Skip to main content
Transform your meeting action items and project tasks into visual Kanban boards for better organization and tracking. Manage workflows from discussion to completion with intuitive drag-and-drop interfaces.

​
Board Creation

Optiverse’s Kanban boards provide a visual way to organize and track meeting outcomes, action items, and project progress. Transform your meeting insights into actionable workflows that keep your team aligned and productive.

​
What are Kanban Boards?

Kanban boards in Optiverse are visual project management tools that help you:
  • Organize action items from meetings into workflow stages
  • Track progress of meeting outcomes and decisions
  • Collaborate visually with your team on follow-ups
  • Connect meeting insights to ongoing projects
Kanban Board Overview

​
Board Structure

​
Default Columns

Backlog

Ideas & Planning
  • New action items from meetings
  • Ideas requiring discussion
  • Future project considerations
  • Unassigned tasks

To Do

Ready to Start
  • Assigned and prioritized tasks
  • Clear action items with owners
  • Defined deliverables
  • Sprint-ready items

In Progress

Active Work
  • Currently being worked on
  • Tasks with active assignees
  • Work in development
  • Items requiring follow-up

Done

Completed Work
  • Finished action items
  • Delivered outcomes
  • Completed decisions
  • Archived items

​
Custom Columns

Create custom columns to match your workflow:
Sales Team Workflow
🏃 Backlog → 📞 Qualified → 💬 Demo → 📋 Proposal → ✅ Closed Won
Column Examples:
  • Lead Qualification
  • Discovery Call Scheduled
  • Demo Completed
  • Proposal Sent
  • Contract Negotiation
  • Closed Won/Lost

​
Creating and Managing Boards

​
Setting Up a New Board

1

Create Board

Board Creation
  1. Navigate to Organization → Kanban Boards
  2. Click “New Board”
  3. Choose template or start from scratch
  4. Name your board and add description
Create New Board
2

Configure Columns

Column Setup
  • Add/remove columns as needed
  • Set column work-in-progress (WIP) limits
  • Configure column rules and automation
  • Set up column-specific labels and tags
3

Invite Team Members

Team Collaboration
  • Add team members with appropriate permissions
  • Assign roles (viewer, contributor, admin)
  • Configure notification preferences
  • Set up integration connections
4

Import Existing Items

Populate Board
  • Import action items from recent meetings
  • Add existing project tasks
  • Connect to external project management tools
  • Set up automated item creation rules

​
Board Templates

Meeting Follow-ups

Standard Template
  • Action Items
  • In Progress
  • Waiting For
  • Completed
Best For: General meeting outcomes

Sprint Planning

Agile Template
  • Product Backlog
  • Sprint Backlog
  • In Development
  • Testing
  • Done
Best For: Software development teams

Sales Pipeline

Sales Template
  • New Leads
  • Qualified
  • Proposal
  • Negotiation
  • Closed
Best For: Sales and business development

​
Working with Cards

​
Card Creation

​
Card Information

Essential Card DataRequired Fields:
  • Card title
  • Current column/status
  • Creation date
Optional Fields:
  • Description and details
  • Assignee(s)
  • Due date
  • Priority level
  • Estimated effort
  • Labels and tags

​
Card Management

1

Moving Cards

Status Updates
  • Drag and drop between columns
  • Use keyboard shortcuts
  • Bulk move multiple cards
  • Set up automated triggers
2

Editing Details

Card Updates
  • Click card to open details
  • Edit in-line for quick changes
  • Use bulk edit for multiple cards
  • Template-based updates
3

Collaboration

Team Interaction
  • @mention team members in comments
  • Subscribe to card notifications
  • Share cards via email or Slack
  • Export card details

​
Advanced Features

​
Automation Rules

​
Filtering and Views

Filters

Card Filtering
  • Filter by assignee
  • Filter by due date
  • Filter by priority
  • Filter by labels/tags
  • Filter by source meeting
  • Custom filter combinations

Views

Display Options
  • Board view (standard Kanban)
  • List view (table format)
  • Calendar view (due dates)
  • Timeline view (Gantt chart)
  • Card-only view (minimal)
  • Custom view configurations

​
Analytics and Reporting

Workflow AnalysisKey Metrics:
  • Cycle time (average time in each column)
  • Lead time (total time from creation to completion)
  • Throughput (cards completed per time period)
  • Work-in-progress (WIP) levels
Visualizations:
  • Cumulative flow diagrams
  • Cycle time histograms
  • Throughput trends
  • Bottleneck analysis

​
Integration with External Tools

​
Project Management Platforms

Jira

Issue Tracking
  • Sync cards with Jira issues
  • Bi-directional status updates
  • Link to epics and stories
  • Sprint planning integration

Asana

Task Management
  • Mirror Asana projects
  • Sync task assignments
  • Update project timelines
  • Team collaboration features

Linear

Product Development
  • Connect to Linear issues
  • Sync development status
  • Link to product roadmaps
  • Engineering workflow integration

Monday.com

Work Management
  • Board synchronization
  • Status mirroring
  • Timeline alignment
  • Resource planning sync

​
Communication Integration

1

Slack Integration

Team Communication
  • Post board updates to channels
  • Create cards from Slack messages
  • Notify teams of status changes
  • Use slash commands for quick updates
2

Email Notifications

Stakeholder Updates
  • Digest emails for board changes
  • Individual card notifications
  • Deadline reminders
  • Weekly progress summaries
3

Calendar Integration

Timeline Management
  • Sync due dates with calendar
  • Create events for milestones
  • Meeting reminders for reviews
  • Timeline visualization

​
Best Practices

​
Board Organization

Keep it Simple: Start with basic columns and add complexity gradually. Too many columns can slow down workflow and confuse team members.

​
Team Collaboration

Daily Standups

Board-Based Standups
  • Review board during team meetings
  • Identify blockers visually
  • Plan day based on board status
  • Update progress in real-time

Review Meetings

Regular Board Reviews
  • Weekly workflow retrospectives
  • Monthly board optimization
  • Quarterly process improvements
  • Annual strategy alignment

​
Performance Optimization

1

Monitor Metrics

Track Key Indicators
  • Cycle time trends
  • WIP limit adherence
  • Completion rates
  • Team velocity
2

Identify Bottlenecks

Workflow Analysis
  • Look for columns with consistent buildup
  • Identify long-residence cards
  • Analyze blocked items
  • Review team capacity
3

Continuous Improvement

Iterative Enhancement
  • Adjust WIP limits based on data
  • Refine column definitions
  • Improve automation rules
  • Enhance team training

​
Troubleshooting

​
Common Issues

Possible Causes:
  • Permission restrictions
  • Workflow automation conflicts
  • WIP limit constraints
  • Browser/connectivity issues
Solutions:
  • Check user permissions
  • Review automation rules
  • Verify WIP limit settings
  • Try different browser or refresh
Possible Causes:
  • Integration not configured
  • Filtering hiding cards
  • Wrong board assignment
  • Processing delays
Solutions:
  • Verify meeting integration settings
  • Clear all filters
  • Check other boards
  • Wait for processing completion
Possible Causes:
  • External tool connectivity
  • Permission mismatches
  • API rate limits
  • Configuration errors
Solutions:
  • Reconnect external integrations
  • Verify permission scopes
  • Check API usage limits
  • Review integration settings
Visual Project Success: Kanban boards work best when the entire team is engaged and the board reflects actual work patterns. Regular review and adjustment ensure continued effectiveness.
Next Steps: