How to Manage a Project Backlog Effectively

Introduction

This article explains how to manage your project backlog using Scrum or Kanban boards in Easy8. Each approach offers a different structure and functionality, but both help you organize tasks visually and prepare them for execution. This guide shows you how to work with both — choose the method that fits your project setup.

Target Audience

User

Prerequisites

The project must have either the Project scrum board or Kanban board module enabled
You must have access rights to work with Agile boards on the project
Tasks should use supported trackers and estimates for full visibility

Option 1: Backlog Management Using the Scrum Board

The Scrum board uses a structured refinement process and sticky notes to prepare tasks for sprints.

Step 1: Open the Backlog Board

Open your project
Click the Scrum board tab
Select Backlog from the submenu

📌 If the tab is missing, go to Project controls >> Modules and enable the Project scrum board module.

Step 2: Use the Board Columns

Scrum boards use a fixed set of refinement columns:

Inbox – New tasks
To Refine – Items selected for analysis and clarification
Refined – Tasks that are estimated and ready to be added to a sprint
Sprint columns – Represent active or upcoming sprints

Tasks can be moved between columns using drag-and-drop.

Step 3: Refine and Split Tasks

Click a task card to open its details
Add time estimates, description, tags, and more
Use sticky notes to define sub-steps or responsibilities
Use the Split button to break large tasks into smaller ones

📌 Splitting creates new, independent tasks — not subtasks.

Step 4: Prepare for Sprint Planning

Move refined tasks into sprint columns
Ensure all tasks have estimates
Use filters to find tasks by status, tag, assignee, etc.
Review with the team to finalize what goes into the next sprint

Option 2: Backlog Management Using the Kanban Board

Kanban boards support continuous delivery. You can manage and prioritize tasks through customizable columns, without sprints.

Step 1: Open the Kanban Board

Open your project
Click the Kanban tab in the top menu

📌 If the tab is missing, check Project controls >> Modules and enable the Kanban board module.

Step 2: Understand the Layout

Kanban boards show tasks in a continuous flow across custom-defined columns. There is no refinement structure like in Scrum. You create your own workflow:

To Do, In Progress, QA, Done
Add as many columns as needed for your team’s workflow

Step 3: Customize and Use

Drag and drop tasks between columns
Use filters to focus on specific types of work
Color code or add emojis for visibility
Use tags and priorities for organization

📌 Sticky notes and swimlanes are not available on Kanban boards.

Comparison: Scrum vs. Kanban Backlog Flow

Feature	Scrum Board	Kanban Board
Columns	Fixed: Inbox, To Refine, Refined	Fully customizable
Sticky notes	✅ Yes	❌ No
Swimlanes	✅ Yes	❌ No
Sprint planning	✅ Built-in via Sprint columns	❌ Not part of Kanban
Continuous flow	❌ No	✅ Yes

Conclusion

Easy8 gives you two ways to manage your backlog — structured Scrum boards for sprint-based teams, and flexible Kanban boards for continuous delivery. Both help you stay organized, visible, and ready for action.

Use the board that matches your project needs, and keep your backlog clean, refined, and execution-ready.