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Training Academy / Projects & Tasks / Choosing a Workflow
03 • Projects & Tasks

Choosing a Workflow

Before you create the task list, decide what kind of work it really is.

Presto separates work into three simple governance streams: Run the Business, Fix the Business, and Change/Grow the Business. Choosing the right stream at the beginning helps Presto place the work in the right dashboard, reporting view and management workflow.

Choose your workflow See how to create it
The Presto work model
RUN
Run the Business Recurring, expected work that keeps the operation functioning.
FIX
Fix the Business Problems, incidents, defects or gaps that need to be corrected.
GROW
Change / Grow the Business Projects and initiatives that move the organisation to a new state.
Smart Activity Capture • At a glance

See the complete capture panel before you begin.

Every new activity starts here. The Smart Activity Capture panel brings workflow selection, priority, due date, AI assistance, business alignment and ownership together in one guided experience.

Presto PDCA Smart Activity Capture panel for creating Standard Work, Issues, Projects and Ideas
Smart Activity Capture: first decide what kind of work you are creating. The sections below explain how to choose the correct Run, Fix or Change/Grow workflow, then complete the remaining capture fields.
Step 1 • Classify the work

Run, Fix or Change/Grow?

The easiest way to choose is to ask what the activity is trying to accomplish. Is it maintaining the operation, correcting a problem, or creating something new?

RUN

Run the Business

Presto workflow: Standard Work

Use Run when the work is expected, repeatable and part of normal day-to-day operations. The objective is consistency, reliability and execution discipline.

  • Recurring operational activities
  • Daily, weekly, monthly or annual routines
  • Standard work and repeatable checklists
  • Scheduled compliance or maintenance activities
If it should happen again → Run
FIX

Fix the Business

Presto workflow: Issue Management

Use Fix when something is wrong, has failed, or is performing below expectation. The objective is to correct the problem and prevent recurrence.

  • Issues, incidents and operational problems
  • Defects, failures, complaints or exceptions
  • Corrective and preventive actions
  • Root-cause and problem-solving activity
If something is wrong → Fix
GROW

Change / Grow the Business

Presto workflow: Projects

Use Change/Grow when the activity is designed to create a new capability, deliver an initiative, improve the organisation or move from today's state to a different future state.

  • Projects and strategic initiatives
  • Continuous-improvement programmes
  • New systems, products, processes or capabilities
  • Transformation, growth and change activity
If you are creating something new → Change/Grow
A simple decision rule

Ask one question before you click Create.

You do not need to overthink the classification. Focus on the purpose of the activity rather than its size, complexity or number of tasks.

The question

What is this activity primarily trying to do?

Choose the answer that best describes the main purpose of the work. A large activity can still be Run; a small activity can still be Change. The classification is about intent.

RUN
Maintain something that should already happen reliably. Use Standard Work.
FIX
Correct something that is broken, failing or below expectation. Use Issue Management.
GROW
Create, improve or transform something into a new future state. Use Projects.
TIP
Do not classify the work by urgency.

A recurring activity can be urgent and still belong in Run. A serious issue belongs in Fix. A strategic initiative belongs in Change/Grow. Classify according to the purpose of the work, then use priorities and dates to communicate urgency.

Step 2 • Create it in Presto

Open Smart Activity Capture and choose the right workflow.

Once you know whether the work is Run, Fix or Change/Grow, open the Smart Activity Capture panel and select the appropriate activity type.

Screen-share job aid: these first two screenshots show how to open Smart Activity Capture and make the initial workflow choice. The sections that follow complete the rest of the capture process.
Screen Share 01

From the Dashboard, select "+ Add Activity".

Start from the Projects & Tasks area of your Dashboard and use + Add Activity to open the Smart Activity Capture panel.

Presto Projects and Tasks Dashboard showing the Add Activity button
Screen Share 02

Select the workflow that matches the purpose of the work.

Choose Standard Work for Run, Issue Management for Fix, or Projects for Change/Grow.

Presto Add Activity panel showing Standard Work, Issue, and Project workflow options
Step 3 • Complete the Smart Activity Capture panel

Choosing the workflow is only the beginning.

The Smart Activity Capture panel is designed to help users move from a new observation or request to a well-structured, owned activity in minimal clicks.

Smart Activity Capture

Capture better work, faster.

The panel supports Standard Work, Issues, Projects, and Ideas. It combines simple activity selection with due date, priority, AI assistance, workflow defaults, KSF alignment, and ownership routing before the activity is created.

