Task Management Platform Transition: Asana to Plaky Migration & System Design

The volunteer will independently plan, build, and implement a functional Plaky task-management system for The ImpactKits Project.

The volunteer will be responsible for determining the appropriate structure and then configuring the system, with ImpactKits providing organizational information, access, and feedback as needed.

Key deliverables include:
- Plaky Workspace Architecture: Design and implement the appropriate Spaces, Boards, Groups, tasks, subtasks, and organizational hierarchy for ImpactKits.
- Department Workflows: Build practical workflows for our different departments and areas of work.
- Executive Leadership Workflow: Create a system for managing organization-wide priorities, strategic projects, assignments, deadlines, and approvals.
- Long-Term Volunteer Workflow: Build a system for assigning, tracking, reviewing, and completing ongoing volunteer work.
- Short-Term Volunteer Workflow: Build a simpler, structured workflow for temporary volunteers and their project-based assignments.
- Task Standards: Establish and implement standardized task statuses, priorities, ownership, naming conventions, due dates, and task descriptions.
- Templates: Create reusable task and project templates for recurring ImpactKits workflows.
- Permissions & Access: Configure or recommend appropriate access levels for Executive Leadership, long-term volunteers, short-term volunteers, and other users.
- Initial System Setup: Build the actual Plaky workspace rather than simply providing recommendations for our team to implement.
- Testing & Refinement: Test the system, identify issues or unnecessary complexity, and make appropriate adjustments before organizational rollout.
- Documentation: Create a concise internal guide explaining how ImpactKits should use Plaky and how different team members should manage their work.

Organization Mission

The ImpactKits Project is a youth-led nonprofit initiative that mobilizes students, businesses, schools, faith communities, and local organizations to collect essential supplies, assemble care kits, and support individuals and families experiencing hardship throughout Orange County. Through community partnerships, volunteer engagement, and donation drives, ImpactKits creates accessible opportunities for people to give back while strengthening local support networks. By connecting donors, volunteers, and community partners, the organization helps ensure essential resources reach those who need them most with dignity and care. ImpactKits' vision is a community where compassion is transformed into meaningful action and every person has the opportunity to make a positive local impact.