As a planner, you likely spend a large part of your day working from your planning board. That makes it one of the most important tools in your workflow – and one that should work with you, not against you.
With a few simple tweaks, your board can become faster to scan, easier to prioritise, and more reliable when handing work over to operations.
In this blog, we share five practical ways to optimise your board and how Qargo can support each step.
1. Map columns to your planning workflow
It may sound basic, but aligning your table layout with the way you actually plan can significantly speed up decision-making.
Order your columns to reflect the flow of your work, or the sequence in which you absorb information. For example: Status → Priority → Date window → Customer → Route or service → Resource → Owner → Notes
It’s also worth hiding non-critical fields in your day-to-day view to reduce visual noise, and expanding them only when required.
Qargo’s customisable planning boards make it easy to arrange columns in a way that mirrors – and improves – your existing planning workflow.
2. Define required fields and “readiness” rules
Required fields ensure you capture the minimum information needed to progress an order. In most cases, this includes:
- Date
- Collection/delivery time window
- Priority
- Customer or Site
In some situations, additional detail is needed to ensure drivers or subcontractors have everything they need to complete a trip. Defining this minimum planning data upfront helps avoid last-minute follow-ups.
Using a simple hygiene view (for example, missing customer, date or location) keeps your queue clean and prevents incomplete orders from slipping through.
Adding a clear Ready to plan flag or label also makes it easy to identify which items are ready to move from Intake to your planning board.
3. Use filters and saved views to focus
Filters and saved views help cut through noise and keep your attention on the task at hand.
They’re particularly useful for scenarios such as:
- Planning orders for a specific timeframe (today, this week)
- Reviewing everything currently in your queue
- Investigating orders that are blocked or overdue
Saved views can act as preset rules, while filters allow you to layer in optional context without losing data. Common examples include filtering:
- By region
- By route
- By service type
Whatever view you’re using, sorting by collection/delivery time window, then priority, ensures urgent work consistently rises to the top – helping orders move on time.
4. Group by planning team to expose bottlenecks
Use groups that mirror how your organisation splits planning work — by shipment type or geography — so load distribution and hotspots are obvious and easy to rebalance.
- Group by Shipment Type
- Group by Geography
- Group by Lane or Service
- Group by Team Ownership
This setup surfaces bottlenecks early, before they impact execution.
5. Colour-code for quick prioritisation
Conditional colouring adds another fast, visual layer to help you assess urgency at a glance.
Qargo now allows you to set rules that automatically change the background colour of cells in your planning tables, making it easier to scan, sort, and prioritise.
Because colour settings are applied at a user level, you can tailor them to your personal workflow. If needed, these settings can also be shared across the team to support a consistent way of working.
Common use cases include flagging:
- Goods above a certain height or length
- Order location
- Fixed collection or delivery timings
- New orders that need action
- Customer name
- Packaging type
To keep your board easy to interpret, it’s best to keep the colour scheme simple and consistent. Over-use can quickly make the planning board feel noisy and overwhelming.
Conclusion
A well-structured planning board makes planning faster, calmer, and more predictable. When your columns reflect how you actually plan, and your team agrees on the minimum information required to move an order forward, it becomes much easier to see what needs attention – and what can be scheduled immediately.
Focused views for today and this week, smart grouping to reveal bottlenecks, and a clear, consistent colour scheme all help planners stay in control.
All of this can be done inside Qargo. The planning board is built to adapt to your workflow, allowing planners to filter, sort, and group orders, use visual cues to keep the queue clean, and make confident handoffs to operations.
Want to see Qargo’s planning boards in action? Find out more today.
