KanbanTask Manager for Outlook

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 one or multiple projects, responsibles and/or priorities and also by a custom value if it is used.

Automatic synchronization of tasks within the workgroup, so everything is always up to date and everyone can see what is

happening.

Display of tasks for multiple projects in one kanban board.

A reading pane gives detailed info about the task.

Possibility to create swim lanes.

Convert e-mails in to tasks.

Set WIP limits for phases and lanes.

Support for inline images and bold and italic formatting in the task body.

Excel reports.

The responsible person’s initials on the task

Various views in addition to the kanban view.

% complete bar that shows task progress.

Priority icons.

Task overdue indicators.

Set number of columns per phase.

This slideshow shows the workgroup edition for Outlook. There are also two different Workgroup editions for SharePoint and a Single

edition for Outlook.

Welcome to the show!

Peter Kalmström

CEO, 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 two buttons:

Shortcut to the Kanban Task Manager folder in the Task view

Convert an e-mail into a task on the kanban board


Kanban Task Manager ‒ Outlook Mail View

Create a new Kanban Task Manager task


Kanban Task Manager ‒ Kanban View

Data is synchronized silently every 5 min, but

you may also do it manually

This task is overdue, which is indicated by the red border and the red Due date

The tasks may be dragged and dropped with the mouse within

or between the phases and lanes. The Kanban Task Manager

example data is used in this slideshow


Kanban Task Manager ‒ Filter and Search

Click to open the filter pane

Search and filter tasks in the left pane


Kanban Task Manager ‒ Details pane

Right click to open the task in a Details pane

The task description

Change completed and responsible without

opening the task

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


The Status value = the phase

When Completed percentage is filled out, it is shown on the task card.

Kanban Task Manager ‒ Task with the maximum 4 dropdowns


Here lanes and a custom field have been added by the administrator.

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.

High and low priority is shown on the task cards.

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 Kanban Task Manager

configuration is reached from the

kanban board.

Let’s continue!

Kanban Task Manager ‒ Configuration


By default, the tasks are color coded by project

Click on a color to change it

Kanban Task Manager ‒ Coloring


Write or paste into the grid

Kanban Task Manager ‒ Project Settings


Hide finished projects from the kanban board

Kanban Task Manager ‒ Phase Settings


Set the number of task columns

in the phaseHide a phase from the kanban board

Three columns of task cards in the In

Progress phase.

Kanban Task Manager ‒ Responsible Settings


If you select an Access or SQL Server database, 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.

When SharePoint is used as sharing medium, the responsible persons are taken from the SharePoint

user accounts.

The responsible person’s initials are shown on the task

card

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 ‒ Custom Field


When a name is entered for Extra field, a new tab will be shown, where you can

add the values for the custom field.

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

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Kanban Task Manager ‒ Month View

Select another month

Kanban Task Manager is available in 2 SharePoint editions: add-in and sandboxed solution

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Kanban Task Manager ‒ Year View

Highlighted dates have tasks


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Kanban Task Manager Timeline grouped by Responsible

Drag to change responsible person


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Drag to change start or due time


Kanban Task Manager Timeline grouped by Projects

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Kanban Task Manager ‒ Project View

Each project is visualized as a pie

chart

This phase has 3 tasks


Kanban Task Manager generates several statistics reports that are

exported to a downloadable Excel file:

Number of Tasks per Project

Number of Tasks per Phase

Tasks per Lane and Phase

Average of Tasks % Completed per Phase

Number of Tasks per responsible

Average of Tasks % completed per Responsible

When swim lanes are used, these are additional default reports:

Number of Tasks per Lane

Tasks per Phase and Lane

Average of Tasks % Completed 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.

We 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 the kalmstrom.com website you will also find

video demonstrations on Kanban Task Manager,

as ell 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/

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

Software

KanbanTask Manager for Outlook