Complete IT Department System
The IT department of a mid-sized company delivering internal services to employees and running technology improvement projects.
The full service-request cycle from intake to employee satisfaction, with improvement project management and tech spending in one place.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every service request or incident report enters as a card in the “Request” column with the requesting party, a description of the need, and its impact on work; it then moves to “Prioritization,” where the department head ranks it by impact and urgency and assigns its executor. When work starts, the card moves to “Execution,” and the executor updates it as they go until it's complete; then it moves to “Satisfaction” for the requester to confirm the work was done properly. Large requests needing a plan and phases are converted from “Prioritization” into “Project” and managed as standalone initiatives, and every completed piece of work is documented in “Documentation” so the department's knowledge accumulates instead of staying locked in individuals' heads.
Chat is the team's daily coordination channel — a quick question about a configuration or arranging vendor access — while long-lived technical decisions, such as adopting a standard, choosing a solution, or changing architecture, never pass through chat but are documented in the Forum. Announcements are the department's official channel to the rest of the employees: scheduled maintenance windows, outage and restoration alerts, and new service launches. Dues manages the department's money privately: hardware and license purchases and subscription invoices are recorded on their cards and visible only to those authorized.
Work flows from employees to the service desk coordinator, who logs the request and resolves simple cases on the spot; what exceeds that is passed to the department head to rank in “Prioritization,” who assigns it to a specialist engineer to execute and seek sign-off. The department head reviews the “Satisfaction” column weekly to read service indicators, and anything needing a general technical decision is raised in the Forum and approved there before execution.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
IT Manager
Oversees the whole board and ranks requests in the “Prioritization” column, approves technical decisions in the Forum, and reviews employee satisfaction and service indicators weekly.
Service Desk Coordinator
Receives requests and reports and logs them as complete cards, resolving simple ones immediately or passing complex ones to engineers while following up on satisfaction confirmation.
Systems Engineers
Execute technical requests and project cards, update cards in “Execution” and “Project,” and document solutions and configurations in “Documentation.”
Tech Procurement Coordinator
Tracks hardware, license, and subscription requests, records their expenses in Dues as they happen, and coordinates with finance on approval and payment.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Approved Technical DecisionsDocumenting long-lived technical decisions — adopted standards, chosen solutions, and what's banned — the department's official reference.
- Infrastructure & SystemsDiscussions on infrastructure design and evolution and upgrade plans before they become execution cards.
- Recurring Issues & SolutionsRoot-cause analysis of faults that keep coming back, and agreeing permanent fixes instead of repeated firefighting.
- Improvement ProjectsProposing tech-environment improvement initiatives and debating their feasibility before approval and conversion into cards in the “Project” column.
«Working Rules for This System» — Pinned in the forum
1. No service off the board: every request or report is logged as a card, however small. 2. A card enters “Execution” only after being ranked in “Prioritization” by the department head. 3. Technical decisions are documented in the “Approved Technical Decisions” section before execution — Chat is for quick coordination only. 4. Any maintenance affecting employees is announced in Announcements well ahead of time. 5. All tech purchases and subscriptions are recorded in Dues the moment they're approved. 6. No work counts as closed before it's documented in the “Documentation” column.
Welcome announcement: «Welcome to the IT Department System»
From today, this system is how the department works: every service request or report enters as a card in the “Request” column and moves through prioritization and execution until satisfaction is confirmed; our technical decisions are documented in the Forum, not chat; and maintenance alerts reach employees through Announcements. First step: log your currently open requests as cards, and review the pinned “Working Rules” topic in the Forum.
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