Goal: The same kind of work every week or month, with a list shape that does not get reinvented.
Structure
| Object | Typical mapping |
|---|---|
| Workspace | The function (Support, Facilities, Content ops, HR) |
| Project | A process (“Weekly store checklist”, “Month-end close”, “Content calendar”) |
| Lists | Stages of that process, or weekday columns if that is how the team already thinks |
| Pre-made boards | Default columns for every new process project |
| Checklists | The SOP steps inside a card so the board stays readable |
Day-to-day
- Enable pre-made board lists in Settings so a new project is not a blank canvas.
- Clone a project when the process repeats with the same columns and a similar set of cards (clone).
- Recurring items: create the next period’s cards at the start of the week; set due dates so calendar and due-task cron have something to attach to.
- Use checklists for “did we actually do step 4”, not a new card per micro-step, unless you need a separate assignee or timer.
Workspace table is useful when the same people work across several process projects and need one list of “what is due”.
Reporting
Dashboard for volume (how many still in “blocked”). Time logs only if the operation is costed by the hour.
What usually goes wrong
- Archiving the “Done” list every Friday and losing the column. Archive cards, keep the list.
- No due dates, then wondering why reminders never fire. The daily due-task command only has meaning when dates exist.
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