To help improve communications from our two-person communication team to the much larger church staff, we’ve recently implemented a new job workflow. While I know many people are happily using other tools, like Basecamp, we’ve found other solutions to be lacking in some of the key features that are important to our process.
Here’s our new workflow:
1) Ticket Origination via Web Form
This part is nothing new to our organization. For over a year we’ve had a centralized location where our staff can place IT, graphic, video, or facility requests through an online site. (We use MachForm for our web forms.)
What’s new, is the way graphic and website requests are routed from that point forward.
2) Task Automatically Created in Project Management System
When the request form is submitted, that email ticket is set up to automatically generate a new task in Producteev, which we’re using as a task/project manager. We recently switched to Producteev because of its simplicity coupled with its impressive feature set and API. (But yes, I hate their logo.)
3) The Person Who Created the Ticket is Redirected to a Status Update Page
Status Update Page
This is my favorite part: Using the Producteev API, we redirect the staff person who created the ticket to a page that shows all the open and recently completed tickets on which our team is working. This includes the current status of each task, which we can update through tags in Producteev.
While I assume this system might not work well for every staff, we’ve already found it to be very helpful to ours for a number of reasons:
- All requests are centrally located.
- There are no required logins for a staff person to create a new ticket.
- Anyone on our staff can easily see the status of all projects.
- Status tags are simple to update, and since its integrated with our task management, it’s a seamless process for our communications team.