Kanban Task Manager helps a team visualize the work with Tasks and makes it easy to overview and co-operate on projects.

The traditional kanban board uses cards, but moving the board into Outlook gives you everything in the computer, and nothing is lost. The tasks are shared via a SharePoint site or via an Access or SQL Server database.

Kanban Task Manager features: Drag and drop tasks within or between phases and lanes. Color code tasks by project or responsible Filter tasks by project, responsible, priority and/or a custom

parameter. Automatic synchronization of tasks within the workgroup,

so everything is always up to date and everyone can see what is happening.

Zoom the kanban board. Display of tasks for multiple projects in one Kanban board. Excel reports

This slideshow shows the workgroup version for Outlook. There is also a workgroup version for SharePoint and a Single version for Outlook.

Welcome to the show!Peter KalmströmCEO, kalmstrom.com Business Solutions

Kanban Task Manager for Outlook ‒ Introduction

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

The Kanban Task Manager toolbar in Outlook has three buttons:

Shortcut to the Kanban Task Manager folder in the Task view

Configure Kanban Task Manager for your team

Create Kanban Task Manager Excel reports

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Kanban Task Manager ‒ the Outlook Ribbon Group

Create a new Kanban Task Manager task via the New Items button when in the Outlook Mail view

Show all projects for all responsibles, or filter by

project, responsible or priority

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Kanban Task Manager ‒ The kanban board

Data is synchronized silently every 5 min. but

you may also do it manually

The Close icon may either delete the task or move it to an admin specified phase

Drag to resize

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Kanban Task Manager ‒ The kanban board

Instant Search of task subjects and bodies

The tasks may be dragged and dropped with the mouse within or

between the phases and lanes. You can also move tasks with Ctrl +

arrow keys, and if you have a touch screen you can use a finger!

Right click a task to see the details pane

Drag to resize

Kanban Task Manager uses standard Outlook Tasks. We have just added dropdowns

for project, phase, responsible and lane.

Select them, and otherwise treat the task just as a normal Outlook Task.

Kanban Task Manager ‒ The Task

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Here a custom value is used in addition to the default ones.

The phase and lane you click in to create the new task is

selected by default.

If the tasks are filtered by project and/or responsible,

these values will also be shown as default in the dropdowns.

So far you have seen the most important features of Kanban Task Manager.

The configuration of Kanban Task Manager is handled via the Configure button in the toolbar. Let’s continue!

Kanban Task Manager ‒ Configure

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Here the tasks are color coded by project

The default colors can be change into any color in the RGB range

Kanban Task Manager ‒ Coloring

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Write or paste into the grid

The DateTimePicker gives correct dates for Start and Due

Kanban Task Manager ‒ Project Settings

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Hide finished projects from the kanban board

The phases are common for all

projects

Set phase order. When the order of one phase is changed, the

remaining phases are adjusted

automatically.

Kanban Task Manager ‒ Phase Settings

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Let the Close button on the tasks move the

task to this phase instead of deleting

Hide a phase from the kanban board

Write or paste the responsible persons or groups here, and they will show up in the task dropdown. There

you can select one responsible person or group for each task.

Kanban Task Manager ‒ Responsible Settings

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Hide a responsible from the kanban board

Write or paste the lane names here. If you prefer to NOT use lanes, just

leave this grid empty.

Kanban Task Manager ‒ Lane Settings

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Define the order of the lanes, from top to bottom

Kanban Task Manager ‒ Other Settings

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Check this box if priority should be shown on the visualized tasks on the

kanban board.

Decide if colors should be used for projects or

responsibles.

Kanban Task Manager ‒ Custom Field

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

When a name is entered for Extra field, a new tab will be shown in the

settings, where you can add the values for the custom field.

These values can be selected in a new dropdown in the task.

Filter by the new parameter

Kanban Task Manager gives several statistics reports that are exported to an Excel sheet:

Number of Tasks per Project

Number of Tasks per Responsible

Overdue status of Tasks per Phase

Number of Tasks per Phase

Time spent per Phase

Status of Tasks per Phase

% Completed Tasks per Phase

When lanes are used, there are also reports for:

Overdue status of Tasks per Lane

Number of Tasks per Lane

Time spent per Lane

Status of Tasks per Lane

% Completed Tasks per Lane

And when a custom field is used, there is a report

on the number of tasks for each value of that field.

Kanban Task Manager ‒ Export to Excel

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Pivot and graph representations of the reports.

Links to reports

Kanban Task Manager ‒ Excel Reports

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

You may sort, filter, drill and add more fields for

extended info.

Kanban Task Manager Excel Reports ‒ Pivot Table

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Each report also has a graph presentation. Changes in the pivot

will be reflected in the graph and vice versa.

Kanban Task Manager Excel Reports ‒ Default Graph Style

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

The reports may be printed, saved as .pdf and studied with all the

features of Excel.

Kanban Task Manager Excel Reports ‒ Custom Graph Style

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

Change the graphs as you like

with the Excel tools.

Kanban Task Manager Excel Reports ‒ Custom Reports

Kanban Task Manager for Outlook works with Microsoft Office 2007 and abovewww.kalmstrom.com

The first tab shows all the task data in the database. Use it to create your own reports!

Thank you for watching this slide show!

You will find more information about Kanban Task Manager for Outlook on the kalmstrom.com website.

There you may download the full version of the software and evaluate it for 30 days before you decide if you want to use it. I recommend you to also download the manual, which has detailed information about settings, configuration and usage and a full description of how to install and upgrade Kanban Task Manager. On my web site you will also find video demonstrations on Kanban Task Manager, as well as information about the kalmstrom.com Subscriptions.

Kanban Task Manager ‒ More info

www.kalmstrom.com Kanban Task Manager for Outlook works with Microsoft Office 2007 and above