This point is not clear in your anecdote which has "I have some emails to do and a form to send to the accountant" turning into line items on a board.
Also to be clear - I'm not anti-planning. I also would never tell you to change a process that is working for you. But these are some reasons why I wouldn't implement this planning technique for a team that I run. I'd prefer to keep my planning product focused and I'm okay with resetting on tasks with my team on a bi-weekly basis and a quick standup daily.
This is a GTD style technique that I think works great for certain individuals and not so great for others (I've always sucked at handling to-do lists), which is why I'm not sold on it as a team technique. I think you respond well to it, but I would not. So if it works for you by all means - keep it going.
You're totally right. I should have been more explicit in my example. Once in a while, if I have enough admin work to do, I might write a task that says, "administrative tasks," so when I do hit inbox zero and complete all of those little tasks (that do add up to more than an hour), I can keep track of accomplishing it.
I don't think there's any conflict between our two approaches at all. I believe our system is:
- Product based: all tasks that go on the board directly relate to our product
- We're ok with resetting on tasks as well. It's just that if it takes more than two days, we obviously got the task wrong, and it is either too big or there's a bottleneck. There's no punishment for not completing a task.
I used to dislike the idea of to-do lists because I wasn't good at following up with them. This idea adds a social element, which has helped me a lot in getting better at organizing my day.
Would you be open to trying this with your team for one day? It's a very low-overhead technique, and you never know - you might just end up enjoying it. And even if you don't get much out of it, maybe someone on your team will.
Can you see some value in that?
I'd be willing to experiment though I've always been pretty open to trying new techniques.