1. What is an Initiative?
An Initiative is a bigger task/project/epic story, which lives at the Initiatives Workflow (1).
The initiative is a big chunk of work that you need to break down into smaller and manageable work items/cards to be accomplished.
The smaller actionable steps (cards) are linked to the Initiative as child cards and they give your entire team the scope of their work. All child cards are created on the Cards Workflow (2).
To get a better idea about the concept, please watch the video: "How to use Initiative Workflow".
Important: You can also create dependencies between existing Initiatives by setting up a type of relationship as well as breakdown Initiatives into child Initiatives/successors and predecessors.
The Initiative moves through the Initiative workflow completely automatically when its linked child cards are processed in the Cards Workflow lane or anywhere in your account.
How does the automation of the Initiatives Workflow work?
The built-in automation updates the status of the Initiatives, so their progress can be easily tracked.
When a team member moves a Child card, which has been linked to an Initiative to the "In Progress" column on the Cards Workflow lane (Team Board level) -> the Initiative card will automatically move to "In Progress" in the Initiative Workflow.
When all child cards, linked to the Initiative are moved to "Done" on the Cards Workflow lane (Team Board level) -> the Initiative card will automatically move to "Done" in the Initiative Workflow.
This helps managers to see at a glance the completion status of all Initiatives that they have in the organization.
2. How to create an Initiative?
А user can create an Initiative in the "Requested" column of the Initiatives Workflow only.
There are several ways to create an Initiative:
2.1 Right-click in the Requested column of the Initiative Workflow lane and create the Initiative.
The Initiative appears as a Kanban card including all the card properties -> fill in the information related to the Initiative and аdd it to the lane.
The Initiative is visualized as a rectangle - double click to open it.
Tip: Click the plus icon of the Initiative to break it down and start creating its child cards.
2.2 Another way to create an Initiative is using the green plus icon at the top right side of the board interface -> Create new Initiative.
2.3 Drag & drop an existing card from your Cards Workflow lane to the Initiatives Workflow.
The system prompts you to select either Create New parent card or Convert to an Initiative.
- If you select Create New parent card-> the card you dragged will trigger an Initiative creation and will be automatically linked to it as a child card. Afterward, it will be positioned back at its previous board location.
- If you select Convert into Initiative -> the card will instantly become an Initiative, without any relations. Note that the card will be no longer available.
2.4 You can create an Initiative of multiple cards, using the drag & drop option.
Select a group of existing cards (by drawing a box around them) that belong to one project/a bigger task or epic -> drag & drop them to the Requested column of the Initiatives Workflow lane.
The first card in the row will be duplicated as an Initiative and all the other project related cards (including the one that triggered the Initiative creation) will be automatically linked to it as child cards.
Once the Initiative is created, all cards in the batch will be placed back in their previous positions on the Cards Workflow.
3. Working with Initiatives - the general concept
Once you create an Initiative, you have to break it down into smaller actionable items.
Depending on your scenario, the system allows you to:
- break down/create dependencies between Initiative and cards that live on the Cards Workflow
- break down/create dependencies between Initiatives themselves all positioned on the Initiatives Workflow
Once you create the smaller items on any Board in your account, leave it to the team to process and complete the tasks.
As they progress, all the important changes will be reflected in the Initiatives.
- Child cards view on the Initiatives
Each child card linked to the Initiatives is represented by a colored rectangle that holds details for the child card (on hover).
The color of the rectangle stands for the current card position in the Cards workflow:
- if the rectangle is Blue, the child card is "In Requested" column
- if the rectangle is Orange, the child card is "In progress" column
- if the rectangle is Green, the child card is in "Done" column
For Example: In the image below, you can see that the Initiative named "New Website development" holds three child cards. One of them is "In Requested" column (this is the blue one); the other (colored in orange) is in "In Progress" column and the last one (colored in green) is completed.
Just click the rectangle to locate the card if it is on the same board and Double Click it to open the card.
Tip: To easily locate linked cards from different boards, press the CTRL key when clicking the rectangle. A new tab opens up and the system automatically locates the position of the linked card on the respective board.
- Blocked Initiative
In case that a child card is blocked, the Initiative card will be blocked/colored in red too.
The Project manager should resolve the problem as soon as possible in order to unblock it.
- Initiative Progress Indicator
Each Initiative has a Progress Indicator bar that shows the percentage of the completed child cards.
For example: If two out of five child cards linked to the Initiative are moved to "Done" on the Cards Workflow lane, the progress indicator displays 40% of completion. When all child cards linked to the Initiative are moved to "Done", the Initiative progress indicator displays 100% and the Initiative will be considered completed. This is the default behavior of the feature.
Moreover, the Initiative progress algorithm indicates and accumulates each child card completion according to its size. If the child cards (work items) linked to the Initiative are sized, the progress indicator works as follows:
For example: if we have two completed child cards (out of 5), which are sized "2", the Progress Indicator bar will display 23%. If a single card sized "10" is moved to Done, the Progress bar of the Initiative will display 56% of completion.
This gives a better perspective on the progress of tasks ranked in different categories of difficulty.
- The Initiative Context menu
Right-click on an Initiative to open the Context menu that provides shortcuts to a variety of options.
The Filter Children option is at the top of the menu is only relevant to the Initiatives.
Click it and all child cards linked to the Initiative will be filtered out on the Cards Workflow lane.