A Simple Guide to Using Redbooth for Project Management

Header image for a blog post about Redbooth project management

Redboothis a web- and app-based project management tool used by companies like Coca-Cola, Starbucks, and Cisco to increase transparency and productivity in the workplace. It helps project managers, founders, and team members keep track of all ongoing tasks and projects.

The platform is based on a to-do list system but has advanced features that make it more useful than post-it-note-type software. These include integrations with chat applications like Slack, file storage providers like Dropbox, and email providers like Gmail.

With pricing starting at just $5/user/month for the Team plan, many of Hubstaff’s customers use Redbooth to centralize project management in their remote teams.

For teams searching for replacements to their existing project management software, we thought we’d create this guide to give them an overview of Redbooth and help them get started with it.

In this guide we’ll cover the basics, as well as some more advanced features Redbooth offers.

Getting started with Redbooth

Getting started only requires a few simple steps and takes less than 10 minutes. After gathering all the information you have about your team’s projects and tasks, follow these steps…

  1. Sign up for Redbooth and add your team members.
  2. Create a Workspace (this is the term Redbooth gives to projects):

    Screenshot of a Workspace in Redbooth

  3. Use the information you’ve gathered and add outstanding tasks to your projects and allocate due dates:

    Screenshot of Redbooth

  4. Upload assets with Google Drive, Box, Dropbox, Evernote integration, or file uploads:

    Screenshot of Redbooth

  5. Allocate tasks to members of your team:

    Screenshot of Redbooth

  6. Add descriptions, subtasks, or comments:

    Screenshot of Redbooth

  7. Start monitoring your team members’ progress and keep an eye out on when they mark tasks as being complete:

    Screenshot of Redbooth

In addition to monitoring progress and tracking the amount of time team members spend on specific tasks, with Hubstaff you can monitor activity levels, compare team members’ productivity, and automatically pay your employees based on hours worked.

A Hubstaff integration is available for Redbooth so adding this functionality is seamless.

Advanced features in Redbooth

Gantt Charts

Gantt charts are a traditional way of managing projects that have been used since the 1980s.  They’re great for helping you view tasks in the context of the wider project, and for helping visual and creative team members keep track of where things are and what needs to be done.

Unlike other project management software, Redbooth comes with automatic Gantt chart generation to help you manage projects in real time.

Gantt chart in Redbooth

The software can help you highlight potential roadblocks and delays so you can act before they have an effect on the project. It does this by showing which team members have tasks that have gone over schedule.

Using this tool can help you make better managerial decisions and help you pinpoint trends that can lead to more justified rewarding and firing decisions.

Redbooth’s Gantt charts also allow you to:

  • Add tasks
  • Drag and drop tasks into the flow
  • Extend deadlines and timelines
  • Assign tasks to team members
  • Create task dependencies

Workflow Templates

If you find that your team often completes the same tasks in the same way, using task templates can significantly reduce admin and setup time.

Redbooth allows you to use pre-made templates that can be duplicated each time you need to complete a certain type of task. Templates can be customized to suit slight variations, but having a clear baseline can help you save time that can be put to better use.

Setting up tasks and projects properly can take several hours for detailed projects, so having pre-existing templates that can be generated in one click can allow your team to focus on billable work, rather than the upfront admin needed to start a project.

Redbooth worked with industry experts to generate their project and workflow templates for a whole range of projects including:

  • Employee onboarding
  • Press release management
  • Business plan creation
  • Web design projects

Integrations

As your team works each day, they’ll use a ton of different apps and products to help them do their job. Redbooth lets you integrate the applications your team uses regularly so that you can:

  • Keep your workflows and processes the same
  • Track activity and productivity across all the applications your team uses
  • Centralize your document storage to make running projects easier
  • Turn emails into tasks straight from your inbox

Slack

Redbooth integrates with Slack to help you easily manage communication. If your team uses Slack they can get real time updates on a project’s status right in their chatbox.

Slack integration also means that your team members can work in whatever environment suits them. If they prefer to do all their work in Slack they are free to do so without missing any crucial updates.

Box, Google Drive, and Dropbox

Redbooth lets you centralize all your documents so you have everything in one place. You can attach documents to projects, workflows, or tasks so your team never has to spend ages searching through folders to find what they need.

Zendesk

Customer service is an incredibly important part of running a growing business. Redbooth integrates with Zendesk to help you clear support tickets faster by creating individual tasks and allocating them to team members.

Zapier

Zapier automates tasks you do regularly so you can focus on the things that really matter. Redbooth integrates with Zapier to allow you and your team to automate areas of your workflow so that specific or new tasks trigger pre-planned actions.

Mobile Apps

Like other project management software, Redbooth offers a suite of mobile apps. These help to increase productivity and make life easier for traveling or remote team members.

Available across iOS and Android, the apps allow your team members to view all of the tasks, workflows, and projects they are a part of. So, whether they’re on a train or an airplane, they can see what needs to be done.

Time Tracking

Part of running a successful and growing company is making sure you always stay profitable.

A way to do this is to accurately monitor the amount of time your employees spend on projects. Traditionally this is done with pieces of paper, excel spreadsheets, or Google Docs, but these are often inaccurate and inefficient.

Redbooth offers simple time tracking that helps you keep track of what your team members are doing and how long they take to do it. Time is linked to projects, tasks, and subtasks so you can see exactly where resources are being spent.

But, while Redbooth offers basic tracking, it does lack powerful features. A more robust time tracking system like Hubstaff offers advanced features like:

  • Activity monitoring that shows you how much work employees are doing each day
  • Budget tracking and limits so you never go into the red
  • Automatic payments which help cut down on time needed to process payroll

Combine productivity with project management

Redbooth offers powerful project management tools that can take your efficiency and productivity to the next level. Using it can help you gain an understanding of what’s happening in your business each day. It can also make it easier for your team to deliver great work every time.

Do you use Redbooth? What do you like most about it? Let everyone know in the comments.

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