Tag-Based Workflow

The thought occurred to me that we could use tags in GroupSwim to manage workflow.  What I mean by this is use tags to dynamically assign work to users/groups/teams in a GroupSwim site and monitor them in real time.  I’m not talking about a structured, pre-defined workflow engine like applications such as a help desk might utilize.  However, using tags and discipline, you could accomplish similar tasks for planning or project work.  I would not recommend this for an operational system like supply chain or customer service, but it could work for less formal activities that may not have the kinds of dedicated systems the aforementioned functions have.  Furthermore, small businesses might not have anything so this kind of system might be better than nothing.

Here is how it could work:

1. Define how you want the tags to work.  For example, you could use this system for managing issues for a project, for steps in planning a marketing campaign, and other less formal operations.  You should pre-determine status or other kinds of tags that apply to different work streams.  For example, you may want to add Open, Closed, Stalled, or whatever to issues as you post and discuss them so they can be tracked.  You could use a similar arrangement for other activities like NeedCustInfo or whatever.
2. Have every user/team in the GroupSwim site you use add their Username, first_last name, or some other unique identifier as a tag they watch; they could also add tags for groups like ProjTeam or EmailCampaign3 and every person in this group should add that tag to their list as well.  In my case, I would add the tag JasonR to my watchlist to monitor it.
3. Each activity should have a manager making sure things get assigned appropriately.  Then, if an issue or activity needs work, the manager or person responsible merely adds the tag of the person who should either work on it and/or monitor it.  As soon as a tag gets applied (JasonR in my case), the person would get an alert through email and/or RSS that there was something they needed to address.
4. Each time a person finishes a task, they can add the tag for the next person or group that needs to work on it and they would be similarly alerted.  They can also delete the tag for themselves taking it out of their queue.
5. Once an activity or operation was complete, the manager or designate could add the tag Complete or some other indication that things were resolved.

As you can see, this method would require some discipline.  It’s flexibility is both its strength and its weakness.  I intend to test this internally when the opportunity comes up.  Please let me know what you think and if I’m missing something.