Old Fashion Task Management

Behind the curtain of planning

It was almost two years since the establishment of the Hinava company and our work was more complicated compared to start days of the work. By joining new employees and new feedbacks from the customers, We strongly needed a new system to manage our tasks.

To manage our work, we had to solve two issues: a) Which methodology best fir our application. b) What tool can implement this methodology. One of the complexity to solve this problem was that we wanted to integrate all the company needs into one system, including management, production and development tasks. To mange all these different tasks into one platform.

I talked about it with my colleagues for many hours, I can conclude the result as below paragraph:

A series of tasks are already predictable and it is possible to assign resource and predict time for them before starting. Usually managing a new project has such a structure. For example, if we want to build a new smart outlet (Which we have already made :) ), It is possible to predict resources it needs and assign resources to every task. Also an approximate time for every task can be estimated before starting it.

There are some other tasks that are not predictable and of course can not be scheduled before. For example, fixing a bug that is recently discovered and possibly fixing it is very necessary. The tasks of this category can be likened to a series of tasks that we have attached to a board at any moment we want. The importance of a task on this board can be more than other tasks and we don't know if the tasks that will be added in the future are most important from current tasks or not.

Some tools are used to manage type "a" tasks and some tools for type "b" tasks. Finally, According to our conditions and our needs, We decided to base the basis on the second type tools and adapt the first ones into it.

We had some choices to categorize the tasks. A way to categorize the tasks was based on projects. Another suggestion was to classify tasks based on time intervals. Another solution was to allocate a board to each employee and classify the tasks based on the performers. We talked a lot about the advantages and disadvantages of these methods, and finally we decided classifying the tasks based on the teams.

Hinava Teams
Classifying the tasks based on teams

Teamwork-based assignment made it possible to classify tasks in a hierarchy structure. By defining a high level task at the management team, this could be broken into smaller tasks in the company's units, and it was again broken down into smaller pieces in each team. By doing things in low level units of the hierarchy, the task is reported to higher level, and in a cascade, the highest level task became done.

To implement these methodology, we could use one of these  two tools: Taskulu or Trello.

Choosing between Trello and Taskulu
The choices: Trello and Taskulu

Trello had a more professional structure, it was compatible with mobile phone screens and plenty of tools was provided for it. But to use features we needed, we would have to pay an amount of around a few hundred dollars a year, Due to change rate between USD to IRR, it was impossible for us! That's why we decided to use the Taskulu, which is similar to Trello.

In the screenshot below, you you can find an example we have created in Taskulu. With colors, the priority of the tasks is specified. Every task at least has a label that identify task type, and of course each job is assigned to a person.

Taskulu example
An example of task created in Taskulu
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