How HR Coordinators Can Manage Employee Requests Using Kanban in Google Workspace

Meet Maria, an HR Coordinator at GreenTech Solutions. Like many HR Coordinators, she relies heavily on Google Workspace. Think scheduling interviews in Calendar, storing employee documents in Drive, and communicating with candidates and team members in Gmail and Chat. Initially, Maria tried using Google Sheets to manage her tasks. It seemed like a good idea at first, but as GreenTech grew, so did the complexity of her workload:

• Email Chaos: Important emails from candidates and employees were buried under mountains of less urgent messages.
• Spreadsheet Overload: Multiple spreadsheets for different HR processes (recruitment, onboarding, benefits) made it impossible to get a clear overview of everything.
• File Frenzy: Employee documents, offer letters, and performance reviews were scattered across various Drives and folders, making them difficult to locate quickly.

The Result? Missed deadlines, frustrated employees, and a constant feeling of being overwhelmed. That’s when Maria discovered Kanban Tasks, a Chrome extension that integrates directly with Google Workspace and transforms Google Tasks into a visual Kanban board.

Why a Kanban Approach for HR?

Kanban's visual approach to task management is a game-changer for HR Coordinators working within Google Workspace:

1. Crystal-Clear Overview: No more sifting through endless rows in Sheets. Visualize all HR tasks at a glance, organized by status (e.g., "To Do," "In Progress," "Completed").
2. Improved Collaboration: Share Kanban boards with the HR team and other stakeholders. Assign tasks, add comments, and attach relevant Google Docs directly to cards, fostering seamless collaboration.
3. Time Saved, Efficiency Boosted: Consolidate all HR tasks in one central location, eliminating the need to switch between multiple tools and spreadsheets. This saves valuable time and increases overall efficiency.

Step 1: Centralize Employee Documents in Drive

Maria started by streamlining her file management:

• Drive for Documents, Kanban Tasks for Tasks: She stopped using Sheets for task management and moved all employee documents to a structured folder system in Google Drive. This created a single, easily accessible repository for all HR-related files.
• Organized Folder Structure: She created a clear folder hierarchy in Drive, categorizing files by employee name, department, or HR process (e.g., "Onboarding," "Performance Reviews," "Benefits").

Pro Tip: Use consistent naming conventions for folders and files to ensure easy searchability and retrieval.

Step 2: Turn Emails into Actionable Tasks

Before Kanban Tasks, Maria would copy important information from emails into a spreadsheet, a tedious and error-prone process. Now, she:

1. Drags Emails to Kanban Tasks: She drags emails directly from Gmail onto her Kanban board, instantly converting them into tasks. The original email is automatically attached to the task card for easy reference.
2. Assigns and Prioritizes: She assigns tasks to team members and tags them with priorities (e.g., "High," "Medium," "Low") ensuring nothing gets overlooked.

Result: A streamlined workflow that captures all important information from emails without relying on cumbersome spreadsheets.

Step 3: Setting Up the HR Kanban Board

Installing Kanban Tasks took Maria just a few minutes:

1. Customize Columns: She created columns that reflected her HR workflow, such as "New Applicant," "Interview Scheduled," "Offer Extended," "Onboarding," and "Completed."
2. Populate Tasks: She imported tasks from Google Tasks or added them directly to the board.
3. Collaborate with the Team: She invited other HR team members to the board, allowing everyone to see the status of tasks, track progress, and collaborate in real-time.

This visual board became the central hub for all HR activities at GreenTech Solutions.

Step 4: Seamless Integration with Docs and Chat

Maria continued to leverage Google Workspace tools, but now with the added power of Kanban Tasks:

• Google Docs for Details: She linked relevant Google Docs (e.g., job descriptions, offer letters, performance reviews) to task cards, providing context and easy access to information.
• Google Chat for Quick Communication: She used Google Chat for quick questions and updates, mentioning specific tasks in the chat to keep everyone on the same page.

No More Siloed Information: Kanban Tasks brought together all the relevant information, eliminating the need to constantly switch between different applications.

