SYS 128: Create a Culture of Continual Improvement: The 8 Elements of the Task Board Management System


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Steve explains how you can achieve much-improved organisation, visibility and control over your business using a Task Management System correctly. How can we empower our team to consistently maintain and also improve their tasks and create a culture of continual improvement using systemisation?

Steve details the eight elements of the Task Board Management System to utilise to achieve this.


💡 The Task Board Management System comprises four daily and four weekly tasks that will help keep all your tasks updated and current.

💡Have a daily task on your team's task board to review and update existing processes or tasks.

💡 Update the secondary task owner and the average time taken for each task for easier delegation in case the task owner cannot report to work for any reason.

💡VTOF* is Steve's acronym that labels tasks as ‘Video Guide, Task Template, Operations Manual, File, and Review (*)’. If the VTOF* is showing at the beginning of the title of a task, that means that the task does NOT have an updated Video Guide, Task Template, and Operations Manual and was NOT filed and reviewed yet.

💡 To manage projects with multiple stages, a task called the Project Placeholder is scheduled to point the team member to continue progress on that project.

Continual Improvement: The 8 Elements of the Task Board Management System


11:12 – 💬 ‘When someone goes off sick or on holiday, having the average time taken on each task allows the secondary task owner to know that they need ‘x’ amount of minutes to do the task when they take over.’

16:41 – 💬‘The idea of the Project Placeholder is simple: I want each staff member's task board to be a true representation of what they do each day, week, month, and year.’

20:47 – 💬 ‘All in all, the Task Board Management System allows you to empower your staff to maintain their task boards going forward without you having to do all the hard work and chase people up.’



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Steve was a slave to his business, but when he moved to Sweden in 2015, he was forced to change how he worked. He switched to running his businesses remotely. After totally nailing this concept, he spent his time helping other small business owners do the same. Steve’s been investing in property since 2002, has a degree in Computing, and worked as a doctor in the NHS before quitting to focus full-time on sharing his systems and outsourcing Methodology with the world. He now lives in Sweden and runs his UK-based businesses remotely with the help of his team of Filipino and UK-based Virtual Assistants.

Most business owners are overwhelmed because they don’t know how to create systems or get the right help.

Our systems and outsourcing Courses and coaching programme will help you automate your business and work effectively with affordable virtual assistants. That way, you will stop feeling overwhelmed and start making more money.

To learn more about Continual Improvement in your Small Business, check out this episode:
Productivity Tip: Create a Culture of Accountability and Continual Improvement in your Team

You may also like:
Enhancing Team Collaboration, Communication and Productivity: The Benefits of Video Integration in Your Small Business


podcast, Systems

Steve Day

About the Author

Since 2016, Steve has helped hundreds of business owners to systemise their businesses and outsource their work. In doing so, he has helped them regain control of their lives and create the businesses they set out to build.

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