Project Tracking Templates

 

Keeping you organized and tracking all the things.

agile scrum board example

Current Sprint Scrum Board

This Current Sprint Scrum Board has:  

  1. A freeform view that allows a space to break down user stories into tasks and sub-tasks. 
  2. A grid view with a scrum board that maps tasks to user stories and tracks the work through to completion.

Once the user stories have been selected for the upcoming sprint, you can use the freeform board here to collaborate with your team in breaking down the user stories into tasks and subtasks. Once that is done, change to the grid view and place each user story into a row of the grid. You can add rows to the grid easily to make space for each user story using the row menu (hover over the row title and say add row below or above).

Next, place all the task cards related to each user story into the Backlog column. You are now ready to kick off your sprint with your team, do a daily standup and watch task cards move from left to right as they get completed.

If there are dependencies between the tasks, you can indicate that with connector lines as we have demonstrated in this examp.

Follow this link to learn more about how this board fits into an overarching agile project process see the following post. 

https://cardsmith.co/how-to-build-your-own-kanban-or-scrumban-board-in-12-steps/.

Cardsmith Pro-tip: When you change board views, cards that were added to another view will be in the “Hidden Cards” area at the bottom on your board. Once positioned on a Freeform or Grid View, cards remain on that View. So you can always go back and forth between the Scrum Board Grid and the Work breakdown view of your current sprint board.  

program portfolio kanban board example

Project Portfolio Kanban Board

Here’s what creating a Program Portfolio Kanban Board can do for your team:  

  1. Clarify priorities for management so they may better support your team. 
  2. Improve project delivery speed and quality.
  3. Alignment of the team around the high priority projects so more gets done faster.
  4. Improve team accountability and trust. 
  5. Improve team morale by reducing stress and uncertainty. 

Kanban is a visual tool from Lean. It is used by teams to improve the flow of work and keep the team focused on a limited number of tasks, features, or projects at a time.  

This is a Kanban board designed to visualize and track all of the projects when you have a lot of projects such as in a program, a department, or an entire organization. You can customize the columns which are steps in the process from Idea to delivery to be whatever process steps you and your team need. Simply add, delete or rename columns.  

Follow this link to learn more about how to design a customized kanban board that will best support your team:  

https://cardsmith.co/how-to-build-your-own-kanban-or-scrumban-board-in-12-steps/.

If you need to sell the idea of using Kanban to your management or team, this video on finding your WHY for implementing Kanban in this youtube video:  https://www.youtube.com/watch?v=sHBPua6qLG4

OKRs example template board

OKRs Board

OKRs stands for Objectives and Key Results. It’s a system for tracking your desired objectives and keeping yourself and your team accountable.  
OKRs are meant to set strategy and goals over a specified amount of time for an organization and teams. At the end of a work period, your OKRs provide a reference to evaluate how well you did in executing your objectives.

Objectives: Any initiative has an objective. The goal of setting an objective is to write out what you hope to accomplish such that at a later time you can easily tell if you have reached, or have a clear path to reaching, that objective.

Key Results: Assuming your Objectives are well thought through, Key Results are the secret sauce to using OKRs. Key Results are numerically-based expressions of success or progress towards an Objective.

In summary:

  • Objectives are ambitious and may feel somewhat uncomfortable
  • Key results are measurable and should be easy to grade with a number (Google uses a scale of 0 – 1.0)
  • OKRs are public so that everyone in the organization can see what others are working on
  • The “sweet spot” for an OKR grade is 60% – 70%; if someone consistently fully attains their objectives, their OKRs aren’t ambitious enough and they need to think bigger
  • Low grades should be viewed as data to help refine the next OKRs
  • OKRs are not synonymous with employee evaluations
  • OKRs are not a shared to-do list
  • Why should we use OKRs?

Studies have shown that committing to a goal can help improve employee performance. But more specifically, research reveals that setting challenging and specific goals can further enhance employee engagement in attaining those goals. Google often uses “Objectives and Key Results” (OKRs) to try to set ambitious goals and track progress.

Can you tell me more about it?

Here is a link to a Youtube video demonstrating how to use Cardsmith as your OKR tracker:  https://youtu.be/3LUQQJ2Vuj0

Read this article by niket on Medium. We pulled a lot of content from this article for the card. It’s a pretty quick read and goes deeper without taking forever to get to the points about OKRs.

https://medium.com/startup-tools/okrs-5afdc298bc28

Watch this video by Google Ventures. It’s an hour and some long, which means it’s good for a long walk or a few walks. 😀 Google Ventures Startup Lab | GV partner Rick Klau covers the value of setting objectives and key results (OKRs) and how this has been done at Google since 1999. Understand the key attributes of effective OKRs and how to apply them in your own organization.

https://www.youtube.com/watch?v=mJB83EZtAjc

kanban with dependencies cardsmith template board example

Kanban With Dependencies Board

Here’s what creating a Kanban Board can do for your team:  

  1. Clarify priorities for management so they may better support your team. 
  2. Improve project delivery speed and quality.
  3. Alignment of the team around the high priority work so more gets done faster.
  4. Improve team accountability and trust. 
  5. Improve team morale by reducing stress and uncertainty. 