Step 5: Managing Deadlines with Google Calendar

Maria integrated Kanban Tasks with Google Calendar to effectively manage deadlines:

1. Key Dates in Calendar: She added important deadlines, such as interview dates, offer deadlines, and onboarding start dates, to her Google Calendar.
2. Meetings and Check-ins: She scheduled regular meetings and check-ins with her team and candidates, ensuring everyone stayed aligned.
3. Sync with Kanban Tasks: She linked task due dates in Kanban Tasks to her Google Calendar, providing a consolidated view of all upcoming deadlines.

Result: A comprehensive overview of all deadlines, eliminating the risk of missed appointments or critical dates.

Step 6: The "Get Work Done" Board for Daily Focus

Maria quickly adopted the "Get Work Done" board:

• Automatic Task Grouping: Tasks due today and this week are automatically grouped, allowing for easy prioritization.
• Real-Time Updates: Any changes to due dates are instantly reflected on the board, ensuring everyone has the most up-to-date information.

Pro Tip: Encourage the HR team to use the "Get Work Done" board daily to stay focused and prioritize urgent tasks.

Step 7: Utilizing Advanced Features for Streamlined HR

• Attachments: She attached resumes, offer letters, and other important documents directly to task cards.
• Tags: She used tags to categorize tasks by HR process (e.g., "Recruitment," "Onboarding," "Benefits"), department, or priority.
• Checklists: She created checklists for multi-step tasks, ensuring all necessary steps were completed.

Step 8: Continuous Improvement with Kanban Analytics

Maria used Kanban Tasks' analytics to gain insights into her workflow:

1. Identify Bottlenecks: She could quickly see where tasks were getting stuck and identify areas for improvement.
2. Refine Workflow: She adjusted her Kanban board and processes based on the insights gained from the analytics.

Outcome: A continuously improving HR workflow that adapts to the changing needs of GreenTech Solutions.

Wrapping Up

For HR Coordinators like Maria, Kanban Tasks is a game-changer. It integrates seamlessly with Google Workspace, providing a visual, collaborative platform to manage all HR activities.

Ready to transform your HR workflow?

1. Install Kanban Tasks.
2. Create your first board, invite your team, and start managing your HR tasks visually.

FAQ

1. What kind of support does Tooling Studio offer?

We offer comprehensive support via email, live chat, and a detailed knowledge base to assist you with any questions or issues.

2. What is Tooling Studio? Is Kanban Tasks your only product?

Tooling Studio develops productivity-enhancing Chrome extensions for Google Workspace. Kanban Tasks is our flagship product, and we are continuously developing new tools to improve your workflow.

3. Why do I need Kanban Tasks if I already use Google Workspace?

Google Workspace is great for collaboration, but it lacks a native visual project management tool. Kanban Tasks fills this gap, providing a powerful Kanban board that integrates directly with your existing Google Workspace tools.

4. How do I install Kanban Tasks?

Simply add it from the Chrome Web Store. Once installed, it will integrate with your Google Tasks, allowing you to create and manage Kanban boards.

5. What upcoming features can I expect?

We are always working on new features. Check our website and blog for the latest updates.

6. How secure is my data with Tooling Studio?

We take data security seriously. We use robust encryption and authentication protocols to protect your data.

7. Can I collaborate with my team in real-time?

Yes! Invite team members to your boards and collaborate in real-time, seeing updates and changes instantly.

8. Will I receive notifications?

Yes, you can configure email notifications for new assignments, comments, and due date reminders.

9. Which browsers are supported?

Kanban Tasks is optimized for Google Chrome. While it might function on other Chromium-based browsers, we recommend using Chrome for the best experience.

10. How does Kanban Tasks specifically benefit HR Coordinators?

Kanban Tasks simplifies HR workflows by centralizing tasks, improving collaboration, and providing a visual overview of all HR activities, reducing the need for multiple spreadsheets and email chains. It streamlines processes like recruitment, onboarding, and benefits administration, making your work more efficient and less stressful.