Introduction to Taskboards

Difficulty: Beginner

Overview

Taskboards are Waymaker's powerful visual project management tool that help you organize, track, and complete work using flexible Kanban-style boards. Whether you're managing client projects, running agile sprints, or coordinating team workflows, taskboards provide the structure and visibility you need to get things done.

This article introduces you to taskboards, explains when to use them, and helps you understand the key concepts that make taskboards so effective for business execution.

What You'll Learn

• What taskboards are and how they work
• The difference between 'simple' and 'project' board types
• Common use cases for taskboards in business contexts
• Key terminology you'll encounter when using taskboards

What is a Taskboard?

A taskboard is a visual workspace where you organize tasks into columns representing different stages of your workflow. Think of it as a digital version of sticky notes on a wall, but with powerful features like:

• Real-time collaboration - Multiple team members can work on the same board simultaneously
• Hierarchical organization - Group tasks into layers (like epics, sprints, or phases)
• Progress tracking - See at a glance what's done, in progress, or upcoming
• Flexible workflows - Customize sections to match your team's process
• Rich task details - Add descriptions, checklists, time tracking, and more

Taskboard vs Traditional Project Management

Taskboards excel when you need:

• Visual workflow management (seeing work move through stages)
• Quick updates and real-time collaboration
• Flexibility to change priorities and scope
• Team transparency and shared understanding
• Balance between structure and adaptability

Traditional PM tools are better for:

• Complex resource allocation across multiple projects
• Detailed budget and cost tracking
• Formal change control processes
• Gantt-heavy timeline management
• Enterprise program management

The good news? Waymaker taskboards support both agile and traditional approaches, so you get the best of both worlds.

Board Types: Simple vs Project

Waymaker offers two board types to match your needs:

Simple Boards

Best for:

• Personal task management
• Team backlogs and ongoing work
• Quick projects without defined timelines
• Operational workflows (like support tickets)
• Brainstorming and idea capture

Characteristics:

• No required start/end dates
• Lightweight and fast to create
• Perfect for continuous workflows
• Can evolve into project boards later

Project Boards

Best for:

• Client deliverables with deadlines
• Product launches and campaigns
• Strategic initiatives with milestones
• Any work with a defined timeline
• Cross-functional projects

Characteristics:

• Optional due date tracking
• Better suited for layers and phases
• Can be linked to workspaces and projects
• Designed for structured execution

💡 Tip: Start with a simple board to explore taskboards. You can always create a more structured project board once you're comfortable with the basics.

Common Use Cases

For Business Advisors

• Client Project Tracking: Create a board per client to manage deliverables, demos, and approvals
• Proposal Pipeline: Track opportunities from initial contact to signed contract
• Content Calendar: Plan and execute your marketing and thought leadership
• Team Capacity: Visualize what everyone is working on

For SME Owners/Leaders

• Strategic Initiatives: Break down big goals into actionable tasks
• Department Workflows: Give each team their own board for autonomy
• Executive Dashboard: High-level view of all active projects
• Cross-functional Projects: Coordinate work across multiple departments

For Team Managers

• Sprint Planning (Agile): Organize user stories and track sprint progress
• Project Phases (Waterfall): Manage sequential stages like Discovery, Design, Development
• Operational Workflows: Handle recurring processes like hiring, onboarding, or support
• Team Backlog: Maintain a prioritized list of upcoming work

For Individual Contributors

• Personal Productivity: Organize your tasks across all projects
• Task Visibility: See exactly what's expected and when
• Collaboration: Comment, attach files, and update progress
• Time Tracking: Log hours and track estimates vs actuals

Taskboard Terminology

Understanding these key terms will help you navigate taskboards effectively:

Board-Level Terms

• Board: The overall container for all your tasks, sections, and layers
• Owner: The person who created the board and has full control
• Members: Team members who can create and edit tasks
• Guests: External collaborators (like clients) with limited access

