How we use the task board
We measure the studio by what gets finished, not by hours logged. Every piece of work Vinit or Ankita asks for becomes a task with one owner, an end date and a clear finish. This page covers everything you need.
1. Your personal link
Vinit sends each person their own link on WhatsApp. It signs you in; there is no password. Keep it to yourself, because anything done through it is logged under your name.
- On your phone: open the link, then use Add to Home Screen (Safari share menu, or Chrome's ⋮ menu). It opens like an app.
- On the studio computer: bookmark it.
- Lost it? Ask Vinit or Ankita to send it again.
2. Every day, in two minutes
- Morning: open the Mine tab. It lists your open tasks, soonest first, with anything overdue called out.
- Tap the task you are working on and press Start. It moves to In progress.
- When it is finished, press Mark done and paste the proof (see Finishing).
- If a task can't move because you are waiting on someone, mark it Blocked and say on whom.
3. Who does what (BB-ORG-01)
The board follows the studio's organisation sheet. On every project three roles are named. The Projects tab shows who holds each one.
| Role | What it covers |
|---|---|
| PM · project management | Owns the project start to finish. Client contact, programme and milestones, allocates tasks and checks they close, runs meetings and sends minutes, tells accounts when a fee stage is due, signs off every drawing and deck before it goes out. |
| CO · coordination / renders | Keeps information moving between studio, consultants, vendors and site. Queries and approvals, samples and selection sheets, 3D views and renders, presentation decks, the query log. |
| DWG · drawings | Produces and maintains the drawing set: layouts, working drawings, GFC sets, joinery and details, revisions against markups, the drawing register and issue log, to studio CAD standards. |
Studio and business work (Instagram, website, brochure, IT, office set-up, accounts, bids and so on) has its own codes, each with an owner. It goes on the board like project work, so all of it is trackable. Your roles are listed at the top of your Mine page.
On hold projects (Kandivali House for now) stop the clock: no overdue flags, no points lost, no reminder emails, until the project is active again.
4. Adding a task
Use the line at the top of every screen. Write the task, then @person and a date, and press Enter. Commas work too.
FIPC zone 4 deck final edit @janavi fri MHB facade GFC set issue @bhooshan 3 oct ! Boisar house 2 double-line plan, Samruddhi, +5
- A project code such as
FIPC,MUSOorBOISARanywhere in the text sets the project. !at the end marks it High priority.- Dates can be
today,tomorrow, a weekday (fri),3 Oct,3/10or+5(five days from today). - Leave out the person and name a project, and the task goes to whoever holds the matching role. The words decide the type:
MHB wall details friis a drawing, so it goes to the DWG on MHB.MIRA render set 5 octgoes to the CO,FIPC minutes tomorrowto the PM,INSTA reel tueto the Instagram owner. The line underneath tells you who it went to and why. - Leave out both the person and the project to give it to yourself:
Site photos folder, tomorrow. - The line underneath shows how it was read before you press Enter.
Then tap the new task to set its type, size, support people or a repeat. Use the Add tab to set everything at once.
Size is how big the job is: S under a day, M one to three days, L over three days. Primary is the one person who owns the end date and the finish. Support (up to two) see the task and get reminders, but the primary closes it.
5. Finishing a task
A task is done when the thing has left your hands, not when you stop working on it. Mark done asks for proof:
| Type | Done means |
|---|---|
| Drawing | PDF saved in Drive and sent to the reviewer or client, drawing register updated. Paste the Drive link. |
| Coordination / renders | Renders or deck saved and sent, query log updated. Paste the link. |
| Project management | The decision, MoM or email has gone out. Paste the link, or one line: "MoM sent to client 2 Oct". |
| Site | Visit report or snag list sent; photo folder linked. |
| Studio | The post is live, the order is placed, the file is shared. Link it. |
| Other | Whatever was produced, linked. |
PM check. When you finish a task on a project where you are not the PM, the PM gets it in their list as "Waiting for your check as PM". They look at it and press PM check, or leave a comment. Then Vinit or Ankita approves it, which is when points count. If it was not really done, they reopen it. A PM's own tasks go straight to Vinit or Ankita.
Fee stages. If finishing a task means a fee stage is due (for example "GFC drawings issued"), write the stage in the task's Fee stage box. When it is marked done, accounts, Vinit and Ankita get an email to raise the invoice, and it sits in "Fee stages to invoice" on the Dashboard until someone presses Invoiced.
