How to use task management software for your next product launch

While features and functionality may vary from vendor to vendor, most task management software solutions have you start your plan with a “board,” where all activities and information related to the project will be housed. Begin by naming your board Product Launch, for instance.

After setting up your board, you’ll create “buckets.” Each bucket is a high-level, virtual place where you organize tasks into workstreams, project phases, or topics.

You may choose to create separate buckets according to teams or departments—for example, Marketing, Product Development, and Human Resources. Or create your buckets by phases, such as Before Launch, Day of Launch, and After Launch.

Alternatively, each team may decide to create its own individual Product Launch board and buckets. For example, the product development team may create buckets called Planning, Prototyping, and Testing.

Ultimately, your task management software should offer the flexibility to organize and visualize boards and buckets in a way that works best for you and your team.

Create tasks and subtasks

Next, create tasks and subtasks within each bucket. Tasks are major steps or deliverables, while subtasks are the smaller activities that make each task happen.

Using the product development team buckets listed above (Planning, Prototyping, and Testing), the Testing bucket could be broken into two main tasks: Internal Testing and External Testing. Internal Testing subtasks may then include:

• Identifying participants

• Confirming interest/attendance

• Creating a questionnaire for testers to fill out

• Sending a questionnaire

• Gathering questionnaire feedback

• Compiling reports

• Integrating feedback into the prototype

Of course, many other tasks and subtasks could be included in this list. The benefit of task management software is that it enables teams to break down larger-scale activities into smaller, more manageable tasks—which ultimately feed into the overall goal of seeing your product launch through completion.

Assign accountability and add context to tasks and subtasks

Now, assign tasks and subtasks to team members. For example, assign John to the Internal Testing subtask of identifying employees to try out the prototype. Within the subtask, write a description such as “Internal Testing—research and invite 12 employees to test the new product prototype.” Then, add a start date and due date.

Your task management software also allows you to add resources within the task. You might add frequently asked questions to describe the new product’s features and functionality, as well as a list of team members who worked on product development. As John works on the task, he can refer to those resources for more information.

When anyone goes onto the product launch board, checks buckets, and views tasks, they’ll understand the context for each task and subtask, know who is working on what, and when everything is due. Plus, it‘s easy to see how each task aligns with one another and how teams work together.