Board image
Jul 3rd, 2018. 6 min read
Outsourced Project Tasks
When outsourcing a project to developers/designers/consultants (via Upwork or other outsourcing sites), we invite the project manager and/or technical resources to the sharable board. Tasks are assigned to resources by the project manager (internal or outsourced). Resources follow a specified workflow to manage tasks. Our workflow is as follows:

Assigned is used to indicate the task is assigned to the specific person and is ready for work to be performed.
• Change to In Progress when the task is being addressed
• Change to Info Required if the task requires more details or clarification (request the specific info by adding an UPDATE to the task)
• Change to Ready for Review when the task has been completed and the item can be reviewed by the client and or Project Manager.

In Progress indicates the task is currently being worked on.
• Change to Info Required if the task requires more details or clarification (request the specific info by adding an UPDATE to the task)
• Change to Ready for Review when the task has been completed and the item can be reviewed by the client and or Project Manager.
• Change back to Assigned if the task will continue at a later time

Info Required is used to identify a task that cannot be completed without more information or clarification on the task is needed. When assigning this label please use the UPDATES feature to request info/clarification so the project manager can respond asap.
• Change to Assigned when the clarification/information has been provided and work can resume.
• Change to On HOLD if the task must be delayed until a better understanding is given or if it is dependent upon other tasks / resources.
NOTE: Only a project manager should change the status of an Info Required labeled task.

A project manager may place a task On HOLD if it is determined that the task must wait for a period of time.
• Change to Assigned when the problem is resolved and work can resume.
• Change to Canceled when the task is being cancelled or replaced. Please add an UPDATE for clarification in this case.
NOTE: Only a project manager should change the status of an On Hold labeled task.

Once the items in an assigned task have been completed the task will be marked Ready for Review. This informs a Project Manager to review the item (or allow client to review) then take appropriate action.
• Change to Assigned when the task needs further work or corrections before it can be approved. Please add an UPDATE to detail the corrections required.
• Change to Done when the task has been reviewed and approved by Project Manager or Client.
NOTE: Only a project manager should change the status of a Ready to Review labeled task.

A task labeled Done (renamed to Complete) has been completed AND reviewed and approved by a Project Manager and/or Client.
• The task labeled Complete is finalized and no further label changes should be made. Alterations to this work in the future require a new task to be created that references the original task for clarity.

A task labeled Canceled indicates that the task has either been replaced by another task or cancelled by the Client or Project Manager.
• Canceled tasks should remain canceled no further label changes should be made. Resurrecting this task should be done by creating a new task and referencing the canceled task if necessary.
Getting started tips
Invite a project manager and resources if necessary. Our outsourced project managers vary based on the project and the specific technologies they require. Once we have invited the right talent, the project manager will add pulses, groups, timeline due dates etc. We use info boxes, FAQ, notes and file uploads to prepare the tasks with all of the pertinent information. When the project manager has the tasks prepared they will assign the task to the resource and change the label to assigned. From there, the workflow takes over. Communication between project manager and resource about each task is kept within the pulse using notes, info boxes etc.
"It is simple and easy to see at any moment the most recent status change to each of the project tasks and ALL information for each task is in one place."
Jack Given
Why we love this template
Keeping up with the way outsourcers work can be challenging. Some very talented professionals are available but do not always work in the same way as our organization or as other resources have in previous projects. This tool has given us the ability to keep our projects on the rails regardless of the talent. Monday.com is quick and easy to learn for our resources and it does not impede their own workflow processes.
Without this template I would
Go back to crossing my fingers and hoping I won't be pulling my hair out by the end of the project. We would have to go back to tracking projects, questions, collaboration, files and communication using separate tools... or take the time and money to try another system. We've tried plenty and they're all traditional project management systems. We don't manage traditional projects. We also don't spend time on much of the minutia that those systems put in the mix. This Monday.com template keeps us off of the hamster wheel and helps us make tangible progress on each project.
Hi I'm Jack Given from eVise and this was my story
Hi I'm Jack Given from eVise and this is my story, check it out
Outsourced Project Name