We use subtasks for our Prospect board. Each new prospect is a task and there are subtasks to be done per prospect. If prospect turns into client a new project is created (from template) and that Prospect task is moved to the Client Project at the top under Client Info section.
We also have a Current Clients board project where each prospect task gets added to the Prospect column. We have different phases that client’s go through and its generally the same for each client. So each phase is a column. When the prospect task is moved into it’s client project it remains on the overall Current Client board and we just update the card’s column to the next phase.
The beauty of this is that you can actually do ALL of this from that single client info (prospect task) card without ever going to other boards. At the top of each task you can add to multiple boards but you can also use dropdown to move it between sections or columns.
Because of the way we have things set up, I can update this one task and it will be updated on the overall Current Client board since it’s “multi-homed” in both places. No need to update status in two different projects. Having said that, I get why your situation is a bit different since you are actually using your overall board as a “Roadmap”. I would still argue that having one task per project that has info in it and updating that would allow anyone looking at roadmap to see where each project is without much effort so duplication of updates seems like extra work.
Another great thing about this is that I can put a LOT of custom fields on my Current Client board that will ONLY show up on that one Client Info shared task in my Client Project. This allows us to not junk up the rest of our tasks in our Client project with custom fields that only apply to the “Client Info” task (which used to be the prospect task from our prospect project)
Wow, that sounded easier in my head. Sorry for any confusion lol.