kanban task manager for outlook slideshow

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 project, responsible, priority and/or a custom parameter. Automatic synchronization of tasks within the workgroup, so

everything is always up to date and everyone can see what is happening. Zoom the kanban board. Display of tasks for multiple projects in one Kanban board. Possibility to create swim lanes. Convert emails in to tasks. Set WIP limits for phases and lanes. Support for inline images and bold and italic formatting in the task body (Outlook

2010 and above). Excel reports

This slideshow shows the workgroup version for Outlook. There is also a workgroup version for SharePoint and a Single version for Outlook.

Welcome to the show!Peter KalmströmCEO, kalmstrom.com Business Solutions

Kanban Task Manager for Outlook ‒ Introduction

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

http://www.kalmstrom.com/products/TaskManager/KTMSharePoint/

http://www.kalmstrom.com/products/TaskManager/KTMSingle/

The Kanban Task Manager ribbon group has four buttons:

Shortcut to the Kanban Task Manager folder in the Task view

Configure Kanban Task Manager for your team

Create Kanban Task Manager Excel reports

Convert an email into a task on the kanban board


Kanban Task Manager in the Outlook Mail View

Create a new Kanban Task Manager task

Show all projects for all responsibles, or filter by

project, responsible or priority


Kanban Task Manager ‒ The kanban board

Data is synchronized silently every 5 min, but

you may also do it manually

The Close icon may either delete the task or move it to an admin specified phase

Drag to resize


Kanban Task Manager ‒ The kanban board

Instant Search of task subjects and bodies

Right click a task to see the details paneThe tasks may be dragged and

dropped with the mouse within or between the phases and lanes. You

can also move tasks with Ctrl + arrow keys, and if you have a touch

screen you can use a finger!

Kanban Task Manager uses standard Outlook tasks, but

we have added dropdowns for project and responsible.

Kanban Task Manager ‒ Task with the minimum 2 dropdowns


By default the phase names are taken from the

Status values.

Kanban Task Manager ‒ Task with the maximum 5 dropdowns


Here lanes and a custom field is added, and custom phases are used instead of the default

Status values.

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.

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.

So far you have seen the most important features of Kanban Task Manager.

The configuration of Kanban Task Manager is handled via the Configure button in the toolbar. Let’s continue!

Kanban Task Manager ‒ Configure


Here the tasks are color coded by project

The default colors can be change into any color in the RGB range

Kanban Task Manager ‒ Coloring


Write or paste into the grid

The DateTimePicker gives correct dates for Start and Due

Kanban Task Manager ‒ Project Settings


Hide finished projects from the kanban board

The phases are common for all projects. The

Status values are used as phase

names by default.

Kanban Task Manager ‒ Phase Settings


Let the Close button on the tasks move the

task to this phase instead of deleting

Hide a phase from the kanban board

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.

Kanban Task Manager ‒ Responsible Settings


Hide a responsible from the kanban board

Write or paste the lane names here. If you prefer to NOT use lanes, just

leave this grid empty.

Kanban Task Manager ‒ Lane Settings


Define the order of the lanes, from top to bottom

Set limits for number of tasks per lane

Kanban Task Manager ‒ Other Settings


Check this box if priority should be shown on the visualized tasks on the

kanban board

Decide if colors should be used for projects or

responsibles

Decide if emails converted into tasks should open automatically or not, or if Kanban Task

Manager should ask every time

If you selected SharePoint as a sharing option, you can

switch the tasks list.

Kanban Task Manager ‒ Custom Field


When a name is entered for Extra field, a new tab will be shown in the

settings, where you can add the values for the custom field.

These values can be selected in a new dropdown in the task.

Filter by the new parameter

Kanban Task Manager gives several statistics reports that are exported to an Excel file:

Number of Tasks per Project Number of Tasks per Phase Time spent per Phase Status of Tasks per Phase % Completed Tasks per Phase Overdue status of Tasks per Phase

When lanes are used, there are also reports for: Number of Tasks per Lane Time spent per Lane Status of Tasks per Lane % Completed Tasks per Lane Overdue status of Tasks per Lane

And when a custom field is used, there is a report on the number of tasks for each value of that field.

Kanban Task Manager ‒ Export to Excel


Pivot and graph representations of the reports.

Links to reports

Kanban Task Manager ‒ Excel Reports


You may sort, filter, drill and add more fields for

extended info.

Kanban Task Manager Excel Reports ‒ Pivot Table


Each report also has a graph presentation. Changes in the pivot

will be reflected in the graph and vice versa.

Kanban Task Manager Excel Reports ‒ Default Graph Style


The reports may be printed, saved as .pdf and studied with all the

features of Excel.

Kanban Task Manager Excel Reports ‒ Custom Graph Style


Change the graphs as you like with the

Excel tools.

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!

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. I 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 my web site you will also find video demonstrations on Kanban Task Manager, as well as information about the kalmstrom.com Subscriptions.

Kanban Task Manager ‒ More info

www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above

http://www.kalmstrom.com/products/TaskManager/KTMOutlook/



kanban task manager for outlook slideshow

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