic & professional qualifications
It’s always a good idea to confirm that an applicant has all of the claimed academic and professional qualifications before onboarding a new employee. This can help ensure that the individual is qualified for the role and can help avoid any potential issues down the road.
There are a few ways to go about doing this, such as contacting references or requesting transcripts. Take the time to do your due diligence and it will pay off in the long run.
Credit checks are an important part of the onboarding process for new employees. They help employers to verify an applicant’s identity and to ensure that the person is who they say they are. Credit checks also help to determine an applicant’s financial stability and to assess their risk of defaulting on their financial obligations.
2. Get the necessary paperwork
Make sure you have all the necessary paperwork in order before the new employee starts. Here is a good example of how a US-based company collects all the necessary paperwork upfront from a new employee. The paperwork includes the W-4 form to calculate taxes, the I-9: form to verify the employee’s identity and eligibility to work in the US, the direct deposit form, and the employee handbook acknowledgment.
3. Set clear expectations from the start.
New employees should know what is expected of them in their new role, and the best way to do this is to set up an Orientation Program and Schedule mandatory training sessions.
The Orientation Program is a great opportunity for employees to learn more about their role, and ask questions and get to know their colleagues.
For the Orientation Program to go smoothly, choose a date and time that work for both you and the employee. You’ll want to make sure the program is informative and engaging. If your new employee feels welcomed and comfortable, they’ll be more likely to hit the ground running and be productive from day one.
Schedule mandatory training sessions
Training sessions for compliance and regulation are important for several reasons. First, they ensure that new employees understand the company’s policies and procedures from the day one.
Second, they help to ensure that employees are up-to-date on any changes in the law that may affect their job.
Finally, training sessions provide an opportunity for employees to ask questions and get clarification on any points that are unclear.
4. Make sure they have all the information about their team and department.
New employees should feel informed about their role, the company, and the team they’ll be working with. In the following example, the HR has organized a team lunch. This is a great to way to introduce a new employee, this gives a employees get to know each other well.
The department is also getting introduced to the new employee, and this is just as important. So a formal announcement about the new employee, helps existing employee know them better.
And last, but not least, don’t forget a Team Lunch on Day One!
We have made some improvements to the process that guides new users when they sign up, so they can join the accounts of coworkers they might need to work with.
The new process works like this:
When a user signs in (with a Google ID, Box ID, or their email), Kerika examines the email address associated with that user and compares it against other users who are already registered.
If it finds that other users from the same domain are already active Kerika users, it offers the new user the option of joining a colleague’s account or starting an entirely new account.
In most cases, people are better off joining accounts that have already been established by their coworkers, so they can find the most relevant Kerika boards.
Kerika tries to be smart about this in a couple of ways:
First, it rules out free domains, like Gmail, Yahoo, and Outlook. (There’s a long list of free domains that we check against.) With free domains, there could be thousands of other users who have similar emails but no connection with you.
So if you sign up with a free email, you won’t be offered the possibility of joining an existing account. (Of course, an existing Gmail user could invite you to join their teams; it’s just that Kerika doesn’t suggest these connections.)
Having winnowed out the free domains, Kerika then considers whether the older accounts from the same domain as the new user can actually accommodate new people: do they have free subscriptions available that could be used by the new user?
If the older accounts are still in the Free Trial phase, then the answer will be Yes: trial users can have unlimited Team Members .
If the older accounts are tagged as Academic/Nonprofit, there’s a good chance they can accommodate new users.
If the older accounts are Professional Accounts, the chances are much lower — unless the older account had bought a few extra subscriptions in advance to accommodate this scenario.
Having further narrowed down the list of potential accounts, Kerika considers whether your potential coworkers are, in fact, active users of Kerika. This is important in universities, for example, that have been whitelisted so that everyone joining up from a particular university automatically gets a free Academic Account.
From University of Washington, for example, there are thousands of registered free accounts, set up over the past several years. Not all are still active because the students involved may have graduated already. So even though an account may have free/unused subscriptions, it doesn’t make sense to suggest that to a new user if that account has been dormant for more than a month.
After all this we could still end up with a large set of potential list of collaborators, particularly in large organizations.
So, as the final step, we check the “last active time” of our candidate accounts and then present the 8 most recently active accounts. Our rationale is that a new user may want to join the most recently active account, which perhaps belongs to a fellow user who had suggested the new user sign up for Kerika.
All of this takes place in a fraction of a second, of course, so users don’t experience any wait times. But it helps new users orient themselves within Kerika by trying to connect them to the most likely coworkers.
We have added the University of Malaya to the list of domains from which people can automatically qualify for a free Academic Account: anyone signing up for Kerika+Google with a um.edu.my email — students, teachers and administrators — can automatically qualify to have up to 10 Team Members working on boards owned by their account.
As part of our continuing series, we have produced an updated tutorial video on how Whiteboards work in Kerika, both as standalone project boards, and when attached to cards on Task Boards and Scrum Boards:
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