About Ideas: the Smart Activity Capture panel also includes an Idea capture option. This page focuses primarily on the three governed work streams - Run, Fix, and Change/Grow - while the Idea option remains available in the capture panel for users who are logging an idea.
FAST
Reduce clicks and capture activities faster. Use one guided panel instead of navigating through multiple setup screens.
AI
Improve the quality of the activity at source. AI can strengthen titles, descriptions, and optionally create an initial task list.
OWN
Route work to the right owner. Team assignment rules and defaults help place new work with the right person from day one.
End-to-end capture journey

Four steps from classification to creation.

Once the activity type is selected, complete the remaining capture fields so the activity enters Presto with the right timing, structure, alignment, and ownership.

01

Select the activity type.

Choose the capture option that best describes the work.

  • Standard Work
  • Issue
  • Project
  • Idea
02

Set due date and priority.

Add an expected due date and priority level where useful. Both are optional, but they help communicate urgency and expected timing.

03

Use AI Quick Capture.

Describe the situation in plain language. Presto AI can generate a clearer title and enhanced description.

  • AI-assisted title
  • Enhanced description
  • Optional AI-generated task list
04

Review defaults and ownership.

Before saving, review the default Workflow/Kanban, Key Success Factor (KSF), and assigned owner. Change any of these where required.

AI Quick Capture

Start with plain language. Let Presto help structure it.

Users can describe the situation as they understand it. Presto AI can turn that input into a stronger activity title and description, and can also create an initial task list when that option is selected.

Generate a clearer, more actionable title.
Improve the quality and consistency of the description.
Optionally create a first-pass task list for review.
AI Quick Capture inside the activity panel Use the AI area to improve the activity before it is created.
AI Quick Capture section in the Presto Smart Activity Capture panel
Why the panel matters

Move from slow logging to structured capture.

Smart Activity Capture is intended to reduce friction while improving the quality, consistency, and ownership of work entering the system.

Traditional activity capture

  • Long forms can discourage users.
  • Descriptions may be inconsistent.
  • Task planning can start late.
  • Work may be assigned manually or incorrectly.

Presto PDCA approach

  • Simple guided capture panel.
  • AI-assisted title and description.
  • Optional AI-generated task list.
  • Automatic ownership based on team rules.
Governance behind the capture panel

Know who owns what.

Good capture depends on both the user creating the activity and the underlying configuration that determines routing, defaults, and ownership.

Role Primary Responsibility What This Means in Practice
Administrators Configure routing and defaults Maintain assignment rules, workflow defaults, and user access.
Team Leads Confirm ownership rules Ensure issues, projects, ideas, and standard work are routed correctly.
Users Capture clear activities Use the panel to create well-described, actionable work items.
Project Managers Strengthen execution structure Review AI-generated task lists and refine plans before execution.
Recommended rollout

Build confidence before scaling the feature.

A small pilot helps users learn the capture behavior and gives administrators a chance to verify routing and defaults before broader adoption.

01
Start with a small pilot group.

Use team leads, project managers, or improvement owners as the first users.

02
Test the AI assistance.

Ask users to try AI-generated titles, descriptions, and optional task lists.

03
Verify assignment rules.

Make sure captured work routes to the right owner before scaling usage.

TIP
Start AI Quick Capture with simple work.

Use AI Quick Capture first on simple projects or recurring issues. This helps users build confidence before using it for larger strategic initiatives.

Take it with you

Download the Activity Quick Capture Job Aid.

The supporting job aid provides a practical reference for Task Owners, Team Leads, Project Managers, and Administrators.

Activity Quick Capture Job Aid PDF
  • Step-by-step workflow for everyday users.
  • How to capture activities in minimal clicks.
  • Admin activation steps and rollout tips.
Download the Job Aid (PDF) →
Before you continue

Remember the three-way rule.

If you can confidently classify the purpose of the work, you can confidently choose the correct Presto workflow.

RUN
Expected and repeatable? Standard Work keeps recurring operational activity controlled and visible.
FIX
A problem to solve? Issue Management gives the problem a structured path to resolution.
GROW
A new state to create? Projects provide the structure for change, improvement and growth.

Workflow chosen? Now build the task list.

Next, we will create the task list itself and establish the activities, ownership and structure needed to move the work forward.

Training Academy Next: Creating a Task List →