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Announcing Papillio Task Boards

Papillio's new task boards functionality closes the loop on our business innovation value chain that started with our CX design & collaborative ideation features.

When I first started my journey to design and build Papillio, my initial focus was to deliver basic Journey Mapping and Persona Design features aimed at addressing the needs of the CX professional community of which I've been a proud participant for the past 25 years.

Soon after that, Papillio launched its collaborative ideation module, which allowed users to dynamically attach ideas to both journeys and personas so that they had a mean of organizing their thoughts about how best to improve customer experience delivery within their organizations and then to collaborate with colleagues to flesh out ideas and understand the real value that each idea would offer their business.

With the introduction of our task boards, we're closing the loop on our customer led business innovation value chain, and IMHO making Papillio officially the most comprehensive CX innovation & change management toolkit available on the planet today.

Read on for an overview of Papillio's new Task Boards feature, and a short outline of some of our other upcoming enhancements.

Task Boards Overview

Papillio's new task board feature with task detail panel open

Papillio's new task board feature is intended to help you drive change within your company.

In many of my professional circles, I often hear journey mapping and persona design being criticized for being "theoretical exercises" that offer little tangible business value. The detractors of these methodologies will tell you that they've rarely seen them result in organizational transformation because experience design teams are not able to extract improvement opportunities and translate these into change management strategies.

The truth though, is that if used correctly, journey mapping and persona design can both act as powerful catalysts for continuous improvement, and this is precisely the goal of Papillio's integrated Ideation and Task Board features.

By linking ideas to journeys and personas within Papillio, the tool allows its users to identify and organize improvement opportunities and understand explicitly how they relate to original experience designs. Then, by adding tasks to ideas and assigning these to task boards for completion, the tool facilitates a change management capability with a clear and auditable connection to experience design objectives.

The integration between experience design, ideation and agile task management mean that experience design personnel, operational employees and implementation teams can all finally collaborate and work together "on the same page".

Manage Board Access with Squads

As with everything else in Papillio, you can assign either individuals or entire organizational teams to task boards to grant them access to work on the task board. While all users in your Papillio account will be able to view the task board, only board squad members will be able to move tasks from bucket to bucket and assign themselves and other squad members to tasks in order to complete them.

Again, like other areas of Papillio, you can add attachments to your task boards so that board members have quick and easy access to any supporting documentation that they need to complete their tasks and so that they can share these with other squad members. In addition, you can use our tags functionality to categorize your boards in a language native to your organization.

Drag Tasks Between Buckets

The Papillio task board user interface includes a drag and drop capability so that you can easily move tasks between To Do, Doing and Done progress states. Clicking on a task in the board will open a task detail panel so you can view additional task information and edit the task.

Add Multiple Task Assignees

With the task detail panel open, you can assign one or more people from within your board squad to complete a task, or remove people that no longer have a role to play. When users are added to or removed from tasks, they'll automatically receive an email informing them.

Add Task Checklists

Add tasks checklists to your tasks as a means to maintain a list of all the micro to-do items you need to achieve in order to complete a task and to keep track of which items you've finished.

If you add a task directly to a task board and decide later that the task has an association with one of your ideas, you can link the task to the idea so that colleagues who are collaborating in the idea know that you're doing some related work.

Archive Completed Tasks

Because Papillio's task boards adopt a Kanban philosophy, items in your Done bucket will begin to pile up after some time. When you're ready, simply archive the task, Doing so will remove it from your Active Tasks board and place it in the Archived Tasks tab where you can always restore it if you need to do some more work on the task.

Run Project Meetings Online

Because of our integrated chat functionality and real-time database, you can use Papillio to run you project meetings online, even if you and all of your colleagues are working remotely. As you drag tasks between buckets and modify their details, your colleagues' screens will automatically update without them needing to refresh their browser windows.

Adding Tasks

You can add tasks to Papillio in one of two ways:

  • Directly via one of your personal or team Task Boards, or
  • via our Ideation module, where you can add them to specific innovation ideas to help you better understand the work involved in implementing the idea.

Adding via Task Boards

Add tasks directly from a task board

Adding a task directly from a task board is as easy as clicking the [+] button on the Active Tasks tab. When you do, you'll be presented with a pop-up which will allow you to capture basic task details.

This is particularly useful, for instance, if you want to create your own personal task board to manage the work you're doing within Papillio and the tasks you create are not directly linked to any ideas.

Adding via Ideas

Add tasks to Papillio from within any idea

The primary goal of our new task boards feature is that it should help you to drive implementation of the innovation ideas that you and your colleagues identify whilst working with Papillio. To support this, it's also possible to create tasks within ideas themselves.

The introduction of the task boards features also introduces a new tab in our ideation module. Within this tab, you can define the set of tasks that would be required to be completed in order to achieve implementation of the idea.