Kanban is a visual tool from Lean. It is used by teams to improve the flow of work and keep the team focused on a limited number of tasks, features, or projects at a time.  

Ideally, each card in a Kanban board would be a valuable chunk of work. In other words it would be a stand alone item that when it is done, it is ready to be consumed by the end user.  However, with more complex projects where you may have multiple teams working on a project, there can be dependencies between chunks of work. The value is not realized until all of the work is completed.  Therefore, it is important to visualize how the work being done by one team is dependent on or is a blocker to another piece of work. You can easily achieve this in Cardsmith by using “Connectors”.  

This video demonstrates in 1 minute how to use connectors:  https://www.youtube.com/watch?v=tcklZ_9rdJQ

Pro Tips: 

  1. If you add fields to a card and want to always have those fields on new cards select Set Default Card from the card menu (see the lower right menu on this card) 
  2. If you find that your Kanban board has too many connectors and they are difficult to read, you  can click on any card menu and select “Highlight my Connectors”.  This will hide other connectors.  You can continue to Highlight connectors one card at a time should you wish to follow a chain of dependencies upstream.  
  3. If you want to track story points, estimated time, an effort swag, etc. you can add a field to your cards (use the Default Card), and then turn on Grid Totals to track this at the Column, Row, and/or Cell level.  

Follow this link to learn more about how to design a customized Kanban board that will best support your team:  

https://cardsmith.co/how-to-build-your-own-kanban-or-scrumban-board-in-12-steps/.

If you need to sell the idea of using Kanban to your management or team, this video on finding your WHY for implementing Kanban in this youtube video:  https://www.youtube.com/watch?v=sHBPua6qLG4

cardsmith kanban template board

Kanban Board

Here’s what creating a Kanban Board can do for your team:  

  1. Clarify priorities for management so they may better support your team. 
  2. Improve project delivery speed and quality.
  3. Alignment of the team around the high priority work so more gets done faster.
  4. Improve team accountability and trust. 
  5. Improve team morale by reducing stress and uncertainty. 

Kanban is a visual tool from Lean. It is used by teams to improve the flow of work and keep the team focused on a limited number of tasks, features, or projects at a time.  

This is a basic Kanban board. You can customize the columns which are steps in the process from Idea to delivery to be whatever process steps you and your team need. Simply add, delete or rename columns.  

We’ve also set up this board with Grid Totals (from the Board’s main menu) to make sure our Work In Process does not get too large.    

Pro Tip:  if you add fields to a card and want to always have those fields on new cards select Set Default Card from the card menu (see the lower right menu on this card) 

Follow this link to learn more about how to design a customized kanban board that will best support your team.   

https://cardsmith.co/how-to-build-your-own-kanban-or-scrumban-board-in-12-steps/.

If you need to sell the idea of using Kanban to your management or team, this video on finding your WHY for implementing Kanban in this youtube video:  https://www.youtube.com/watch?v=sHBPua6qLG4

social media calendar example

Social Media Calendar Board

Modify this board to fit your social media strategy and then use it to be prepared for frequent posts. This format is a clever combination of a Monday-Friday Calendar plus a Kanban to keep your social media channels full of valuable content for your followers.

For process geeks:  Note that we’ve created a hybrid of a Monday-Friday calendar with a Kanban approach by putting the Ideas/Backlog/Do Next/Doing and Ready process steps vertically from bottom up.  Think of this like your best ideas bubbling up to the top.

yearly plan IT projects

Yearly Plan Board

Using a board like this to visualize projects in flight, completed and planned can:

  1. help ensure capacity is not overloaded.
  2. assist management in making difficult choices about project priorities.
  3. keep a management team appraised of progress of a large portfolio of projects.

This template was inspired by an IT director who uses Cardsmith to track and communicate all the of IT projects for a year, organized by department.
Each of the cards on this board represents a project.

If a project has a more detailed board in Cardsmith – or in another project management system, you can put a link to it inside the project card – simply copy/paste the link to the Board into a text field.

scrumban scrum board template

Basic Scrumban Board

Here’s what creating a “Scrumban” board can do for your team:  

  1. Clarify priorities for management so they may better support your team. 
  2. Improve project delivery speed and quality.
  3. Alignment of the team around the current sprint tasks and user stories in order to deliver the sprint on-time.
  4. Improve team accountability and trust. 
  5. Improve team morale by reducing stress and uncertainty. 

