1. What is an Initiative?
An Initiative is a bigger task/project/epic story, which lives at the Initiatives Workflow or at the Timeline Workflow. The Initiative visualized in Img.1 is positioned at the Initiative Workflow (1) and is outlined in red.
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.
As presented in the video, 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 (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.
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.
2. How to create an Initiative?
You can create Initiatives at the Initiatives Workflow or at the Timeline Workflow.
- Users can create initiatives in the "Requested" column of the Initiatives Workflow. There are several ways to create Initiative. To learn more, please check the dedicated article.
- To learn how to create and manage Initiatives at the Timeline workflow, please check p.3 and p.4 in the dedicated article
3. How to work with Initiatives?
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.
You can easily change an Assignee, type, priority, etc.
The "Filter links hierarchy" functionality works per board. Use the filter of an item to display all child cards and/or parent initiatives linked to it. This helps users to gain an insight into the item's relationships on the board. The feature filters all the child, parent, and grandparent cards in the existing hierarchy from: grandparent cards at the highest level to child cards at the lowest level in the hierarchy.