6. When a date has to move
Open the task, press Change next to the end date, pick the new date and say why:
- Owner re-plan: you need more time. It costs 2 points and shows on the task.
- Client or admin change: the brief or the client moved it. No cost.
Moving a date early costs far less than letting it run overdue, which costs a point a day. Every change stays in the task's history.
7. Blocked
If you are waiting on the client, a vendor, a consultant or on Vinit and Ankita, set Blocked on the task and write what exactly you are waiting for. Blocked tasks appear in the Monday digest so they get chased. The overdue clock still runs, so move the date too if the wait is long.
8. Monday: commit to the week
Every Monday, open each task you will close this week and press Commit to this week. Your page shows committed vs closed. Vinit reviews it with you in a 15-minute check-in, using your page as the agenda.
9. The EOD, with task IDs
Keep sending your EOD as now. Add the task ID after the project code on each line, and three lines at the end:
3 (1h): [FIPC][BB-042] Zone 4 deck, captions and layout 4 (1h): [TOYB][BB-051] First-floor 3D model, stair 9 (1h): [STUDIO] Studio sync Closed today: BB-042, link: <Drive PDF> Blocked: BB-047, waiting on client plan Tomorrow: BB-051, BB-055
Every night the Sheet reads the EODs and adds up hours against each task ID. Hours without an ID count as "untracked". Only studio time (meetings, sorting) should be untracked. Two hours in a row with the same text will be asked about.
10. How points work
| What happened | Points |
|---|---|
| Approved, finished on or before the end date | +10 × size |
| Finished 1–3 days late | +5 × size |
| Finished 4–7 days late | +2 × size |
| Finished more than 7 days late | 0 |
| End date moved by you (re-plan) | −2 |
| End date moved for a client or admin change | 0 |
| Reopened because it wasn't done | −3 |
| Each day a task sits overdue | −1 (max −10) |
Size multiplies: S × 0.5, M × 1, L × 2. Only the primary owner scores. The ranking uses on-time % first and points second, over the last four weeks, and you need at least four finished tasks to be ranked. That way, taking lots of tiny tasks doesn't help. The leaderboard opens four weeks after launch so everyone can see how it works first.
11. Emails you will get
- 9:30 AM daily, only if you have something due in the next 7 days or overdue, or tasks waiting for your check as PM. One email, your list, sent from Vinit's address.
- Fee stage due: goes to accounts, Vinit and Ankita the moment a fee-stage task is marked done.
- Tasks 7 days or more overdue copy Vinit.
- 6:30 PM, Monday to Saturday: your end-of-day check. It lists your open tasks and asks you to bring each one up to date before you log off: start it, mark it done with proof, move the date with a reason, or mark it blocked. Vinit gets a studio summary showing who updated the board that day.
- Monday 9:00 AM: Vinit and Ankita get the studio digest (per person counts, what slipped, what's blocked, what to approve, fee stages not yet invoiced, and departments still without an owner).
- Change the address your reminders go to on your Mine page.
For Vinit and Ankita
- Approve tasks from the Dashboard's "Awaiting approval" list, or drag a card to the Approved column. Reopen if it isn't really done.
- Personal links: Dashboard → Admin. Copy each link or send it on WhatsApp. To cut someone off, change their token in the Sheet's People tab.
- Emails start in test mode, where everything goes to Vinit only, marked [TEST]. Switch to live on the Dashboard when you are happy with them.
- The Google Sheet is the record. Each person also has their own tab showing their tasks. Edit tasks in the web page so changes are logged; use the Sheet for reading, filtering and backups.
- Changing roles: Projects → Change roles on the card. Tap names to add or remove them from PM, CO or DWG, or set the project on hold. Anyone newly added gets a handover task due in 3 days, with a checklist, and the previous holder as support.
- Departments without an owner are listed on the Dashboard with the suggested person from BB-ORG-01. Give it to … assigns it in one tap (and creates their handover task).
- Accounts: Ankita Gawade has her own link. She sees the board, gets fee-stage emails once her email is set on her page, and can mark fee stages invoiced. She is not scored or ranked.
- Example tasks seeded at launch can be removed in one go from Dashboard → Admin.
Questions
Can I edit someone else's task? Yes, everyone can edit everything. Every change is logged with your name, and date changes always count as a re-plan for the owner.
What if I finish early? Mark it done. Early counts the same as on time.
The task went to the wrong person. Change the primary in the task. The role rule only picks the first owner; it never overrides a name you typed.
What if a task turns out bigger? Change its size, and re-plan the date if needed. Say why in a comment.