Kanban Task Manager for Outlook ‒ Introduction Kanban Task Manager helps a team visualize the work with Tasks and makes it easy to overview and co-operate on projects. The traditional kanban board uses cards, but moving the board into Outlook gives you everything in the computer, and nothing is lost. The tasks are shared via a SharePoint site or via an Access or SQL Server database. Kanban Task Manager features: Drag and drop tasks within or between phases and lanes. Color code tasks by project or responsible. Filter tasks by one or multiple projects, responsibles and/or priorities and also by a custom value if it is used. Automatic synchronization of tasks within the workgroup, so everything is always up to date and everyone can see what is happening. Display of tasks for multiple projects in one kanban board. A reading pane gives detailed info about the task. Possibility to create swim lanes. Convert e-mails in to tasks. Set WIP limits for phases and lanes. Support for inline images and bold and italic formatting in the task body. Excel reports. The responsible person’s initials on the task Various views in addition to the kanban view. % complete bar that shows task progress. Priority icons. Task overdue indicators. Set number of columns per phase. This slideshow shows the workgroup edition for Outlook. There are also two different Workgroup editions for SharePoint and a Single edition for Outlook. Welcome to the show! Peter Kalmström CEO, kalmstrom.com Business Solutions www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Outlook Mail View The Kanban Task Manager ribbon group has two buttons: Shortcut to the Kanban Task Manager folder in the Task view Convert an e-mail into a task on the kanban board Create a new Kanban Task Manager task www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Kanban View Data is synchronized silently every 5 min, but you may also do it manually The tasks may be dragged and dropped with the mouse within or between the phases and lanes. The Kanban Task Manager example data is used in this slideshow This task is overdue, which is indicated by the red border and the red Due date www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Filter and Search Click to open the filter pane Search and filter tasks in the left pane www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Details pane Change completed and responsible without opening the task Right click to open the task in a Details pane The task description www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Task with the minimum 2 dropdowns Kanban Task Manager uses standard Outlook tasks, but we have added dropdowns for project and responsible. When Completed percentage is filled out, it is shown on the task card. The Status value = the phase www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Task with the maximum 4 dropdowns Here lanes and a custom field have been added by the administrator. The phase (and lane) you click in to create the new task is selected by default. If the tasks are filtered by project and/or responsible, these values will also be shown as default in the dropdowns. High and low priority is shown on the task cards. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ WIP Limits This phase has too many tasks This lane has too many tasks The “Work in Progress” limit can be set for each phase and lane www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Configuration So far you have seen the most important features of Kanban Task Manager. The Kanban Task Manager configuration is reached from the kanban board. Let’s continue! www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Coloring By default, the tasks are color coded by project Click on a color to change it www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Project Settings Write or paste into the grid Hide finished projects from the kanban board www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Phase Settings Three columns of task cards in the In Progress phase. Set the number of task columns in the phase Hide a phase from the kanban board www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Responsible Settings The responsible person’s initials are shown on the task card If you select an Access or SQL Server database, write or paste the responsible persons or groups here, and they will show up in the task dropdown. There you can select one responsible person or group for each task. When SharePoint is used as sharing medium, the responsible persons are taken from the SharePoint user accounts. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Lane Settings Define the order of the lanes, from top to bottom Set limits for number of tasks per lane Write or paste the lane names here. If you prefer to NOT use lanes, just leave this grid empty. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Custom Field When a name is entered for Extra field, a new tab will be shown, where you can add the values for the custom field. These values can be selected in a new dropdown in the task. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Month View Select another month www.kalmstrom.com Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

Kanban Task Manager ‒ Year View Highlighted dates have tasks www.kalmstrom.com Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

Kanban Task Manager Timeline grouped by Responsible Drag to change responsible person www.kalmstrom.com Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

Kanban Task Manager Timeline grouped by Projects Drag to change start or due time www.kalmstrom.com Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

Kanban Task Manager ‒ Project View Each project is visualized as a pie chart This phase has 3 tasks www.kalmstrom.com Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

Kanban Task Manager ‒ Export to Excel Kanban Task Manager generates several statistics reports that are exported to a downloadable Excel file: Number of Tasks per Project Number of Tasks per Phase Tasks per Lane and Phase Average of Tasks % Completed per Phase Number of Tasks per responsible Average of Tasks % completed per Responsible When swim lanes are used, these are additional default reports: Number of Tasks per Lane Tasks per Phase and Lane Average of Tasks % Completed per Lane And when a custom field is used, there is a report on the number of tasks for each value of that field. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ Excel Reports Links to reports Pivot and graph representations of the reports. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager Excel Reports ‒ Pivot Table You may sort, filter, drill and add more fields for extended info. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager Excel Reports ‒ Default Graph Style Each report also has a graph presentation. Changes in the pivot will be reflected in the graph and vice versa. The reports may be printed, saved as .pdf and studied with all the features of Excel. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager Excel Reports ‒ Custom Graph Style Change the graphs as you like with the Excel tools. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager Excel Reports ‒ Custom Reports The first tab shows all the task data in the database. Use it to create your own reports! www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

Kanban Task Manager ‒ More info Thank you for watching this slide show! You will find more information about Kanban Task Manager for Outlook on the kalmstrom.com website. There you may download the full version of the software and evaluate it for 30 days before you decide if you want to use it. We recommend you to also download the manual, which has detailed information about settings, configuration and usage and a full description of how to install and upgrade Kanban Task Manager. On the kalmstrom.com website you will also find video demonstrations on Kanban Task Manager, as ell as information about the kalmstrom.com Subscriptions. www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above