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How to do task automation, create taskboard templates, and view taskboard dashboards

by | Dec 18, 2022

Waymaker Taskboards are now even more intelligent & insightful than ever before.

Hitting goals and delivering outcomes is easier than ever with task automation, Taskboard templates, and Taskboard Dashboards.

Table of contents

Task automation enables task users to set a rule on a task to change status based on conditions met.

Taskboard templates allow you to create and save a taskboard of tasks, including task automations, content, and assignment to then apply those tasks into any other taskboard.

Taskboard dashboards allow members to quickly see relevant insights on task execution within that taskboard.

Waymaker Taskboard

Task automation

Who doesn’t love the feeling of getting a task list done.

With the introduction of task automation by status, time, and activity, you can now set relationships between tasks to trigger task actions.

Using time-based task automation enables a task to start (move to in-progress) after the completion of a specific number of days.

For example, 30 days after a new team member starts schedule a check-in to make sure the onboarding program is going as planned as you execute your employee experience strategy.

Using status-based task automation enables a task to start when a related task completes.

For example, you are rolling out a new marketing campaign and on concept approval from your line manager you mark this task as complete and the next task in your standard operating process for a marketing campaign moves to in-progress and is assigned to your digital advertising manager.

Using activity-based task automation enables a task to start when a related task’s owner completes all checklist items.

Waymaker tasks include checklists. These are lists on the tasks that are reminders to complete when doing the task. A checklist item might be a step with instructions or even a link to a file to update, or link to another webpage such as a knowledgebase article.

For example, a finance manager is completing an end of month accounting workflow which includes a set of checklist steps to reconcile, journal, and close off accounts. These action items are checklists on the task and when the final checklist item is market complete, the task is automatically marked complete.

If, in the above scenario, there was a status-based task automation on the task that was just completed, then it would action on task completion, creating and assigning the next task to whomever is set as responsible.

As you can see, if you start to apply and connect task automations, the opportunities are endless to execute tasks faster and easier.

Now that you can build intelligent task automation to execute more outcomes, more easily, it makes sense that you’ll want to save your task plan as a template to use again and again by yourself or by others.

That’s why we’ve built Taskboard templates.

Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13475748051353-Task-automation

Taskboard templates

Taskboard templates enable you to save a taskboard as a template and allow yourself or others to apply that template with all its content, checklists, assignments, and automations in to another taskboard.

When saving the existing taskboard to become a template taskboard you will be prompted to name the new taskboard and choose who the members of the template will be.

In fact, you can even customize the background color or image. Choose from our range of inspirational images, or upload your own to give this Taskboard it’s own personality.

Membership to a Taskboard template means that user can see the template in their template library. If you’re the Taskboard owner, you can choose to add members by user, or by team.

There are several useful applications of this.

Project templates

Create a best practice project template and save it as a template for others in your team or the entire company to access and use. The tasks might include detailed descriptions, checklists, links, automations, and assignments to people.

Standard operating processes

Create standard operating processes as task templates and allow users to access the template and deploy to any of their Taskboards.

For example, an annual leave application process. Create the steps to plan, apply, and confirm annual leave. A user can add the template of tasks to their personal task board and action accordingly.

Product launch

Another example could be a product launch. Hit every deadline and set up the product launch goal with your best practice product launch sequence of tasks, task automations, assignments, and pre-written content.

Task templates enable you to make best practice actionable with ease.

Perpetual templates

Taskboard templates are perpetual. What this means is that any number of taskboard templates can be applied in to a single taskboard any number of times.

Too often (in other software tools) a template is a one-time use. Choose your template and then create your task list, workspace, or board. However, once you’ve done this once, any new task creation must be manual.

Not in Waymaker. Perpetual templates mean you can apply or reapply any template into the same Taskboard as many times as you like!  

How does this help?

Let’s imagine you lead the marketing team. You run a weekly marketing team WIP in Waymaker Meetings to ensure that your team is on track to hit their goals every quarter.

In the Waymaker Meeting type you’ve created you have linked in your marketing team’s Taskboard for collaborative team execution.

At the start of each quarter there is a set of tasks to plan, brief, execute, optimize, and deliver campaigns.

Now, when the next quarter comes around and the next campaign is due, any member can click the template library icon, select the marketing campaign template, and a whole new set of the pre-organized tasks are deployed into the same Taskboard.

Now, with Waymaker Taskboard templates you can deploy best practice tasks, anytime.

In addition, let’s image the marketing team are executing a website rebuild. The team leader clicks on the template library icon, chooses the website build template, and deploys all the tasks (with their content and automations) into the marketing team’s Taskboard.

That’s the power of a perpetual templates. Any template, into any Taskboard, any number of times.

It is likely you’ll want to update templates over time as you continuously improve your execution.

If you need to update a template, simply go to the template library on your Tasks homepage, open the templated Taskboard and make the edits. They are automatically saved and ready for use in the next deployment. In addition, any updates are tracked as system notifications on the Taskboard chat channel ensuring any updates have an audit trail for security.  

Continuous improvement on perpetual templates! That’s performance intelligence!

Of course, now that you and your team are doing even better work, it’s time to share that with your colleagues.

Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13487718641817-Task-taskboard-templates

Taskboard dashboards

If you or your team are doing important work, it’s important you can see intelligent insights to improve the work.

Our new Taskboard dashboards are accessible as a native, pre-built dashboard on the Taskboard menu.

The native Taskboard dashboard is embedded on the Taskboard menu within the Taskboard you are working within.

If you have access to the Taskboard, you can see the Dashboard.

Click the Dashboard icon and you will instantly see the native dashboard. It looks like this.


Read more on our knowledgebase here: https://waymaker.zendesk.com/hc/en-us/articles/13492424716441-Taskboard-dashboards

In addition to our Taskboard dashboards, users still have access to the Taskboard Gantt Chart feature which will instantly display a timeline of tasks as scheduled by start and end date within the taskboard.

The Gantt Chart is ideal for tacking projects and collaboration.

At Waymaker we exist to help leaders and teams build a better business by connecting business critical data with the person who can effect change.

With task automations, task templates, and task dashboards leaders and their teams are equipped and empowered to achieve more, while doing less.

By <a href="https://waymaker.io/author/stuart-leo/" target="_self">Stuart Leo</a>

By Stuart Leo

Published on December 18, 2022

Stuart is the CEO & Founder of Waymaker. Stuart is a passionate believer in helping people find their organization's true north and giving them the tools to get them there. When not exploring new ideas in leadership and management, Stuart is with his family exploring the beautiful regions, islands and coast of Australia.

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