Organization Terms

• Sections: Vertical columns representing workflow stages (e.g., To Do, In Progress, Done)
• Layers: Horizontal groupings for organizing tasks (e.g., Epics, Sprints, Phases)
• Status: The current section a task is in
• Completion Section: Sections marked as "completed" that automatically mark tasks done

Task Terms

• Task: An individual work item on your board
• Assignee: The person responsible for completing the task
• Priority: Importance level (helps with sorting and urgency)
• Progress: Percentage completion (0-100%)
• Dependencies: Tasks that must be completed before or after others
• Checklist: Sub-items within a task that can be checked off

View Terms

• Kanban View: Traditional board view with sections as columns
• List View: Hierarchical list of all tasks with sorting and filtering
• Gantt View: Timeline visualization showing task schedules and dependencies
• Calendar View: Tasks displayed on a calendar by due date
• Dashboard: Analytics and progress metrics

The Taskboard Hierarchy

Taskboards follow this organizational structure:

Organization
└── Workspace
    └── Project
        └── Taskboard
            ├── Layers (optional)
            │   └── Sub-layers
            ├── Sections (required)
            └── Tasks
                ├── Checklists
                ├── Comments
                └── Attachments

Don't worry if this seems complex! You can start with just sections and tasks, then add layers as your needs grow.

When to Use Taskboards

✅ Great Use Cases

• Visual workflow management (marketing campaigns, product development)
• Agile/scrum projects (sprints, user stories, backlogs)
• Waterfall projects (phases, stages, milestones)
• Team collaboration (shared visibility, real-time updates)
• Client deliverables (demonstrate progress, track approvals)
• Recurring processes (support tickets, content production)
• Personal productivity (organize your own work)

❌ Not Ideal For

• Simple to-do lists (use a notes app instead)
• Complex resource planning across dozens of projects
• Detailed financial tracking (use accounting software)
• Document version control (use document management)
• Long-term archival (boards are for active work)

Getting Started: Your First Board

Ready to create your first taskboard? Here's the quick path:

1. Navigate to Taskboards from the main Commander menu
2. Click "Create Taskboard" button
3. Choose a clear name that describes the work (e.g., "Q4 Marketing Campaign")
4. Select board type (simple is great for learning)
5. Start adding tasks to the default sections

You'll automatically get these default sections:

• Backlog - Tasks not yet started
• To Do - Ready to work on
• In Progress - Currently being worked on
• Review - Needs approval or testing
• Done - Completed tasks

💡 Tip: Your first board should be something small and real. Don't create a practice board - use it for actual work you need to do!

Next Steps

Now that you understand what taskboards are, you're ready to:

1. Create Your First Taskboard - Step-by-step guide
2. Understand the Interface - Learn the UI layout
3. Basic Task Management - Create and manage tasks
4. Board Settings - Customize your board

Tips for Success

• Start simple: Don't try to use every feature at once
• Use real work: Practice boards don't teach you actual workflows
• Invite your team early: Collaboration makes taskboards powerful
• Customize gradually: Add complexity as you discover what you need
• Check the dashboard: Regular progress reviews keep projects on track

Common Mistakes to Avoid

• Creating too many boards - Start with one per project, not one per task type
• Over-engineering - Don't add layers and complexity until you need them
• Ignoring sections - Customize workflow sections to match your actual process
• Working in isolation - Taskboards shine with team collaboration
• Neglecting updates - Stale boards lose value quickly - update as you work

Related Articles

• Creating Your First Taskboard
• Understanding the Taskboard Interface
• Introduction to Layers
• Agile Methodology with Taskboards
• Waterfall Methodology with Taskboards

Need More Help?

• Quick Start Video: Watch a 5-minute taskboard walkthrough (coming soon)
• Community: Join the Waymaker community to ask questions
• Support: Contact support@waymakerone.com for personalized help
• Feedback: Help us improve - share your taskboard experience

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Ready to build your first board? → Create Your First Taskboard