How to move team task tracking from WhatsApp to TeamBoard

1. Collect open work only

Review requests that still need action. Do not copy the entire chat history or include personal information and files the team does not need.

1. List the requests that still need delivery.
2. Turn each request into an outcome such as “Prepare the first campaign design” rather than “Design topic.”
3. Resolve duplicate or unclear requests before entering them.

2. Create the project and tasks

For example, create a “November campaign” project and an “Ad design” task with required dimensions, copy, and a definition of an approved draft.

1. Create a suitable project in the workspace.
2. Add a task for each outcome and describe its requirements.
3. Set an owner and due date, and attach necessary materials with appropriate access.
4. Use Kanban columns to separate planned work, execution, review, and completion.

3. Agree on one update routine

When a new request arrives in chat, create its task before starting work. Keep updates, blockers, and feedback in the task comments so execution decisions do not get lost in messages.

4. Pilot for a week before expanding

Start with one project, then check that every task has an owner, deadline, and next action.

1. Review open and overdue tasks daily.
2. Clarify deliverables the assignee cannot describe.
3. At the end of the week, adjust the workflow before adding another project.

Frequently asked questions

Does TeamBoard automatically import WhatsApp conversations?

This guide covers manual transfer of work and does not assume automatic importing or WhatsApp synchronization.

Do we have to stop using WhatsApp?

Not necessarily. Agree that the task is the reference for delivery, ownership, and deadlines, while using chat for coordination as needed.