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Task Tracking

All project task tracking is managed in Google Sheets, with a dedicated sheet per project. The Production Team coordinates Labor Resource Planning (LRP) with Team Leaders and Founders to ensure smooth project delivery.

Daily Task Management

All staff are required to keep their task statuses current on a daily basis. During onboarding, your Project Lead will walk you through the project sheet for your role.

Note

All tasks must be tracked, assigned, noted, and updated in the project sheet — it is the single source of truth for company-wide project communication.

Task Granularity

Tasks should be completable within one work day. If a task takes longer, break it down. “Working on a project” or “Programming UI” are not granular enough.

Sprint Planning

Every Monday, the Production Team holds a company-wide Sprint Planning meeting:

  • Forecast for the week
  • Upcoming deadlines, milestones, and major events
  • Anyone out of office, remote, or traveling
  • Granular task planning
  • Q&A

All staff are required to attend or call in every week.

Daily Stand-Up

A 15-minute team-wide stand-up is held each day to flag blockers, resource needs, and anything the team should know.

Project Stand-Ups

For larger projects, the Production Team schedules project-specific stand-ups. You will be notified when a client is included.

Pre-Production Meetings

At the start of every project, the Production Team schedules a Pre-Production Meeting with the assigned project team to align on milestones and task planning. Attendance is required, remote or in-person.

Time Estimates

All tasks require a time estimate so the Production Team can ensure no one exceeds 40 hours per week.

Pro Tip

Realistic estimates lead to better-managed workloads. Speak to the Production Team if you need help estimating.

Task Statuses

  • Not Started – Not yet assigned or reviewed in Sprint Planning.
  • Pending – Reviewed and queued for the current Sprint.
  • In Progress – Currently being worked on.
  • In Review – Work complete; awaiting approval from the project RI. May be rejected, returned to In Progress, or marked Completed.
  • Blocked – Waiting on another task or client feedback. Should be temporary.
  • Completed – Approved and closed.

Keep the Flow

All tasks must be approved by the project RI and cannot skip the In Review step.

Task Responsibility

Notify a Producer when you are out of tasks. If you are overloaded, speak up — the Production Team monitors workload and can reassign as needed.

Note

Scheduling happens in consultation with Project Management, but you are ultimately responsible for keeping your own tasks current.