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This process isn't free – it costs an hour every week. However, the task board certainly helped me avoid the much worse event of being a month late! The tasks were on the list the whole time, but I did not stay on top of my responsibilities to push this part of the project forward at the perfect time. For example, it would have been extra slick if I had started our FF&E purchases a month earlier than I did. The system isn't a magic bullet, we still need to execute. This has empowered me to focus intensely on my immediate tasks at hand for the rest of the week (for this project or otherwise). The weekly synchronization gives me a clear grasp of project needs and priorities. Before implementing this system, I could sense slippages of miscommunication now we are never more than a week from airing out any concerns before a misalignment could get serious. My relationship with the Architect's PM was great before implementing this system, but this tool has been indispensable in maintaining tight synchronization during the usual chaos of construction administration. This system has given me a much better feel for project progress, despite operating under strict quarantine (we live with our in-laws). However, this system has successfully eliminated email searching because Asana has centralized all project tasks between us. Unfortunately, this doesn't happen in practice, because there are always other parties (such as the Architect's Principal in Charge) who needs to be included in key communications. In theory, this system could minimize ad hoc emails between me and the Architect's PM.
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This eliminates use of email inboxes as repositories of information. When a task is added, relevant files (documents or key emails) are uploaded into the task. Otherwise, dates are merely treated as "preferable goals" to signal intent, and it is not a big deal if they are shifted or missed. Hard Deadlines are to be noted in the Title of the Task.If a new task is assigned to someone else with a deadline in less than a week, then a courtesy phone call (followed up by "manual" email) is expected.
![taskboard architecture taskboard architecture](https://www.bryntum.com/wp-content/uploads/2018/06/TaskBoard-extruded.png)
Tasks and Deadlines can be added or assigned to anyone. We treat Asana as an open, free flowing space. The Architect keeps track of their own internal tasks separately (such as typical RFI or Submittal processing), and I keep a separate TTD list for project tasks that don't concern the architect. The CMAR is not involved since another ad hoc communication channel could cause confusion. This task board is only used for coordination between the Owner and the Architect's PM. We use the basic free package of Asana and have not found any significant limitations. Create space for synchronizing the Owner and Architect (aligning priorities and unearthing unspoken concerns).Centralized hub for Tasks (and information) between the Owner and Architect.Minimize Emails (or at least email searching).Primary Goals for a Web Taskboard + Weekly Check-in Process This post is based on my experience after developing this process during construction administration for this major building (we are a couple months from substantial completion). I've worked on projects as small as a kitchen demolition in a mental health facility to a $44M Education Academic Building for Nevada State College. The way our system is set up, we ultimately hold the contracts with the Consultants and Contractors. We remodel, plan, and construct facilities for State Agencies for Using Agencies.
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I am an Owner's Project Manager and Architect for the State of Nevada Public Works Division. I've also posted this my blog if you want to a permanent public link. I wanted to expand further on the idea of setting up a Web Taskboard with a Weekly Check-in, since I think it can be a very effective process for keeping the Owner and Architect in alignment. Thank y'all who joined the roundtable a couple weeks ago.