What it is

The Task Board is a visual, Kanban-style view of all shop tasks, organized by Resources like teams, machines, install crews or workstations. It complements the Job Flow Board by zooming in from job stages to individual work items, showing exactly who and what is needed to keep jobs moving.

Why it matters

• Bigger picture than the task list: See all work across the shop, not just your own to-dos.
• Complements Job Flow: Job Flow shows the stage of the job, Task Board shows the people and resources doing the next steps.
• Improves workflow: Managers can spot bottlenecks, reassign work, and keep resources balanced.
• Keeps teams aligned: Team members can  see only their assigned tasks and resources; managers see everything in one view.

How teams will use it

• Managers can run quick production meetings using the Task Board to plan the  work day for the entire shop. Team members can filter their name or department to see exactly what they have to do each day without having to wait to be told what to do next.
• Managers scan Resource columns to find bottlenecks and redistribute work load.
• Job Flow and Task Boardwork together to connect the job stage to individual tasks

Watch the Overview Video

How it is different from the Tasks list

• Audience:
  Tasks list, great for an individual’s to-do’s and quick filtering by assignee or status. Task Board, great for owners and managers who need to see work by Resource, like Printer 1, Router, Department or Install crew.
• Grouping:
  Tasks list groups by team member and job in a list view. .
  Task Board groups by Resource columns, so work queues are obvious by team or resource.
• Interaction:
  Tasks list, open and update tasks row by row, filter by assignee or status, then update progress.
  Task Board, click a card, assign a job, set flags, set Resource, or change status from the card.

• Scope:
  Tasks list fits personal planning and job-level execution.
  Task Board fits production coordination, standups, and “what is blocking this Resource.”

   

How the Task Board works with Tasks

• All tasks are the same records. Anything created in the list shows on the board, and vice versa.
• Filters are shared concepts. On the board you can filter by Employee, Job, or Status, and SignTracker keeps your filter state so you can return to the same view.
• Tasks still land on the calendar where needed. The current system already ties task timelines into Calendar and job tracking.

How Job Flow and Task Board work together

• Job Flow Board tells you where the job is in the lifecycle.
• Task Board tells you who is doing the next piece of work and on what resource.
  
  Example: Move a job to “Pre-Production ” on the Job Flow board, then assign “Pre-Production artwork” and “Order materials” tasks on the Task Board to Design and Shop. As tasks complete, the job is ready to move to “Print” without chasing people.

Why this helps your team

For workers

• Clear daily focus: open the board, filter to your name, then work the cards in your column.
• Fewer misses: priority flags and job context live on the card.
• Less hunting: attachments and job notes are in the task’s job, which workers can open from the card. The job is the source of truth for files and notes.

For managers

• Shop-wide visibility: see load by Resource, spot bottlenecks, rebalance in minutes.
• Faster standups: use the board for quick reviews, like you already do with the Job Flow Board for jobs. The Job Flow Board is proven for real-time status and bottleneck spotting, and the Task Board brings that same idea down to tasks.
• Cleaner handoffs: set or change Resource, assignee, or priority on the card.

What you configure

• Resources: add, edit, sort, or delete Resources like Sales, Design, Router, Printer 1, Printer 2, Install. Column order follows your Resource order.
• Card layout: choose what shows on cards, like flags, job notes, attachments.
• Defaults: tasks without a Resource appear in a default column so nothing gets lost.

Everyday workflow

• Morning: open Dashboard, click through to Task Board. The Dashboard is the launchpad for tasks, jobs, and calendar.
• Filter: pick your team, like Install, or your name.
• Triage: scan flags, reassign a blocker to another Resource, or pull a card forward.
• Work: open the card, check job notes or attachments, update status.

• Wrap: tasks updated on the board reflect in your Tasks view and calendar.

   

When to use which view

• Use Tasks list when you need a personal queue, bulk status edits, or quick filtering by your name or status.
• Use Task Board when you need to manage flow across Resources, run standups, or balance work between machines or crews.

Adoption checklist

• Create or review Task Templates for common job types so new tasks populate fast and consistently.
• Build your Resource list in Task Settings and set the column order.
• Decide the default card fields to display.
• Train leads to run 10-minute standups on the Task Board. The guide already recommends production meetings driven by a board view.

Task Board Practical Use Cases

For Workers

1. See Today’s Resource Load
   Filter the board to your Resource (e.g., “Printer 1” or “Install”) and instantly see what’s scheduled for your department or machine that day.
2. Understand Job Context
   Open a task card from your Resource column to view job notes, attachments, and priority flags so you know exactly what’s coming and when.
3. Prep for the Day
   Check the Resource column for tomorrow’s tasks to prep materials, ink, or tooling in advance.
4. Shift Priorities Quickly
   Watch for flagged High-priority tasks added to your Resource column and adjust your sequence without waiting for a meeting.
5. Coordinate Within the Department
   Team members on the same Resource use the board to self-assign or split tasks to meet deadlines without waiting for a lead’s instruction.
6. Confirm Task Readiness Before Starting
   Use the board to check if your Resource’s upcoming tasks have all the needed notes, approvals, and files. If something’s missing, flag it early so production doesn’t stall.
7. Stay in Sync During Shift Changes
   When starting a shift, quickly review your Resource column to see what was completed and what’s still in progress, so you can pick up without delays or confusion.

For Managers / Leads

8. Balance Resource Load Across the Shop
   Use the board to see if one machine, department, or service is overloaded while others are light, then reassign tasks to free capacity.
9. Spot Bottlenecks in Real Time
   If Printer 2’s column is stacked while Install is empty, pull jobs forward or shift work to Printer 1 to keep jobs moving.
10. Plan Daily Standups by Resource
    Lead a quick review of each Resource column at the start of the day, confirming deadlines, capacity, and any missing inputs.
11. React to Equipment Downtime
    If a machine goes down, filter by its Resource, select all affected tasks, and reassign them to backup equipment.
12. Monitor Priority Flags Across Resources
    Filter to High-priority tasks and scan columns to ensure urgent work is distributed to the right Resource without creating new bottlenecks.
13. Track Progress Without Asking
    Watch task status updates in each Resource column to confirm work is advancing without interrupting the crew.
14. Coordinate Cross-Department Handoffs
    When Design finishes and assigns to Router, see the task appear in Router’s column instantly, no need for manual notifications.

Prep for Tomorrow’s Load
End-of-day review of each Resource’s upcoming tasks helps set staffing and equipment schedules for the next shift.

Task List vs Task Board vs Job Flow Board