Doing so means that, in addition to being able to outline the impact your idea will have on your business, you'll also be able to specify the amount of effort that you and your colleagues will need to expend in implementing the idea.

The relationship between impact and effort is something that we'll expand on in time when we start implementing deeper analytics within Papillio (see below).

Simply adding a task to an idea does not automatically add it to any task board. The reason for this is that you may not choose to pursue all the ideas that you add to Papillio, and task boards are intended as a place for you and your team to focus on those tasks that need to be actioned. If you do choose to action an idea task though, you can assign it to any task board from a menu attached to each task within the idea.

"My Tasks"

With the addition of Task Boards and our task management capabilities, we've also made an enhancement to our dashboard . When you sign into Papillio, you'll now see a "My Tasks" section on the dashboard which provides easy access to the tasks that have been assigned to you and which have either in a "To Do" or "Doing" progress status.

Dashboard view of "My Tasks"

What's Next?

Even though Papillio has already become a very meaningful and feature rich tool, we're far from done. Here are some of the feature enhancements you can look forward to in the coming weeks and months...

Knowledge Base

We've been working at a manic pace to close the loop on our innovation value chain, and we recognize that in doing so, we've added features that may well be new to our users without the inclusion of appropriate help content. The addition of our Knowledge Base aims to address this deficiency.

Collaboration on Steroids

It's important to us that Papillio becomes the go-to platform for business innovation and for collaboration with your colleagues, be they in the same room or on the other side of the world.

It's also important to us that our users don't need to break out of Papillio and use other platforms such as Microsoft Teams to manage their collaboration efforts.

To accommodate these requirements, we'll be making a massive enhancement to our existing online chat feature to provide users with a centralized place to review all of their conversations and activities related to the work in which they're participating.

When we launch this enhancement, we'll also include a feature on task boards to allow users to add comments to tasks as they complete their assigned work.

Journey Mapping & Persona Design 2.0

We've taken a long, hard look at the way that both we and our competitors have implemented journey mapping and persona design, and to be honest we think that we've all come a bit short of leveraging online technology appropriately.

The primary reason for this is that all our us have, for the most part, simply digitized the way these activities were previously conducted on paper. Our focus going forward is to take better advantage of the interactive nature of web technology to bring a completely new take to the way journey maps and personas are built, displayed and interacted with in an online ecosystem.


Like many organizations, the manner in which you approach journey mapping and persona design is probably peculiar to the specific needs of your company and the concepts important to your business. To support this and to make your CX design efforts more efficient, we'll be adding a capability to build and save templates so that you can quickly replicate journeys and personas without having to build them from scratch each time.

Operations Design Tools

In much the same way that Papillio offers CX Design tools, we'll be introducing Operations Design tools, which you'll be able to use to better plan the role that human resources, channels and processes play in your business landscape. As with journey mapping and persona design, these tools will integrate seamlessly with our ideation and task management features so that they become yet another link in the Papillio value chain.

Resource Management

Although Papillio already offers the capability to upload images and attachments as well as the capability to tag items as a means of categorizing items in a language native to your business, there is frankly tons of room for improving our existing feature-set. Our Resource Management group of features will do exactly this to take better advantage of what it means to work in the cloud.

Rich Lists & Analytics

As users add more and more data to Papillio, they will need tools to help them analyze the items they've added. For example, imagine

  • you need to identify all ideas that have been tagged with both "Marketing" and "Technology", or
  • you want to identify ideas that are quick wins - ideas with high impact and low effort.

The rich lists and graphical analytics tools we plan to add to Papillio will cater for these needs.


We live in a connected world, and Papillio is no island. Our integration plans are two-fold:

  • We'll add native integration to tools such as GSuite and Survey Monkey, among others, so that you can take advantage of other best of class software tools and the value propositions they offer directly within Papillio without us losing focus on the unique feature-set we're planning to build ourselves.
  • We're going to open up our API in both a REST and SDK format, so that your own developers can use private keys to build on the features we provide in ways that may be unique to your company's needs.

Improved UI Architecture

With all these additions, Papillio is going to be a substantially large piece of software. To ensure we continue to deliver the best possible user experience, we will need to make some slight refinements to our user interface architecture to ensure features don't become too cluttered and that usability of the tool isn't degraded.

Closing Thoughts

In a time in history when businesses around the globe urgently need to reinvent the way they interact with customers and their operations as a whole, I want to remind you that we've purposefully made Papillio free to use in an effort to play a meaningful role in restoring our economies by providing companies with the tools they need to innovate quickly without any concern for cost barriers.

I hope Papillio is able to add value to your business! As always, please feel free to reach out to us with any questions via email or by using the chat widget located in the bottom left corner of the app. Our customer success agents are often online and are always happy to help.

Dave Benjaminavatar

Dave Benjamin

I am a creator of cool tech, with a focus on business transformation and solutions to help the world deliver better customer experiences. Motorbike enthusiast, lucky husband and dad of two great kids.

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