This article offers an example of moving from a manually maintained Excel grid to using to-dos in the system.
Here is an example of to-dos being managed in an Excel grid.
Here is how they map to Consonance:
Things to notice:
- Each of the to-dos have been prefixed with the name of the department responsible. This is a way of achieving grouping, but it shouldn’t replace the need to assign an actual person as being responsible for the to-do.
- The to-dos have been rephrased to indicate action. Instead of
Set up title, the to do is
Agree title. This is more declarative and indicates what actually has to get done.
- All the to-dos down to
Sign contractare blocked. If you were to edit one of those you’d see this:
The to-do called
Add basic keywords is blocked by the to-do
Sign contract. This gives you a heads up that there is something that needs to get done before the to-do can be completed. In this case, you can’t add keywords before you’ve signed the contract.
- Some to-dos are more important than others, as indicated by the Milestone tag. Editorial: Sign contract, Handover to production, and Proofs are all milestones. To-do reporting on an iCal calendar can be at the milestone level, to avoid being overwhelmed with detail:
- The work this to-do list is attached to has no pub date, so no relative dates can be calculated. However, copy them to a work with a pub date and the relative dates calculate themselves. The pub date of the work below is 4th June 2015: the relative dates get set and the system automatically tags them as
Overdueif the due date has passed.
To improve this to-do list further
More relative dates should be entered. The publisher should consider how far before publication they want to sign the contract for works, for example, and set the early Editorial to-dos to be relative to that e.g. 18 months. This has the benefit of highlighting where crunches might occur in the project if a contract gets signed less than say 9 months before publication.
More rewording should be done. Instead of having a to-do called
AIs, it would be better named
Review and approve AIs.
All to-dos should have a named assignee, to ensure ownership.