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Task Management

  • Workflow: A blueprint for reproducible processes within your organization. This is done through a customizable Taskboard and Task Template. It includes predefined custom fields and labels that are specific to the given workflow. Workflows aim to cover up to all processes within your organization at any given time. Examples of Workflows include: Account Management, Customer Support, or Advertising. Once a Workflow is created, it can be easily found in the Workflow Library and reused as many times as necessary. Changes made to the Workflow template are automatically updated across all Active Workflows.

  • Workflow Library: An extensive library of predefined and customizable Workflow blueprints based on your organization’s set processes.

  • Workflow owners: Users that are in charge of setting up the Workflow blueprint. The Workflow owners are the only users that are able to make adjustments to the Workflow blueprint. Keep in mind that only Workflow blueprints built by users are customizable.

  • Active Workflow: Active Workflows are projects initiated using Workflow blueprints. All Active Workflows created using a Workflow blueprint fall under the same category. Changed to Workflow blueprints update all related Active Workflows. Similar to Taskboards, Active Workflows offer real-time progress overview. You can see the status of your Tasks by seeing the Task Cards move through each Workstep, from left to right. The key distinction between Taskboards and Active Workflows is that they can be replicated as many times as possible. On the other hand, a Taskboard should be used for ad-hoc projects and are typically used only once.

  • Taskboard: When you are not using a Workflow, you can create a simple Taskboard to cover all your ad-hoc projects. This board gives you an instant real-time overview of your work in progress. You’ll see all Task Cards move through each workstep, from left to right. A Taskboard cannot be reproduced and does not have a high level of ownership.

  • Worksteps: The stages within a Taskboard or Active Workflow.

  • Kanban board: Kanban is a visual workflow management system that aims to optimize the different work steps of a process. It emphasizes continuous delivery and limiting work in progress. Kanban boards display the status of the tasks, typically represented by cards moving through columns from left to right. The columns represent stages of the workflow, such as “To Do”, “In Progress”, and “Done”.

  • Multi-board view: With this feature, you are able to see multiple Active Workflows or Taskboards at the same time.

  • Task Card: A Task Card holds all the important details about a task. It shows who's responsible for the task, its status, description, and custom fields like links to spreadsheets or documents. You'll also find the start and due dates, subtasks, labels, attachments, task followers, a chat for discussing the task, a timeline, and a time allocation feature.

  • Task Template: Task templates are ready-to-go reusable Task Cards designed for specific purposes. They come with clear descriptions, subtasks you can check off, labels, and custom fields. You can use them as they are or personalize them to fit your needs. Task Templates are available to anyone on the platform. However, they are filtered based on your needs if you use an Active Workflow.

  • Custom Fields: Used to highlight important variables and enter key information specific to a particular task. Custom fields appear on all newly created Task Cards. Examples of Custom Fields include: Link to spreadsheet, Link to document, etc.

  • Subtasks: To get things done clearly and smoothly, it's often helpful to break tasks into smaller steps called Subtasks. This is especially important when multiple people are involved. Subtasks can be linked to Task Cards, so when the main Task (the Task that the Subtask is linked to) is done, the related Subtask gets checked off automatically.

  • Labels: Labels are used to distinguish each Task by category or color. Once a label is created, it can be reused. You can add more than one label to each Task Card.

  • Followed Tasks: It’s important to stay in the know about the tasks that most directly affect your work - even if you aren’t always the one in charge of completing them. Following tasks allows you to keep an eye on tasks of consequence that go beyond the scope of your own work, but still impact you.

  • My Tasks: This space helps you keep track of your work and how it relates to your team member’s work. It’s a place to stay organized and connected with your closest collaborators.

  • Team Tasks: A feature that allows you to look up any teammate and see what they are working on and what they have coming up.

  • Goals: Goals take tasks with the same label and show exclusively these tasks in a Multi-board view. This way, people working towards the same shared objective can follow progress on the topics they have in common. Goals are a web-app-only feature at this time but are still the best way to organize and track all tasks related to a specific objective. To make the tracking of Goal progress as easy as possible, each Goal also comes with a goal-specific progress bar and a Goal-specific burndown chart.

  • Guests: You can invite people from outside your organization to collaborate with your team. These people are labeled as “Guests”.

  • In-app Calendar: You can visualize all your tasks that have due dates and due times on the In-app Calendar. It offers a monthly, weekly, and daily view of your agenda. Completed tasks are marked as so, as well as tasks past their due date. You can also tweak it to show you your subtasks too.

  • Knowledge Center: A space where you have easy access to recommendations, feature announcements, tutorials, a contact person, and more.

  • My Dashboard: A space with all relevant information pertaining to your work. You can see all Tasks assigned to you, all Tasks you follow, Top Taskboards, Top Workflows, Notifications, and your Personal Stats.

Task Management

  • Time Allocation: Our time allocation feature helps you track your progress and time spent on each task. It follows along as you work, reaching milestones and recording the time for each workstep. For example, if you have worksteps like "in progress" and "in review," we measure the time spent in each workstep and display it on the task. As your work moves towards successful completion, we store the data on how long it took to finish the task.

  • GSD Index: The GSD Index, otherwise known as the GetStuffDone Index, works in combination with the Time Allocation feature. The information from the Time Allocation feature is used to "grade" each subsequent task as to whether it falls "over" or "under" the average task completion time. It is a simple mechanic that allows teams to compare their work within the same areas and quickly evaluate whether something needs to be changed.

  • Frozen Tasks: The Frozen Tasks feature is a visual reminder of tasks that have been stuck or ‘frozen’ on your Taskboard or Active Workflow for a while. The idea is that this aids your decision-making on some tasks that perhaps need attention, to be archived, or are no longer relevant.

  • Task Reminder: Set automated reminders on each task you want to come back to at a later stage.

  • Cumulative Flow Charts: Flow charts are a way to understand the rate of task completion on a given Taskboard or Active Workflow. They reveal times when your team was especially productive or less productive - helping guide more efficient practices and procedures by making real-time results easily available.

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