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Routine Tasks - Suggested Uses for your Team


Every team has tasks that need to be done regularly throughout the sprint period, and often they are not things that are planned or tracked through your usual agile processes.

Introducing and Defining Routine Tasks

The Routine Tasks in Online Scrums has a heirachy / structure to make the extremely flexible (and powerful) for managing your teams work commitments.

Routine Tasks allows you to define a task that will occur on specific work or sprint day(s) for any number of team members. Sounds simple right? See an example of the screen below;

As you can see you can either nominate all team members or a selection and then a routine type. The choices here will differ dependant on the tier that you're adding your tasks, as outlined in the below infographic highlighting the process of powering up with routine tasks;

@Team

At the team tier you can add tasks that will be applied to future sprints. This is done through your team management screens. When a new sprint is created, Online Scrums will automatically add the routine tasks for your team, enheriting the chosen days and team members.

Further, task keys will be retained and as such we allow detailed statistics for that routine task through the life of its use.

@Sprint

Other than inheriting team routine tasks, you can also add additional routine tasks that will be applied for the selected sprint. This is the preferred method when dealing with shorter term (single sprint periods for example) routine tasks. When a new report is created by a team member, Online Scrums will automatically add the routine tasks that apply to the given day and report user.

@Report

Once the tasks are added to the reports, each nominated team member will not only have a reminder of the routine tasks that they should be completing on a given day, but they will need to acknowledge and indicate the status accordingly.

Pretty cool stuff right? So how can this tool be used within our team or teams?

Example Usage for Different Types of Teams

General Management

It is hard to avoid scheduled meetings, but routine tasks can be used to provide visibility of;

  • weekly / recurring meetings (project reviews, business updates etc)
  • stakeholder updates

Agile Development Teams

The obvious examples for tasks or activities that are generally not "planned" for in a development platform like Jira Software is your daily scrums, planning and retros. So in these examples you can leverage routine tasks for;

  • daily scrums
  • retrospectives
  • backlog grooming
  • sprint planning

Having these configured routine tasks adds a higher level of visibility to your organisations resource usage and encourages your team to take more ownership of key aspects of the agile process, especially things like retrospectives.

You could even add a daily task for each team member to reflect and provide any feedback through the retrospective feedback tools available in Online Scrums.

Technical Support

As much as we would love to think that a technical support team has all the tools and processes in place that they never need to "manually" check on customer sites, services or logs... it still happens.. A LOT!

Use the power of routine tasks to;

  • check on the results of overnight processes
  • provide a technical report to senior or team leader
  • perform log cleanups
  • perform ticket adminstration

Sales & Marketing

Sales and marketing can be some of the most "routine heavy" functions in a business and having a way to build out a set of tasks that must be completed will not only provide guidance to your team members but will allow better visibility of the work being completed (or not) and provide amazing reports on the outcomes from your sales and marketing teams.

Some examples of routine tasks for sales and marketing could be;

  • online networking efforts
  • general lead followups
  • social networking posts
  • providing campaign reports and metrics

Virtual, executive and personal Assistants

Another "routine heavy" function in business is the virtual, executive or personal assistants, especially as these become much more common place in business. Online Scrums can be a powerful tool for managing the workload of your assistants and again increase the visibility of workload and outcomes, especially where the assistants are virtual in nature.

Obvious routine tasks include;

  • Review and process inbox & calendar
  • Route invoices and receipts to appropriate people
  • Conduct team activities
  • Provide reports as required

 


 

As you can see this tool has the potential to change the way that you manage your team and give you confidence that those routine tasks that can be forgotten easily are front and centre for your team members for as long as they need be.

Let us know how you would use routine tasks in your business!

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