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Project management beyond email
Manage episode 502576913 series 2467744
Marty and Eric provide ideas and resources for your consideration is using project management software
Why move past email?
Email buries decisions/files in long threads.
Slack (real-time chat + threads) + a project manager (kanban/tasks/timelines) make work visible, searchable, and faster.
Slack is already common in higher ed for communication and collaborative learning; pairing it with a project manager levels up coordination.
30-minute starter kit
Create a Slack workspace; invite your class/research team with university emails.
Channels (starter set): #announcements, #general-questions, #project-alpha, #helpdesk, #random.
Norms (pin these in #announcements): use threads, tag with @, add short TL;DRs, react for quick status.
Project manager: Set up a board with lists/columns → Backlog → To Do → Doing → Review → Done.
Task template: Goal, owner, due date, checklist, attachments, link to reading/IRB doc.
Connect Slack ↔ project manager: enable the integration so task updates post to the right channel.
Teaching use cases
Team projects: each team gets a Slack channel + its own board; require weekly “Done” screenshots.
Office hours: scheduled Slack huddles; post a recap thread.
Peer feedback: students comment on tasks; instructor summarizes in Slack.
Late-work transparency: a Blocked list with reason + next step.
Research use cases
Protocol to practice: one task per milestone (IRB, recruitment, analysis, manuscript).
R&Rs: a “Review → Revise → Resubmit” lane with checklists for each reviewer note.
Data hygiene: Slack for coordination only; store data in approved drives; link rather than upload.
Accessibility & equity
Encourage asynchronous participation; clear headings, short paragraphs, alt text for images.
Prefer threads to reduce noise; summarize meetings in a single recap post.
Privacy, policy, ethics (esp. counseling/education)
No PHI/PII or client details in Slack or the project manager; share links to secured storage instead.
Align with FERPA and IRB guidance; pin a “What NOT to post” note.
Set channel/board permissions; remove access at term/project end; export/archive if required.
Adoption playbook (4 weeks)
Week 0: Announce tools + 5 rules (threads, TL;DRs, owners, due dates, recap posts).
Week 1: Move announcements to Slack; first sprint (one deliverable on the board).
Week 2: Turn on Slack↔PM automations; introduce the Blocked ritual.
Week 3–4: Gather feedback; prune channels/labels; codify norms.
Asana Asana.com
Free 10 members 3 projects
Monday Monday.com
OpenProject — https://www.openproject.org/
Pros: Full suite (Gantt, Agile boards, time tracking); mature docs; robust Community Edition. Cons: Heavier to administer; some advanced features gated to Enterprise.
Taiga — https://taiga.io/
Pros: Clean Scrum/Kanban workflow; easy start; open source. Cons: Best fit for agile use—fewer “classic PM” features than larger suites.
Redmine — https://www.redmine.org/
Pros: Very mature; flexible trackers/wiki; huge plugin ecosystem. Cons: Dated UI; Ruby stack setup can be fiddly.
Leantime — https://leantime.io/
Pros: Designed for “non-project managers” (inclusive UX); simple boards/roadmaps; self-host downloads. Cons: Smaller ecosystem than Redmine/OpenProject.
WeKan — https://wekan.fi/
Pros: Trello-style Kanban; easy install options (e.g., Snap); MIT-licensed. Cons: Kanban-only; limited built-in reporting.
Kanboard — https://kanboard.org/
Pros: Ultra-light, minimal Kanban; quick self-host; solid docs. Cons: Project is in “maintenance mode”; fewer advanced features.
Plane (Community Edition) — https://plane.so/
Pros: Modern UI; issues/sprints/roadmaps; AGPLv3 CE. Cons: Still evolving; smaller academic user base.
Nextcloud Deck — https://apps.nextcloud.com/apps/deck
Pros: Kanban tightly integrated with Nextcloud Files/Calendar; mobile apps available. Cons: Requires a Nextcloud instance; not a full PM suite.
