Start with stages that describe actual work
To do, In progress, Review and Done are a useful starting point. Add a stage only when it represents a meaningful handoff or waiting state. Ten columns will not help if the team cannot tell which one a task belongs in. Agree on the entry and exit rule for each stage before filling the board.
Make every card actionable
A useful card has an action, an owner and enough context to start. “Homepage” is ambiguous; “Review the homepage copy against the brief” tells someone what to do. Put the relevant document, comments and completion checklist with the task. Split a card when it contains several independently reviewable results.
Finish work before starting more
Agree on a practical limit for work in progress. For a small team, begin with one active task per person and adjust after observing the work. This can be a team agreement rather than a software-enforced limit. If Review keeps growing, help reviewers or improve the handoff instead of simply starting more cards.
Make blockers and done explicit
When a task stops, record what it needs and who can unblock it. A card should move to Done only when its agreed review is complete. For a design handoff, that might mean approved files and notes available to the next owner. For a request, it may mean the requester received the answer. Use the outcome, not activity, as the criterion.
Use a list for details and a board for flow
A list is useful for comparing owners, dates and priorities. A board helps you see where work accumulates. Tavano’s Task Manager offers both views of the same tasks, so changing perspective does not require recreating the plan. Review the board together and use the detailed task view when a conversation needs files, subtasks or history.
Your starting checklist
- A few clearly defined stages
- An owner and next action on every card
- An agreed limit on simultaneous work
- A visible blocker and a definition of done
See the workflow in Tavano.
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