Team HQ is your personalized dashboard and project task update tool. It is a web interface for collaborating across multiple projects and teams. This document provides best practices for your day-to-day Team HQ project card workflow.
A Team HQ card is a work item (a task) assigned to a team member. It provides information such as the task's:
A card's requirements explain the nature, scope, and desired results of a task. This information is usually found in the card's description.
When creating a card or subtask, please provide:
Providing clear requirements and examples reduce confusion and support efficient task completion.
You can update your teammates on the progress of a task using Team HQ's
Add update feature. When updating teammates through Team HQ, we encourage you to:
Select the appropriate update type to alert your teammates to the nature of your update. The following summarizes the most commonly used Team HQ status update types:
The below status update types reflect advancement of the card through the primary workflow:
The below status update types are used for general updates or to reflect that a task is blocked from progressing in the primary workflow:
While available, the below status update types are commonly on used by the project owner:
Using @mentions in a task update sends a message to the assignee's Mattermost chat. This can be a distraction or a lifesaver, depending on the urgency or priority of the message in the update. To this end, we encourage you to:
A card's assignee is the person who needs to take action on the task next. Modifying a card's assignee is not required for all comments or status updates.
Only change a card's assignee field when you are transferring task ownership.
As the current task assignee, if you are blocked and need assistance or information from another team member to progress, consider one of the following:
communicationstatus update and assign the task to the person best qualified to answer your query.
The benefits of creating a new card that is a subtask as opposed to re-assinging the primary task are:
A task's requirements can change as it evolves. When a task's requirements change, avoid extend an active card's original requirements. Instead, we encourage you to:
Creating a new card or subtask instead of extending card requirements:
Team HQ uses a priority scale of 1 to 5, where 1 is the highest priority and 5 is the lowest. Set a reasonable priority level in your update or subtask. This gives a teammate a sense of how urgent the update is.
activity field of a Team HQ card update is like the
type field. It gives the reader an idea of what the update might be at a glance. To improve communication, select the appropriate activity type when writing update messages. Doing so gives the update's assignee a sense of what the update is about.
Linking a card to a Cyans has the following advantages:
When you create a card, link that card to an existing Cyans topic as follows:
/link card 1234(replace 1234 with the card's number). See Linking topics to external entities for more information.
If the card does not have an existing Cyans topic, create a new topic from the card's page as follows:
Click the + TOPIC button in the Links section of the card's page.
Write a message and select the topic's participants. If you're unsure of which participants to select, only add the card owner and the assignee.
Click the green Start topic button at the bottom of the page.
Do you have any feedback on how to improve this guide? Create a Cyans topic now to discuss this with the appropriate teammate(s).