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Taskboarding is a key tool used to analyze the processes involved in a change management initiative. It is often used to prepare for a new project, anticipating potential problems before they arise. It can also help with reviewing the current status of a change management plan, pinpointing areas of difficulty and the causes behind them. This group exercise encourages a team to think sequentially and break the change down into a logical process in order to identify how each element can be improved. Allow around one hour for completion.
How to Use This Exercise
This exercise is ideal for use by a project or team manager with a team to plan ahead for a new change management initiative or project. It can also be used if the team is experiencing problems with a current project and would like to review the effectiveness of the processes. Although the manager should run the exercise, it is important that they also contribute to the discussion.
Objectives
Team members will:
- Define the processes that impact on the effectiveness of a change initiative.
- Plan the logical sequence of tasks in a change management process.
- Plan ahead and identify potential problems or blocks in the process before they arise, or identify the causes of problems in a current project.
What You’ll Need
This exercise can also be run online, in which case you can use an online collaborative tool such as Miro.
What to Do (35 Minutes)
- Begin by introducing the purpose of the exercise as a useful change management and time management tool, outlining the aim for the session.
- Distribute copies of the task sheet and the example taskboard. Ask the group to brainstorm all the tasks required to complete the change plan. Each task, along with the timescale required to complete it, should be written individually on a Post-it note and stuck onto the flipchart or wall. All team members can write and stick at the same time.
- When they have finished, ask the group to re-order the Post-it notes chronologically on the flipchart.
Review (15 Minutes)
When the group is satisfied with the sequence, get everyone to stand back and review it, to check that it is the most logical and effective order. Ask them to consider the following points:
- Is this really the most effective sequence?
- Can you identify any problem areas, or blockages in the chain? What part of the process might be causing, or could potentially cause, problems?
- If so, why are they occurring/might they occur, and what action is needed to resolve them?
- Would it help to change the sequence?
Putting it Into Practice
- If you are using this exercise to resolve problems with a current project, or anticipate problems in an imminent project, then the group should draw up an action plan for addressing problem areas or blockages or changing the sequence. Assign priorities, timescales and responsibilities as necessary.
- To ensure that the key learning points from this exercise are applied to the project, and to check on how the solutions to the problems are progressing, it is a good idea to arrange a follow-up session with the group a week or so after completing the exercise. At this session you should review what you learned, what has been put into practice, and what further support is needed to help the project team implement the action plan.
- If the processes and flow of the project’s steps require further, more detailed analysis, you may wish to use a Gantt Chart.
