Klartboard guidelines in the team

Klartboard guidelines help to build a bridge between Klartboard as a system and good management and operational management in practical everyday life. With clear guidelines, you can clarify expectations for each other and develop a common language about management.

You can formulate and save the team's Klartboard guidelines in the left menu/team room.

It is typically important to have guidelines formulated about: 

  • What do we mean by red, yellow and green?
  • Who should do what before, during and after the stand up meeting?

By default, you will find a proposal for common guidelines the first time you open the team room.

When we at Klart work every day with teams and managers who have to start stand up meetings, we often have a session where we precisely discuss the good guidelines. It helps to create a common starting point to get off to a good start.

Example of game rules:

The team's rules of the game

Before the board meeting

  1. Clearboard must be updated by (insert time)
  2. You must always consider the status colors - use the colors nuancedly, as they give us important clues
  3. Put a star on your three most important tasks planned for the coming week
  4. Consider what you can propose at the board meeting as action to improve the status, for example from yellow to green - "We can get green if ..."
  5. Briefly familiarize yourself with the boards and mark "hand up" on the tasks, milestones, etc., where you have questions or comments

During the board meeting

Facilitator/manager

  • Ask questions with a focus on management - as specific as possible
  • For example, I see that your week is in red - what can we do to bring it to green?
  • For example, I can see that the milestone deadline has been exceeded - what exactly are we waiting for, and can we solve the problem?
  • Avoid overly open-ended questions because they typically provide an unfocused enumeration in response
  • Fx And what about you Jacob...?
  • Always try to summarize/conclude a dialogue with an employee or about a project
  • For example... do we have a clear plan for the week?
  • For example... do we agree that milestone x is the most important?

Participant

  • Make your posts short with a focus on balancing what you say about the content of the task/project, and then the management aspect - i.e. status, deadlines, progress, etc.
  • If something is, for example, yellow, try sentences like: "We are yellow because ... and we could come in green if …”. You do not need to say much about the task or the content of the project. Keep the focus on what can get us green.

Which tasks must be in Klartboard

  • Those that have not been immediately resolved here-and-now
  • Those that take a minimum of 1 hour

About tasks and milestones in projects

  • Milestones divide the project into meaningful milestones on the way to solving/delivering the overall project. A milestone is do not a task in itself. It is the result of one or more completed tasks in the project.
  • The title of the milestone often ends with "t" - e.g. carry out analysist e.g. “launch updatet – this is something we have achieved
  • There should be milestones at appropriate time intervals so that we can see what we are working towards within an appropriate horizon (typically within a few weeks)

About creation

  • Give a title that makes it easy to identify the delivery, e.g. "Note on...", "Setting for...", "Response to..."
  • Specify deadlines as far as possible, as this provides a clearer reconciliation of expectations
  • Feel free to estimate the expected hourly consumption, as it provides a clearer reconciliation of expectations - we see the same task before us

About status colors

Green = Everything runs fine

Yellow = bumps in the road that push the deadline, resource consumption, quality or motivation and well-being

Red = major barrier that will significantly change delivery time, resource consumption, quality and/or motivation and well-being

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