Scrum board set up?
Philipe, Hello! In the past I have used scrum boards and last planner with construction projects. I struggle with what is the best format for the scrum board ie how many columns, and swim lanes.
Below is a rough flow and task list for preconstruction project work that could have over 1,000 tasks. My current format is to use an excel sheet matrix and list the trades and use columns for task. See picture below. I would like your input on how you might set up a scrum board.
With my current role I am a preconstruction manager, typically work closely with one or two preconstruction coordinators, we are a design build firm, most projects the designs are not complete so the buyout is phased over time. I/we coordinate direct with the clients, PX, PM, onsite supers, Design PM, Designers/Engineers, and all trade partners.
Thank you, Look forward to discussing this with you.
Brian Ross, C: 440.553.3044, E: brian.ross@theaustin.com
Brian, great question post! Thank you for sharing. This is exactly what I want for us all to grow together! It’s clear that you are already doing a lot of coordination and tracking. Good.
Your next move is to visualize flow for just one trade, and get feedback in motion. Let's buid that together during a call this week via Zoom. Text me at 916-871-4556 so we can coordinate the details.
Here are three small action steps to help shift from heavy WIP (work in process/progress) in a matrix to a more flow-friendly Scrum board.
1. Goal: Feel what it's like to visualize flow for just one team. Start with ONE Column Set for ONE Trade
Don’t build out a mega-board yet.
Pick one active trade with clear next steps (e.g., Roofing or Millwork).
Create a basic To Do → Doing → Done board just for that trade.
Pull 3–5 tasks from his spreadsheet (the yellow-highlighted ones are great candidates).
Make the swim lane that matches that trade only (no need for all 20 trades yet).
2. Goal: Create clarity and purpose beyond a checklist. Add a Sprint Goal for This Week
Use the real-world milestone to frame a weekly Sprint Goal.
Example from the spreadsheet: “Execute Roofing Contract and Get COI/Bond Approved by Friday.”
Write it at the top of the board or in a typical meeting room to focus the team.
Run a 15-Minute Check-in With Your PreCon Team at least once in next three days.
Ask:
What’s in progress?
What’s blocked or waiting?
What’s ready to move to Done?
Three Questions for you before we Zoom and these will be on our meeting agenda:
What’s your current cadence? Are you reviewing your current sheets/lists daily, weekly, or only as deadlines approach?
Who owns which tasks? How does the Ball in Court person get their assignment?
How are you currently deciding what gets moved forward — is it just you or also your coordinators/trade partners?
These responses will guide how to design columns or swim lanes to reflect workflows.
-Felipe
p.s.
Here's a mock-up to get our brains thinking differently to start, and we can jump into a few different digital options, including back to Excel