Effective Communication for Project Success
At UPQODE, we believe in transparency to provide the best experience for our clients. To keep you informed and involved, we invite you to use Active Collab, our cutting-edge project management and collaboration tool. You will receive an Active Collab invitation via email, which includes a link to sign in and get started.
Project Stakeholders:
- Client Representatives: 1-3 representatives from your team.
- Dedicated Designer: Our designer works closely with your team to create visually appealing and user-friendly designs tailored to your brand. They are responsible for wireframes, mockups, and delivering high-quality design assets that align with your vision and project goals.
- Development Team: The number of developers assigned depends on the project size and delivery timeline. Our developers ensure smooth functionality and seamless integration of features while adhering to best coding practices.
- QA engineer: Our QA engineer is dedicated to ensuring the highest quality of the deliverables. They meticulously test every aspect of the project, from functionality and usability to performance and responsiveness, to deliver a flawless final product.
- Project Manager: The main point of contact and a responsible individual from UPQODE’s team.
Agile Methodologies: Scrum and Kanban
At UPQODE, we utilize Scrum or Kanban methodologies, depending on the nature and requirements of the project.
For projects with well-defined goals, timelines, and deliverables, we often follow the Scrum framework, breaking work into sprints to deliver incremental value while maintaining flexibility for adjustments. This approach includes regular sprint planning, daily stand-ups, sprint reviews, and retrospectives to ensure transparency, collaboration, and continuous improvement.
For projects requiring a more fluid and adaptive workflow, especially those with ongoing tasks or less-defined timelines, we implement the Kanban method. This system visualizes the workflow, limits work in progress, and optimizes efficiency by focusing on delivering tasks as they move through stages.
Both methodologies ensure clear communication, better task prioritization, and enhanced project delivery while tailoring our approach to fit the client’s needs and project scope.
Project Workflow in Active Collab
Tasks List Section
Product Backlog
All user stories, requests, and tasks begin here. The Project Manager (PM) will work closely with you to gather requirements, prepare project tasks, set priorities, and assign relevant labels (see the list of label types below).
Each task is assigned to a responsible team member and includes a time estimate specified in hours and minutes.
Task Labels
Each task is categorized with a label based on the type of work, such as:
- WordPress
- BackEnd
- FrontEnd
- Documentation
- Support
- Design
- And more.
Notes
Staging servers for product demos and access credentials are included in the NOTES section, with limited access granted to the client and team.
As a client, you will be invited to the demo environment and the website admin panel to see how the website functions on the admin side.
Sprint
This task list has a defined start and end date, with all tasks expected to be completed by the sprint’s conclusion. Any unfinished tasks will be prioritized and carried over to the next sprint.
- For smaller projects (typically less than one week), the ‘SPRINT’ workflow is optional, with the product backlog serving as the primary task list.
- Sprint planning involves collaboration between the developer(s) and the Project Manager unless otherwise specified.
- Typically, sprints last 1 to 2 weeks. The formula for calculating Sprint Hours is as follows:
- Total time allowed for tasks = Total developers × Number of days × 7 hours.
- Sprint planning continues until all project tasks are completed.
- Each sprint concludes with a Sprint Review meeting to evaluate completed tasks, assess any unfinished work, and analyze the reasons for any delays or issues. Insights from this review are used to plan the next sprint effectively.
Today
This section outlines the tasks a team member plans to work on during the current or upcoming day. Team members select tasks based on the specified priority, either from the project’s sprint or the product backlog if the project does not include a sprint.
Tasks can be moved to the “TODAY” section by the Project Manager, Product Owner (PO), Tech Lead, or the assigned team member, either the day before or earlier on the same day. Task selection prioritizes addressing the highest-priority items first.
The total task time for a single day must not exceed 8 hours. If a task is estimated to take more than 8 hours, it should be divided into smaller, related tasks with clearly defined dependencies.
INPROGRESS
A task is moved to the “INPROGRESS” stage once a team member starts working on it, allowing for better collaboration since other team members can see what’s actively being worked on. If a colleague needs updates on a task, they can subscribe to it, ensuring they are notified of each change.
Each team member is responsible for tracking their time, and at the end of each working day, developers are required to perform a “Push” to GIT, which is a mandatory team rule. This ensures that daily development updates are reflected on the website’s demo link, allowing other team members and the client to view the latest progress.
ONHOLD
Tasks are placed in the “ONHOLD” stage when they cannot be completed due to a lack of information or dependencies on other tasks. An “ONHOLD” task may be assigned to the following stakeholders:
- PM/PO: If more information is required from the client, the Project Manager (PM) or Product Owner (PO) is tagged or subscribed.
