In the Tasks Basics article, we briefly talked about using Task Groups and Tasks to manage your work and move the team toward the end goal. Not every team organizes their work in the same way.
Inspired by our users and our own experience, we are happy to share with you four different task res.
In this article, you'll learn:
- #1. Group tasks by milestones
- #2. Group tasks by similar work activities
- #3. Group tasks by status of the work
- #4. Group tasks by time
- Three more tips
Consider using the Tasks page as your team's workplan. A team workplan focuses on the high level accomplishments that keep everyone aligned on accountabilities and progress. Use Task Groups as milestones that mark the completion of a work phase or an achievement that moves the work closer to goal attainment.
Tips for writing milestones:
- Aim for 3-6 Milestones total - these can be broken down into more detailed Tasks for execution management.
- Phrase a milestone as a completed accomplishment rather than action to be done. eg: Invitations sent to stakeholders.
- Think about the critical path that will get you from start to finish. What accomplishments signal you're moving forward?
Consider using Task Groups as headers of workstreams or categories of activities. Here are a few examples to get you started:
- Departments: Marketing, Sales, HR, Customer Service, etc
- Content Areas: Blog, Social Media, Public Relations, etc
- Activities: Design, Build, Research, etc
Consider grouping tasks by their status. You might find the following headings helpful:
- Basic status stages: Not yet started, In progress, Completed, Pending, For review, etc.
- Additional status stages: Blocked, Need to revisit, Need more clarification, etc. (This is very common among software development teams, but all types of teams can benefit from this practice as well.)
Tip: Don't forget to drag and drop the tasks to their correct task group as you make progress on them. This will keep the Tasks list up to date for the whole team.
Consider using time frames as a way to categorize your tasks. This is especially useful for teams that have infrequent or standing meetings.
- Months: January, February, March, etc
- Meeting Date: Jan-18-15, April-02-15, etc
- Quarters: Q1-2015, Q2-2015, etc
- During a meeting, you may find that a task arises that doesn't fit in any of the current Task Group. No problem. Just select the Tasks page and create a new Task Group. When you're done, return to the meeting page and that Task Group will now be available in the dropdown menu.
- Utilize the Backburner Task Group for topics or next steps that need to be addressed in the future. You can find Backburner items at the bottom of the Tasks page. This way, no idea will be left behind. When planning a meeting, review the Backburner items to see if any should be added to the agenda.
- In some cases, its hard to find the task group you're looking for. Try numbering the Task Group so it's easy to tell them apart.
- Assign "review and update tasks" as pre-work for each meeting so everyone is on the same page when they walk into the meeting room.