Collaborate and track softwares are very useful for business because they help people with tasks, sharing ideas and information. In an age when contractors and teleworkers are the norm for small businesses, it’s easy to see why collaboration software can help connect people and information when it’s needed most. “KanBanFlow” and “Trello” are two popular and free softwares to collaborate online.
Step 1: Sign up on the KanBanFlow site
“KanBanFlow” offers a way to remotely collaborate with others on any project and keep track of progress, and offers group forums and mobile connections. Let’s see how this application works. First go to its website: “www.kanbanflow.com” and sign up with your name, email and password to use the software. Then click “Sign up”.
Step 2: Navigate the dashboard
You’ll see a window that offers you the option of watching a short tutorial. You can click “Start” or you can close it. The home page is divided into four columns: “To-do”: these would be pending tasks; “Do today” for tasks that must be completed that day; “In progress”, and “Done” for the ones that are finished.
Step 3: Create a new board
To create a new board go to the upper left side of the home page and click on “My board”. Then choose “Create board”.
You should name it and click “Next”. You can leave the default columns, remove them or add a new one. We’ll leave them this way. Now click “Create board”.
Step 4: Administrate your board
You’ll see the “Administration” tab for your boards. You can Administrate the users to invite them by clicking on “Invite users” and by adding the user’s e-mail. You can also change its settings; rename or delete them. Choose your setting and then select your board in the main upper left hand option.
Step 5: Add a task
To add tasks, you need to click the green-plus icon located in the header of each section. You’ll see a window with three tabs: “General”, “Date” and “Subtasks”. In the first one you’ll be able to add the name, description, labels, color, people involved, and time spent and estimated. Then you can add the date, time and status of the task in the “Date” tab.A good feature is the “Subtasks” tab for minor assignments in the main tasks. Once you’re done, click “Save and close”.
Step 6: Use Pomodoro Timer
Finally, one of the most interesting features is the “”Pomodoro clock. With this timer you can select a task and work on it for, let’s say, 25 minutes, and maintain a detailed record of the 25 minutes you actually spent on that task. It is also interesting that when you click “Stop”, the timer asks you for the reason that you elected to stop.
Step 7: Use Trello
Now, let’s see another popular free software. “Trello” is a free web based project management application. To use it go to its site: “www.trello.com” and click on the “Sign up” button. You can create your account or sign up with a Google account. Let’s create the free account. You’ll have to confirm your email address. To do so, go to your email account, open Trello’s mail and click on the “Verify address” button.
Step 8: Create a new board
Once you’re in Trello, you’ll see the boards to build your projects in. By default, there’s a welcome board. To add a new one, go to the upper left hand side of the program and click on the plus icon. Then choose “New board”. Name it and click create.
Step 9: Customize your board
On the right side of your board, you will notice that there are various different functions that you can choose from. You can add members, change settings, and filter. You can also take a look at the activity feed within your board, just to see how much progress is being made and by whom.
Step 10: Add lists
Lists are used along with the boards, and they separate and track the tasks into columns…based on categories. By default you will see “To do”, “Doing” and “Done”. You can modify your lists as needed to make sure that you are on the right track with every item. Just click on the “Add a list” button to add a new one.
Step 11: Use the Cards
“Cards” are actually the components that go under the lists. Each card is a task that is assigned to certain members of your team, and you can track progress on the cards, as well. If you click on a particular card, you will be able to see properties. You can also add due dates, team members, files, or checklists to the card. Additionally, you can click on every card and move it to the other column. To add one just click on “Add a card”.