- Tech Lead: If assistance from a tech lead is needed, the PM/PO is tagged or subscribed.
- Other Colleagues: When a task depends on another, the PM/PO is tagged or subscribed to track its progress.
Assigning the task to another Stakeholder:
Procedures:
When a task is moved to the “ONHOLD” stage, it must be accompanied by a comment that provides a detailed description of the issue.
Once the task is clarified, it is moved to TODAY or SPRINT
Review
When a team member completes a task, it is moved to the “REVIEW” column or task list and assigned to the reviewer or QA engineer with an @mention and an informational comment.
QA Review:
All development and content management tasks must pass a mandatory QA review conducted by the QA engineer. This ensures that the work meets quality standards, is free of bugs, and aligns with the specified requirements before being marked as complete or shared with the client.
Developer/Designer/Content Manager Responsibilities Before Assigning to QA Review:
- Ensure the task meets all requirements and functions correctly.
- Verify deliverables align with acceptance criteria and resolve any dependencies.
- Check for visual, performance, or functional issues.
- Add relevant comments, including links, code snippets, or explanations.
If a Bug is Found During QA Review:
- The task is moved back to the “TODAY” list and labeled X1, X2, X3, or X4, depending on the number of times it has been returned.
- Bugs are added as subtasks, and the reviewer or QA engineer numbers them sequentially (e.g., 1, 2, 3, 4) if multiple fixes are needed.
- Tasks are also labeled A, B, C, or D based on the number of bugs identified during each QA testing round.
- The number of bugs and QA rounds are taken into account when calculating the team’s monthly KPI to ensure continuous improvement, minimize bugs, and deliver high-quality results.
Client Review:
- Once the task passes the internal review (conducted by a QA Engineer, Project Manager, or Creative Director, depending on the task type), it is assigned to the client to inform them that the task has been completed and is ready for their review.
- If the client has additional feedback, they provide comments within the task.
- The development team addresses the feedback provided by the client, ensuring all changes are implemented as requested.
Project Managers establish procedures for each project to determine which tasks should be assigned to the client for review to demonstrate the final outcome of specific milestones (e.g., page design, development completion, or major functionality implementation). They also identify intermediate or internal tasks that should not be assigned to the client. This ensures a clear distinction between deliverables requiring client input and internal progress updates.
Task Completion Process:
- Once the task receives the client’s approval, it is moved to the “DONE” column by the reviewer (QA, PM, or client). Only the PM, reviewer/QA, or client has the authority to move tasks to “DONE.”
- The reviewer adds a brief comment, such as “Approved,” to confirm task approval.
- Acknowledgment is documented within the task comments to record the final review and approval.
Done
The task is considered completed once the client has provided their approval. When the work is successfully completed and passes the review process, it is moved to the “DONE” column by the Project Manager or Product Owner. If the task does not require client approval, the Project Manager or Product Owner approves its completion.
Questions
For some projects, we use the Discussions section. If the client wants to raise a question about a separate topic, they can create a new discussion. However, if the question is related to a specific task, it is recommended that the client raise it directly within the task itself.
When starting a new discussion, the client should tag the Project Manager (PM) to ensure the PM is notified.
Project Budget
The Project Budget should be discussed separately from the Active Collab tool, using channels like email, phone, or Skype to avoid confusion between task management and financial planning.
Essential Project Meetings for Successful Collaboration
Throughout the project, the following meetings should be conducted to ensure smooth communication and progress:
- Handover Meeting
Between the Sales Manager and the Project Manager to align on project scope, goals, and client expectations. - Kickoff Meeting
With the client to establish project objectives, timelines, and next steps. - Homepage Design Presentation Meeting
To review the initial design concept. - Weekly Meetings
With the client to discuss project progress, address any roadblocks, and present demos during the development phase as needed. - Website Pre-Migration Meeting
To finalize the website migration plans and ensure all technical and content-related aspects are addressed. - Maintenance Onboarding Meeting
To introduce the client to ongoing support and maintenance processes. - Project Review Meeting
To gather client feedback and evaluate the overall project experience. - Sprint Review and Planning Meetings (Internal)
Conducted at the end of each sprint to review completed work and gather feedback. Planning for the next sprint is carried out immediately after the review, ensuring the team is aligned on upcoming tasks and priorities. - Project Retrospective Meetings (Internal)
Held at the end of the project to reflect on successes, identify areas for improvement, and document lessons learned to enhance future workflows.
By conducting these meetings, we ensure alignment, foster collaboration, and deliver high-quality results throughout the project lifecycle.
