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I'm in the process of experimenting with fogbugz as a general project and task management tool and not software development. In customizing the Categories list I find myself tempted to triple or more the default 4 items and I'm wondering at what point the overhead of defining and deciding among categories outweighs it's usefulness.

How many categories do you use? (and what do you call them?)

I suppose this question might also phrased as where do categories leave off and tags begin?

EDIT: the additional categories I have / am considering:

  • design (end product is a map or poster)
  • data (end product is data)
  • backbone (infrastructure development)
  • support (solving client issues, training, documentation)
  • research (what software to solve problem x, best methods for y)
  • sysadmin (workstation and infrastructre maintenance)
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To me support, research, and sysadmin probably make more sense as either projects or areas within a project. – db May 24 2011 at 23:53
What types of cases would you expect to have in each category? – James McLeod May 25 2011 at 10:22

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I think the categories should be kept fairly broad. If you define your projects, areas, and categories well, you shouldn't need too many categories. And some types of information fit better into a wiki rather than a case.

To go through your examples as I understand them (and my understanding of some of these is, admittedly, tenuous...):

Design (of a map or poster): presumably each poster or map (or set thereof) constitutes a project. I am still struggling to understand what sort of information would appear for this type of project (it's a long way out of my experience), but it seems to me that there are two types of cases related to it: information/data (about design, manufacturing processes, etc), and issues/problems. The information side of things might better appear in a related wiki rather than as a case, leaving issues/problems as "bugs," and allowing for the possibility of "inquiries." (Note that there is still a case to be made for having design, manufacturing, marketing, sales, and post sales as separate areas).

Data: I guess the deliverable here is one or more sets of related information, each of which is a project in its own right. I'm honestly still a little unclear here about what the benefit is to having a separate category for this. I see this as a class of project, which may have features, bugs, and enquiries against it, and a wiki as a repository for additional information, but the concept of a FogBugz category doesn't seem to apply directly.

Backbone: As db suggests, this sounds an awful lot like a project (or class of projects) rather than a category. It may make sense to have areas for backbone and sysadmin.

Support: Assuming this applies to each project, this seems to be covered by the Bug and Inquiry categories (again, possibly with a wiki for additional info) for the project. Why introduce a broader category to replace the two existing categories?

Research: I am not sure FogBugz is the correct tool for this, and without knowing exactly what the intended use is, I am probably going to embarass myself with my comments, but research involves formulating questions, determining how best to answer them, and answering them. One might conceivably have a Research category, with areas for, say, Thesis, Methodology, and Results for a given question (where each question might be a project?) but this feels a little awkward. This is another category of information which is probably better put in a wiki.

Sysadmin: see my comments for backbone.

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thank you for your comments and questions. Each helps clarify my muddy thinking. I should perhaps say our principle aim in the grand proj/task management quest is answering questions like "how did you spend your time this month/quarter/year?" and "so-n-so asked for _ last year, who worked on it and what did they do to accomplish it?"*. – matt wilkie May 25 2011 at 15:53
"each poster or map.... constitutes a project.", yes but many only take a day or two and we could have 2 or 3 hundred in a year. The main things we need to track here are: who asked for it, what is it's ID and Title, storage location (in file system), details of what was requested/delivered, how much time did it take. – matt wilkie May 25 2011 at 15:59
data: we need to answer essentially the same questions as map/poster but deliverables are fuzzier. Thinking about the questions you raise more, it should be merged with the design category (but I have to come up with a suitable, meaningfull, name). – matt wilkie May 25 2011 at 16:02
backbone, sysadmin: you're right, these are areas or classes within/of projects. The thinking which led to creating them as categories is trying to answer "how much time was spent on sysadmin this year?" – matt wilkie May 25 2011 at 16:05
research: this a type of activity, usually in support of something else (a project, solving a bug). The results of research are better in a wiki or somewhere else than the case management tool. I can see now I am confused about what project area and a project category are for (and tags). – matt wilkie May 25 2011 at 16:14
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After digesting James Mcleod's thoughts & questions, discovering & reading Projects and Areas and What are the best practices for structuring Projects, Areas, Categories and Tags I decided that I really need to use areas and tags instead of categories for this.

Like out of the box Fogbugz I'm going to use just 4 categories, renamed to make more sense to us:

  • Request - Incoming questions and requests, before we decide what to do with them, if anything.
  • Issue - Problem with existing map or data that needs to be resolved. Includes such things as updating maps for next season.
  • Feature - Creation of maps, data or service which doesn't exist.
  • Overhead - Recurring general tasks that are not tied to a particular request, issue or feature. Examples include filling out expense logs, non-request oriented email and staff meetings.
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