Work Methodology Standard:
Ticketing System & Workflow Management
This document defines our ticketing and work methodology system, ensuring smooth project management, task prioritization, and team collaboration. The key focus areas include clear task assignation, ranking systems for prioritization, and streamlined processes via Trello and Slack for maximum efficiency.
1. Weekly Workflow Management
Mondays: Planning
- Objective: Define the week's important tasks and review the previous sprint.
- Agenda:
- Task Prioritization: Identify critical tasks to be completed by the week's end, focusing on what is both urgent and important.
- Sprint Review: Assess last week's sprint—what was completed, what remains pending, and any delays.
- Backlog and Pending Tickets: Quickly review the Trello board for In Review and Backlog tickets, holding each team member accountable for their work.
- Ticket Assignment: Assign tasks for the week by moving tickets from Backlog to "To Do", while cleaning out last week's "Pending Review" tickets.
Wednesdays & Thursdays: Q&A
- Objective: Facilitate communication around ongoing tasks, answer questions, and remove blockers.
Fridays: Deployment
- Objective: Deploy tickets in the Test Environment for review over the weekend. Live deployments can be scheduled as needed.
- Action: Organize deployments for testing and have at least one team member review it before finalizing in production.
2. Ticket Creation and Management
Ticket Structure:
- Title: Format as “Q_ / Title of ticket”. Include priority level (Q1-Q4).
- Description: Provide detailed descriptions with context. Include links, screenshots, or videos for clarity.
- Tags: Add relevant tags (Critical-Low, device specifics, etc.) to highlight urgency and resource requirements.
- Multimedia Attachments: Embed videos (Loom, YouTube) or images as necessary.
Checklists:
- Tickets with multiple tasks should have a detailed checklist. These remain in “Pending Ticket” until all subtasks are added.
Order of Ticket Assignation:
- Q1 & Q2 - Crucial & High Priority: These are the team's top priority. Focus on these before other tasks.
- Quick Fixes: Quick-to-solve issues, prioritized by severity and urgency.
- Q2 Medium & Q3 Low Priority: Work on these when all critical tasks are cleared.
Ticket Statuses:
- Read Me: Essential information for system understanding.
- In Hold: Paused due to missing information.
- Pending Ticket: Awaiting full details.
- Backlog: Available for future assignment.
- To Do: Assigned and ready for developers to begin work.
- Doing: Actively in progress.
- In Review: Waiting for code review or approval.
- Done: Completed and deployed.
3. Prioritization and Ranking Matrix
Quadrant System:
- Q1 - Important & Urgent: Immediate attention. These tasks cannot be delayed.
- Q2 - Important, Not Urgent: Major goals with flexible timelines.
- Q3 - Urgent, Not Important: Potential disruptions; these tasks prevent processes from working smoothly.
- Q4 - Neither Important nor Urgent: Distractions or low-priority tasks.
Value Tags:
- Critical: Business-critical tasks that must be solved immediately.
- High: Significant but non-critical tasks.
- Medium: Important tasks but less urgent.
- Low: Tasks with minimal urgency or impact.
4. Development Process: Deployment Strategy
Test Environment:
- Purpose: Test design changes and review bugs before deploying live.
Rules for Deployment:
- Substantial Pull Request: Test locally first to address any codependencies, then deploy to the test environment for feedback.
- Simple Commits: Can be bundled and committed live on Fridays, following testing.
5. Unified Communication Strategy
Our communication framework revolves around Slack and Trello, ensuring transparency and real-time updates.
Slack to Trello Integration:
- Tickets created from Slack should have relevant details linked back to the original Slack message. Add an emoji ✅ and a Trello URL when creating a card from a Slack request.
Ticket Assignation:
- Team members assign themselves tasks from “To Do” in Trello, moving cards to “Doing”. Communicate blockers by tagging relevant stakeholders.
6. Agile & Kanban Workflow
Our team embraces Agile principles, utilizing the Kanban methodology via Trello for iterative task progression.
Daily Standups:
- Brief, daily check-ins to share updates and address blockers.
Retrospective Meetings:
- Reflect on successes and areas of improvement at the end of each sprint.
7. Documentation Hub
Our documentation lives in Notion, housing project resources, work processes, and a Learning Repository. This serves as a knowledge base and is regularly updated with new insights, best practices, and guides for the team.
8. Performance Metrics
We track progress and quality using the following KPIs:
- Task Completion Rate: Track how many tasks are completed vs planned.
- Bug Frequency: Monitor bug occurrences to ensure project stability.
- Response Time: Measure how quickly tasks are addressed.
- Client Satisfaction: Gather client feedback to gauge success.
9. Q&A & Best Practices
Q&A:
- What if I see a ticket request in Slack? Create a Trello card, add an emoji ✅, and post the card link in the Slack thread.
- How do I assign myself a ticket? Move the Trello card from "To Do" to "Doing" and assign yourself.
- What if no tasks are available in "To Do"? You can assign yourself a ticket from Backlog, prioritizing by quadrant.
Conclusion
By following this work methodology, we ensure that our ticketing system remains efficient and structured. Clear assignation policies, prioritization based on urgency, and an open communication platform will guide our teams toward optimal productivity and successful project delivery.
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