Email:[email protected]
Website: ThePodTalk.Net
64 episodes
Manage episode 502576913 series 2467744
Marty and Eric provide ideas and resources for your consideration is using project management software
Why move past email?
Email buries decisions/files in long threads.
Slack (real-time chat + threads) + a project manager (kanban/tasks/timelines) make work visible, searchable, and faster.
Slack is already common in higher ed for communication and collaborative learning; pairing it with a project manager levels up coordination.
30-minute starter kit
Create a Slack workspace; invite your class/research team with university emails.
Channels (starter set): #announcements, #general-questions, #project-alpha, #helpdesk, #random.
Norms (pin these in #announcements): use threads, tag with @, add short TL;DRs, react for quick status.
Project manager: Set up a board with lists/columns → Backlog → To Do → Doing → Review → Done.
Task template: Goal, owner, due date, checklist, attachments, link to reading/IRB doc.
Connect Slack ↔ project manager: enable the integration so task updates post to the right channel.
Teaching use cases
Team projects: each team gets a Slack channel + its own board; require weekly “Done” screenshots.
Office hours: scheduled Slack huddles; post a recap thread.
Peer feedback: students comment on tasks; instructor summarizes in Slack.
Late-work transparency: a Blocked list with reason + next step.
Research use cases
Protocol to practice: one task per milestone (IRB, recruitment, analysis, manuscript).
R&Rs: a “Review → Revise → Resubmit” lane with checklists for each reviewer note.
Data hygiene: Slack for coordination only; store data in approved drives; link rather than upload.
Accessibility & equity
Encourage asynchronous participation; clear headings, short paragraphs, alt text for images.
Prefer threads to reduce noise; summarize meetings in a single recap post.
Privacy, policy, ethics (esp. counseling/education)
No PHI/PII or client details in Slack or the project manager; share links to secured storage instead.
Align with FERPA and IRB guidance; pin a “What NOT to post” note.
Set channel/board permissions; remove access at term/project end; export/archive if required.
Adoption playbook (4 weeks)
Week 0: Announce tools + 5 rules (threads, TL;DRs, owners, due dates, recap posts).
Week 1: Move announcements to Slack; first sprint (one deliverable on the board).
Week 2: Turn on Slack↔PM automations; introduce the Blocked ritual.
Week 3–4: Gather feedback; prune channels/labels; codify norms.
Asana Asana.com
Free 10 members 3 projects
Monday Monday.com
OpenProject — https://www.openproject.org/
Pros: Full suite (Gantt, Agile boards, time tracking); mature docs; robust Community Edition. Cons: Heavier to administer; some advanced features gated to Enterprise.
Taiga — https://taiga.io/
Pros: Clean Scrum/Kanban workflow; easy start; open source. Cons: Best fit for agile use—fewer “classic PM” features than larger suites.
Redmine — https://www.redmine.org/
Pros: Very mature; flexible trackers/wiki; huge plugin ecosystem. Cons: Dated UI; Ruby stack setup can be fiddly.
Leantime — https://leantime.io/
Pros: Designed for “non-project managers” (inclusive UX); simple boards/roadmaps; self-host downloads. Cons: Smaller ecosystem than Redmine/OpenProject.
WeKan — https://wekan.fi/
Pros: Trello-style Kanban; easy install options (e.g., Snap); MIT-licensed. Cons: Kanban-only; limited built-in reporting.
Kanboard — https://kanboard.org/
Pros: Ultra-light, minimal Kanban; quick self-host; solid docs. Cons: Project is in “maintenance mode”; fewer advanced features.
Plane (Community Edition) — https://plane.so/
Pros: Modern UI; issues/sprints/roadmaps; AGPLv3 CE. Cons: Still evolving; smaller academic user base.
Nextcloud Deck — https://apps.nextcloud.com/apps/deck
Pros: Kanban tightly integrated with Nextcloud Files/Calendar; mobile apps available. Cons: Requires a Nextcloud instance; not a full PM suite.
Email:[email protected]
Website: ThePodTalk.Net
64 episodes
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