Hour 7 – Team & Task Management
1. Setup Trello board
- Create workspace
- Add lists (To Do, Doing, Done)
- Create sample cards
- Set labels & priorities
- Invite team members
Prompt: “Guide me step by step on setting up a professional Trello board for my team, covering workspace setup, lists, card creation, labeling, and inviting members.”
2. Define team roles
- List required roles
- Map skills to roles
- Draft responsibilities
- Share role document
- Get team agreement
Prompt: “Help me define clear team roles by mapping skills, writing responsibilities, and documenting roles for alignment.”
3. Assign team tasks
- Break project into tasks
- Map tasks to roles
- Define deadlines
- Share assignments
- Confirm ownership
Prompt: “Guide me on assigning team tasks effectively, including mapping roles, deadlines, and ownership confirmation.”
4. Plan weekly goals
- Review backlog
- Prioritize top tasks
- Estimate efforts
- Define weekly deliverables
- Document goals
Prompt: “Help me plan weekly goals by reviewing backlog, prioritizing, estimating efforts, and documenting deliverables.”
5. Daily check-in review
- Fix daily time slot
- Define check-in questions
- Keep updates short
- Note blockers/issues
- Record progress
Prompt: “Explain how to conduct effective daily check-in reviews with questions, blockers, and concise updates.”
6. Weekly progress review
- Collect weekly updates
- Compare with goals
- Identify delays
- Celebrate wins
- Share action plan
Prompt: “Guide me on running a weekly progress review with updates, analysis, and action plans.”
7. Track deadlines
- Add tasks to Trello
- Use calendar view
- Set reminders
- Monitor overdue tasks
- Escalate critical items
Prompt: “Show me how to track deadlines with Trello/calendar tools, including reminders and escalation.”
8. Identify blockers
- Ask team for blockers
- Categorize blockers
- Prioritize critical ones
- Assign solutions
- Monitor until resolved
Prompt: “How can I identify, categorize, and resolve blockers effectively in team management?”
9. Set top 3 priorities
- Review goals
- Pick urgent items
- Align with deadlines
- Share priorities list
- Track completion
Prompt: “Guide me on how to define and manage the team’s top 3 weekly priorities.”
10. Progress review session
- Schedule bi-weekly session
- Review team KPIs
- Discuss blockers
- Adjust goals
- Share outcomes
Prompt: “Explain how to run a progress review session with KPIs, blockers, and outcomes.”
11. Mid-month review
- Collect progress data
- Compare with plan
- Identify trends
- Adjust milestones
- Share review doc
Prompt: “Help me conduct an effective mid-month review with data, trends, and milestone adjustments.”
12. Provide feedback
- Observe performance
- Write specific notes
- Share 1-on-1 feedback
- Suggest improvements
- Document feedback
Prompt: “Show me how to give constructive feedback that motivates and improves team performance.”
13. Brainstorm session
- Define topic/problem
- Schedule session
- Gather ideas
- Document all inputs
- Shortlist best ones
Prompt: “Guide me on running a productive brainstorming session that captures and prioritizes ideas.”
14. Next sprint planning
- Review backlog
- Prioritize stories
- Estimate points
- Assign tasks
- Finalize sprint goals
Prompt: “Help me structure next sprint planning with backlog review, prioritization, and task assignment.”
15. Weekly team demo
- Schedule demo slot
- Prepare team showcase
- Share progress with stakeholders
- Collect feedback
- Note improvements
Prompt: “Explain how to run a weekly team demo that engages stakeholders and gathers feedback.”
16. Motivate team
- Recognize achievements
- Share appreciation
- Give small rewards
- Encourage peer praise
- Set motivational goals
Prompt: “How can I effectively motivate my team through recognition, appreciation, and rewards?”
17. Assign microtasks
- Break tasks smaller
- Define quick wins
- Assign individually
- Track completion
- Celebrate progress
Prompt: “Guide me on assigning and managing microtasks for team productivity.”
18. Check deliverables
- Review task completion
- Verify quality
- Compare with requirements
- Share feedback
- Approve/reject
Prompt: “Show me how to check, review, and approve deliverables effectively.”
19. Reassign workloads
- Review team load
- Identify overloaded members
- Redistribute tasks
- Confirm with team
- Track new assignments
Prompt: “How should I reassign workloads to balance productivity and avoid burnout?”
20. Take team meeting notes
- Assign note-taker
- Record key points
- Highlight decisions
- Share with team
- Archive notes
Prompt: “Guide me on taking and sharing structured team meeting notes.”
21. Conflict resolution
- Identify conflict early
- Listen to both sides
- Discuss solutions
- Agree on resolution
- Document agreement
Prompt: “Show me effective techniques for conflict resolution in teams.”
22. Encourage new ideas
- Create idea channel
- Recognize contributors
- Host innovation hour
- Test small ideas
- Share outcomes
Prompt: “How do I encourage and manage new ideas in my team?”
23. KPI evaluation
- Select relevant KPIs
- Collect data
- Compare with targets
- Analyze gaps
- Share report
Prompt: “Help me evaluate team KPIs with data collection, gap analysis, and reporting.”
24. Final sprint planning
- Review previous sprint
- Note carryover tasks
- Prioritize backlog
- Assign tasks
- Lock sprint scope
Prompt: “Guide me in conducting a final sprint planning session effectively.”
25. End-of-month review
- Gather all progress
- Compare with monthly goals
- Review team feedback
- Document lessons learned
- Share final report
Prompt: “Explain how to conduct an effective end-of-month team & task management review.”
