feat: workflows and assignments

[ViljarVoidula]

Request for Change (RFC)

Title: Enhancing User Work Management Pipelines

Author(s):

• @ViljarVoidula
• @RaikoM

Date:

• 12/18/2024

Introduction

This RFC proposes enhancements to the user work management pipelines within the ForgeMaster backend system. The purpose of these improvements is to streamline task assignment and tracking processes, ultimately addressing inefficiencies in project management. With current workflows being limited and often manual, automating these processes will reduce the possibility of errors and improve collaboration among team members.

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Objectives and Key Results (OKRs)

Objective 1: Automate Task Assignment Processes

• Key Result 1: Reduce the time spent on task assignments by 35%.
• Key Result 2: Increase the accuracy of task tracking to 90% through automated updates.
• Key Result 3: Ensure 100% of all new tasks are created with pre-defined templates for consistency.

Objective 2: Improve Collaboration and Transparency

• Key Result 1: Facilitate a 25% increase in user engagement metrics during project updates.
• Key Result 2: Achieve a response time of under 1 hour on task-related queries through improved notification systems.

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Background

Various discussions within the team have highlighted current challenges faced in managing user tasks and assignments. Existing systems are fragmented and overly reliant on manual input, leading to inconsistencies and delays in project timelines. Previous analyses indicate that approximately 15% of tasks experience delays due to miscommunication about status updates and reassignment processes. This RFC addresses these challenges through proposed improvements.

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Proposal

The proposal includes the following enhancements to the user work management pipelines:

• Description of the proposed solution or change: Introduce an automated task assignment and workflow tracking system that integrates with existing project management tools. This system will provide real-time updates and notifications to all users involved in task completion.

• Technical requirements:

  • Integration with Notion or Trello APIs for effective task management.
  • Implementation of webhooks for immediate notifications on task status changes.
  • Analytics setup using PostHog to monitor user interaction with the workflows.

• Impact on existing systems or processes: This change will require substantial modifications to task management interfaces, necessitating user training sessions for adaptation. However, the expected outcome is a significant increase in efficiency and communication clarity.

Implementation Plan

1. Step 1: Conduct a thorough assessment of current task management processes and gather team feedback regarding necessary features.
2. Step 2: Develop and implement integrations for automation of task assignments and real-time updates.
3. Step 3: Roll out training sessions for the team on using the new system effectively and collect feedback for ongoing iterations.

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Risks and Mitigation

Risk 1: Resistance to change from team members accustomed to existing workflows

• Mitigation Strategy: Foster stakeholder involvement in developing new processes to ensure their buy-in and address any concerns prior to full implementation.

Risk 2: Potential initial decrease in productivity during the transition to the new system

• Mitigation Strategy: Phase the rollout of new features to allow a smoother transition, coupled with continuous support from the project management team.

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Success Metrics

Define how success will be measured once this RFC is implemented through the following metrics:

• Metric 1: Measure the total time logged for task assignments before and after implementation using project management tools.
• Metric 2: Analyze user satisfaction ratings captured through surveys post-implementation.

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Conclusion

Enhancing the user work management pipelines is crucial for improving efficiency, accuracy, and overall user satisfaction. The proposed changes aim to establish a more organized and transparent system for managing tasks, which will align closely with the team's objectives of improving productivity and collaboration.

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Additional Notes

Monitoring user feedback after launching the improved workflows will be essential for future adjustments and enhancements.

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Acknowledgements

Thanks to the project management team for providing insights into the current challenges and suggesting areas for improvement.

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References

• Documentation on the integration capabilities of Notion and Trello APIs.