Scrumban is a hybrid between Kanban and Scrum. It is used by teams to improve the flow of work and keep the team focused on a limited number of user stories (increments of customer valuable work). The main difference between this board and a pure Kanban board is that this board will hold only the work from the current Sprint, and tasks are arranged by user stories. Future user stories will be held in the product backlog board. We provide another template board for this. 

You can customize the columns which are steps in the process from Idea to delivery to be whatever process steps you and your team need. Simply add, delete or rename columns. 

Follow this link to learn more about how to design a customized scrumban board that will best support your team and to learn about the other boards that can be used to support a good agile process, see this post:   

https://cardsmith.co/how-to-build-your-own-kanban-or-scrumban-board-in-12-steps/.

If you need to sell the idea of using Kanban to your management or team, this video on finding your WHY for implementing Kanban in this youtube video:  https://www.youtube.com/watch?v=sHBPua6qLG4

knowledge management example board

Knowledge Tracker Board

Example of a Knowledge Management board for cataloging your favorite “just about anything”:

This example has a variety of resources useful to startups, in particular those in Portland, Oregon. Some resources are available globally.

fundraising planner example

Fundraising Planner Board

Planning an event to raise funds for a charity, political campaign or just to make some cash?

Use this board to help you research and track ideas for venues, sponsors, decor, PR and more… simply add additional rows or columns to track additional items.

task management daily focus template

Focus Board

~(=^‥^)ノ☆  Focus!

This board is a good example of how Cardsmith “works like you think”. 

Our developer Sarah Joy created this board. She uses it to stay productive and focused at work. The cat is there for moral support. 

freelance writer article tracker example

Freelance Writer Article Board

This board is for freelance writers to keep track of pitches, strategy, and to be published/invoiced pieces.

team roles and biography example board

Team Roles And Bio Board

Use this team roles and bio board so that you and your team can:

  1. quickly see who else is on the team and what their role is.
  2. If you need a Bio for someone who is speaking, or authoring an article, you can quickly find it.

Keeping this board up to date takes only seconds every time you add a new team member, and it pays off because everyone will have this information at their fingertips.

social media ad tracker example

Social Media Ad Tracker Board

Visualize and communicate social ads CTR (or other metric) by audience, message and time.

Our marketing co-founder created this board as a way to review Facebook ads with her freelance clients. They can easily see metrics related to various ad message/image/audience combinations.

Simple Consulting CRM

Consulting Sales Pipeline Board

A simple CRM to track leads, opportunities, speaking gigs and referral sources.

This board was provided by founding user Jerry Vieira from The QMP Group. Jerry is one of the few management consultants never wanting for work. It is because he works this board religiously to move forward with prospective clients and keep his referral network active.

The cards in this board have different fields appropriate to each column. Because Cardsmith currently has one “Default Card” per board, you should use the “Copy Card” function to create a new empty card with the relevant fields.

cardsmith master dashboard example

Dashboard Linking Board

Did you know you can link Cardsmith Boards together in a Master Dashboard?  

Every board, and every card for that matter, has a unique URL that can be used to link to and open another board.  

This board is an example of how one might use the text or link fields in Cardsmith to link a lot of different boards together. 

For example, if you have a project where there is a stakeholder register, a project milestone board, a project to company strategy board, and a kanban board, you can bring those all together for the convenience of your team and stakeholders.  

team coaching engagement process tracker example

Team Coaching Engagement Board

Communicate your unique process to new clients and as a Project Tracking tool during team coaching and consulting engagements.

stakeholder register template example

Project Status Board

Communicate your project status in this dashboard.

If you need to communicate project status to an executive team or other stakeholders, you may want to create a very summarized view so they don’t have to wade through a lot of details.  You can use Icons and Green, Yellow and Red colors to indicate visually the status of your project.

Quick Tip:  You can link these cards to other more detailed project boards for those who want to know the nitty gritty details, can ‘drill down’ to those more detailed task boards.

Requirements Gathering Template Board Example Change Management

Requirements Gathering Board

Gather Requirements for change management. 

The information in this board will be used to determine what the key requirements of a system change needs to be driving at to ensure a successful choice of a solution.

 
Each column represents a business cycle that must be considered when gathering requirements about a change project that impacts the entire business.  You can easily delete or change column headings to represent the scope of your project.  
 
The default card for this board (what is created when you click to add a card) has fields with prompts for gathering requirements related to each process step. You can change the Default Card by accessing it in the Board Menu in the upper left of your copy of this template.