Michal Sobotkiewicz
Michal SobotkiewiczKANBO PRODUCT OWNER
He leads the KanBo Technology & Innovation strategy team to map, build and inspire a future we want to work in.

Task delegation is a skill that must be mastered to unlock your team’s true potential. Learn how KanBo makes task delegation easier and get all your pressing questions answered.

Is your schedule steadily overflowing with tasks? Are you doing more work than you can possibly handle? If your answer to any of those questions is yes, then you need to rethink your task delegation strategy.

Every single day we engage in several tasks that vary in importance and urgency. When we work in a team, these tasks should be shared or delegated among the team in order to fully utilize the team’s available resources. Biting off more than you can chew on your own can lead to a burnout. Learn to improve work efficiency by learning how to delegate tasks the right way by trusting in the value your employees can add to work.

KanBo presents 5 quick Q&As that will answer all your pressing questions about effective task delegation in KanBo.

A deep dive into the world of Personal Kanban

1. Q: How can I delegate tasks?

A: You can delegate tasks in KanBo with these few simple steps:

  • Describe the task and its goals
  • Add additional information like Documents, sub-tasks, pictures, videos, etc.
  • Set a deadline
  • Assign a responsible person.

How does it work?

Sending an email is the quickest and most commonly used method of delegating tasks – however, it does not mean that it is the best.

Delegating a task in KanBo is more efficient and much more manageable in the long run. Here are the two important aspects of delegating a task in KanBo:

  • Describing the Task

Each task is created in a specific context i.e. of a project and has its own progress status. In this way, the task always contains all information and latest updates including conversations at one place, which facilitates its understanding and contributes to its better execution. The task needs to be described properly before it can be started. In KanBo, you can describe your tasks by highlighting what is to be done, setting the deadline and adding any other additional information or even breaking it down into smaller todos, providing unambiguous guidance for the task assignee.

  • Assigning a Responsible

Once your task is adequately described you can finally delegate it by assigning it to the person responsible. By assigning a responsible person to a card representing the entire task in KanBo, you simultaneously delegate the task to be performed by a certain person.

It is important to note that even after assigning the task you can still actively participate in it to support the responsible person. If it is not a confidential task, other people participating in the project can also get involved in helping you with its execution by joining the card as a co-worker.

2. Q: How can I monitor delegated tasks?

A: KanBo makes monitoring very effective by automatically sending you a notification once the task is completed.

How does it work?

We delegate tasks to distribute our workload and utilize the talents of others in our team. Delegated tasks require attention and effective monitoring to ensure success. One of the most effective ways is to receive active notifications that help you monitor delegated tasks and their progress instead of chasing the information yourself.

KanBo sends very precise Notifications that contain key information about the progress of the task. These notifications are sent automatically when any activity related to a given task is completed so you can stay updated on each task you delegate. Additionally you can set the level of detail you would like to receive notifications about. That way KanBo ensures that you only get as much information as you need preventing information overload.

3. Q: How to delegate tasks after a meeting?

A: Delegate tasks after a meeting by moving them into the right contexts with a detailed description of the purpose and goal.

Meeting Agenda

Sophisticated Meeting Agenda Template. Handle Pre-work for meeting and Easily set goals, date, location and responsible. Receive Reminders and notification for all participants with Remote and real time access to information from all devices.

How does it work?

Meetings are often carried out to discuss the status of previously delegated work and to delegate new tasks. Here’s how you can delegate tasks after a meeting:

  • To summarize the meeting, the tasks or initiatives discussed should be entered in a card as a to-do list. These tasks will already have a context including the time of the meeting and the topic. The tasks will also have a timestamp and information about who initiated them.
  • During the meeting these tasks can also be transferred to the appropriate project or board and responsible persons and deadlines can be specified.
  • After the meeting these tasks can be separated by moving them to the right KanBo Boards with a precise description of the purpose, the goal and other information that make the work easier to comprehend and speed up the completion.

Thanks to this solution, those responsible for the execution of delegated work are given more precise instructions within its context and the tasks can be monitored from the context of the meeting (the Meeting KanBo Card containing sub cards in different KanBo Boards).

4. Q: Where can others see tasks delegated to them? How will they get notified about their tasks delegated to them?

A: All tasks assigned to a person are in their KanBo MyBoard!

MyBoard – Personal Kanban

KanBo’s MyBoard allows you to visualize and prioritize your own work stream. Move cards, set dates & reminders, get insights and more with KanBo.

In the physical realm, workers such as factory staff, bakers and laborers can see what needs to be done. However, if you are a knowledge worker, it can get hard to view everything that is on your plate because your work has mostly no physical representation.

People have come up with a variety of ways to overcome that problem. Here are a few commonly used methods and tools to keep track of daily tasks:

  • Post it notebooks
  • Personal planners
  • Desk or wall calendars
  • Excel sheets
  • Documents
  • Specialist solutions for corporations
  • Applications for mobile devices
  • Outlook
  • Personal Kanban

However, all these tools and methods are not always used exclusively. Some of the tasks may reside in the to-do lists made on personal planners while some may be in the mail on Outlook. How do you bring these tasks together to organize them in a comprehensive manner?

KanBo’s MyBoard is the perfect place for organizing all these scattered tasks and bringing them on one place. Every person working with KanBo has a MyBoard, a place where all tasks, including work delegated to them is collected and organized according to the person’s own, unique work style. Regardless of who delegated the task, or which area it concerns, all tasks are located here.

With MyBoard you can solve one of the key problems of the modern knowledge worker:

“Where are all my tasks?”

The answer is simple:

“They are all in your KanBo MyBoard!”

5. Q: How can employees manage tasks delegated to them?

A: Employee’s MyBoard is the place where delegated tasks arrive automatically. MyBoard’s rich set of features empowers employees to personalize their own work stream (Personal Kanban).

How does it work?

Despite all the focus on collaboration, teamwork and joint problem solving, there is little exposure about the importance of having a personal space to manage your own workstream in. KanBo provides employees the personal space where they can practice their own workstyle by planning, prioritizing and managing their own tasks and the work delegated to them.

May it be tasks from a personal project or one that involves your team, you can easily and efficiently manage all kinds of delegated tasks in your MyBoard space.


Managing delegated tasks can be a challenge but KanBo brings it all together, creating a perfect ecosystem for work delegation and monitoring for you as the one who delegates work and your team, which receives and executes delegated tasks.

These 5 tips answer the main questions associated with task delegation within KanBo. If you are not using KanBo yet but would like to utilize these features to boost your task delegation strategy, then give it a try today or explore more articles about personal productivity on Ahead – our KanBo Blog.