Free Kanban Board Template
A Kanban Board covers the work stages from backlog through in progress, client waiting, and done, so requests move forward in a visible order.
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Inbox and calendar work moves fast, and the risk isn’t the volume so much as the one missed detail that books the wrong call or drops a VIP thread. Adler Desk Co - Kanban Board keeps that work in a single flow, so a client can see what’s queued, what’s active, and what’s waiting without handing over the keys to everything.
The board runs across Backlog, Ready to start, Working, Waiting on client, and Done, with Space Grotesk headings on a deep magenta header and leaf-green accents marking the next action. The only thing the board assumes is the order of work, which means you add your own dates where you need them instead of trying to force the board into a calendar.
- Backlog Holds new requests and loose ends before they’re ready to schedule or act on.
- Ready to start Keeps approved items queued up so the next block of work is clear before you begin.
- Working Tracks what’s in progress right now, so active threads don’t disappear into email.
- Waiting on client Marks items that can’t move forward until the client answers, sends details, or confirms a change.
- Done Closes the loop on completed work so everyone can see what’s finished.
In Plutio, you run the board as a project and turn requests into tasks you can assign, move, and close as the work changes. The result is a shared view of what’s being handled now, what can’t move until the client replies, and what’s already settled.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What is on this board
5 columns, ready for your own cards. Adding it builds the board as a project in your workspace, with every column in place. The cards in the preview are examples of how the board is used, and are not added.
| Column | What is in it |
|---|---|
Backlog | A holding column for new requests before you decide what’s next. |
Ready to start | A queue for work that’s approved and ready, before it moves into active handling. |
Working | The in-progress column where active items live until they’re finished or blocked. |
Waiting on client | A column for anything paused on a client response, confirmation, or missing detail. |
Done | A finished column so completed work stays visible without staying in the way. |
What happens when you install it
- A project is created with its board and 5 columns, empty and ready for your own cards.
- Every card you add opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
Executive assistants, virtual assistants, and operations support providers who need a clear handoff for inbox and calendar requests without relying on scattered email threads.
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Questions about this project template
Do you need full access to my email and calendar?
Full access isn’t a requirement of a Kanban Board, because the board tracks the work states rather than the account permissions. The right access level depends on what you’re handling and what the client wants to keep private.
How do we handle VIP clients and true emergencies?
VIP and emergency handling usually needs an explicit rule for what jumps the queue and what counts as urgent. A board like this helps by making the normal flow visible, so exceptions stand out instead of quietly overriding everything.
What do you do with emails you’re not sure about?
Unclear messages usually need a triage step: either a quick clarification back to the sender or a note to the client for a decision. Parking the item in a visible column keeps it from being forgotten while you wait for that call.
Can you stop people booking over my deep-work time?
Protecting deep-work time comes down to what meetings get accepted and which time blocks stay off-limits. The board helps you track the request and the decision, but you still set the dates and the rules around scheduling.
What’s the difference between a Kanban board and a calendar?
A calendar shows when something happens, while a Kanban board shows what state the work is in. This board carries the order of work, and you add dates separately when a date matters.
What should go in the backlog versus ready to start?
Backlog is for incoming requests that still need triage, details, or approval. Ready to start is for items that are clear and approved, but not being worked yet.
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