Gain bird's-eye view on your projects with the new Task Status screen

Have you ever had the feeling that you’ve lost the visibility to all the projects that you’re managing? Do you know how many of them have tasks that are delayed? Do you know whether each of your employees have enough work assigned to them? Does someone got too much? These are some of the questions we wanted to answer for with our new Task Status screen.

The UI is divided on three columns. The leftmost column provides a list of individuals. Those are the people working on your projects. The middle column shows the latest activity of that individual with a timestamp when it happened. The rightmost column shows the number of tasks that this person is currently working on, and the number of tasks assigned to this person that are not yet started.
 

With these default settings, the Tasks Status screen provides you an overview of your people and how much work they’re currently assigned. This view can help you in resourcing your projects as you can quickly see whether any of the individuals are capable of taking more work. 

The numbers on the rightmost column are clickable and they reveal the individual tasks behind the numbers. Clicking the task name opens the task in the underlying task management system. 

The power of this screen comes from its flexibility. When you open the screen settings, you can see that the grouping of this data is configurable as well as the metrics shown in the rightmost column.

I might be interested to see whether any of my team members have tasks that has been dragging on for a long time, suggesting that they are stuck and might need help from others. In that case I would select In progress > 5 days, In progress > 10 days, and In progress > 30 days as metrics. Now the rightmost column shows the number of tasks in each of those categories and I can click through to see what those slow tasks are. 

Notice that you can aggregate data from multiple underlying boards into this screen. If you look at the top left corner closely enough in the screenshot above (click the image to enlarge), you'll see that it's collecting data from six different boards.  

You can also configure the list on the left column. Instead of showing a list of individuals, you can choose to list your labels for example. That allows you to get the same information, but per label. 

If your tasks are scattered over multiple boards or projects, you can choose to group data by source. That allows you to see board level summaries across all of the boards that you've selected under the Sources tab in the screen settings.

In the example below, I've selected Created, Completed, and Overdue as the metrics and I've grouped the data by Sources.

What this data tells me is that four out of my six projects have tasks created in them during the last 30 days (I've set this date range in the filter settings). Three of them has tasks completed within the last 30 days and two of them have tasks overdue. That gives me quite a handy overview on how my projects are doing on one glance! 

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BY SAMI LINNANVUO

Sami is the founder & CEO of Screenful, the company that turns data into visual stories. You can find him on Twitter @sl1nna