Tasks and task boards

Learning outcomes:

• Where do tasks fit in with goals and outcomes?
• Tasks on the home page and quick actions
• Tasks module
• View and edit boards
• More options on a task list
• Adding a new task to a task board
• Move tasks
• Copy tasks
• Sort tasks
• Visualise tasks over time

We've made significant updates to tasks and task boards to make it easier to build your project plan to achieve your goals and side hustles. You can now copy tasks to diffeerent boards, bulk update tasks on a board and sort the order of tasks by drag and drop or using the sort task list option.

 

 

So where do tasks fit in with goals and outcomes?

Think of tasks and task boards as a way to operationalise your goals. A goal is your aspirational end point, the outcomes are the measures that if achieved indicate you have achieved your goal. And tasks are the little steps that need to be completed in order to move forward in your outcomes.

 

For example, if the goal is to increase business valuation by 50% in preparation for a capital raise your outcomes might be generate 100 qualified leads per month, increase monthly revenue to $100k, reduce monthly churn to <5%.

 

In order to operationalise these outcomes there might be work needed in the crm to record the number of leads and the lead quality. The strategy to achieve increased revenue will need to developed and documented. Marketing campaigns might need an update, the sales playbook may need updating. Marketing and Sales will need to collaborate, so there may be a need for some meetings to calibrate staff. All these items can be recorded as tasks on a shared task board that all stakeholders can access to view progress at any point in time.

 

Tasks on the home page and quick actions

We've made your tasks easier to find and work on, from anywhere in the app.

 

On the home page, and in the task quick action feature we have added My Task List. This is a list of all your in progress tasks.

 

You can complete any task by clicking the complete task button

 

You can launch the quick action task screen from anywhere in app by clicking the Task button in the top right of the screen.

 

To view tasks grouped in their task board, select the type of board, Personal or Goal, click the arrow to open the list of boards and select the board.

To create a new task, click the + button to launch the task editor window

 

Complete each of the fields in the task editor screen and click save to create the task. Any updates you make to the task once created will be reflected in real time without the need to save anything. Click X to close the task editor screen.

To update or edit a task, click the task title to launch the task editor screen.

 

Make the necessary updates and close the task editor by clicking X. All updates are recorded on the task in real-time.

 

If you need to navigate to the Tasks page, and open a board from the home page and from the quick action tasks screen, now you can. If you find yourself looking at tasks on a particular board and need to get into the board details, you can click the board title.

 

Tasks module

In the task module, we have added a list view of all your in progress tasks. To view the list, click the task list button

 

You can filter the task list using the filter set, sort the list by board title or date or edit the task by clicking the edit button

 

To navigate back to the Task Board page, click the view task boards button.

 

 

View and edit boards

We've made it easier to view and edit task board details. From the Task Board screen, click the 3 vertical dots on any task board to display the Board editor.

 

In the board editor screen you can add and remove board members, archive the board, or keep track of any board and task updates via the board activity feed.

 

Once a board has been selected you can view the board editor screen by clicking the board info button (3 vertical dots) in the top section of screen.

 

 

More options on a task list

Clicking the 3 vertical dots in each of the task status swim lanes displays options to the user to add a new task to the swim lane, move tasks which allows a bulk task status update. You can also copy a list of tasks to another board or you can sort the task list by creation date, due date or alphabetically.

 

 

Adding a new task to a task board

There are 3 ways you can add a new task to a task board.

1. You can press the add task button to open the task editor, from here you can add start and due dates, specify the task status, relate it to an outcome, assign an owner, and a checklist and add activity notes.
2. You can click the add task button at the top of any swim lane
3. Click the more options button at the top of any swimlane and select new task

 

Using options 2 and 3 will create a task with a title and status only, the status matching the swimlane it was created from. For example, if you clicked the add task button from the Roadblock swimlane, the task would be created with a status of roadblock. To add further details to the task once it is created, such as due date, re-assign the task or add a checklist, click the task title to open the task editor screen.

 

 

Move tasks

To update a list of task's status in a single action, click the more options on a swimlane, then select move task list.

 

Select the status and whether the task should appear at the top or bottom of the swimlane they are moving to, then select the tasks that need to be updated by clicking the small circle next to the task title. Click once to select the task, click it again to deselect. And if you need to update all tasks in the swimlane, click the select all toggle. Tasks that have been selected have a tick in the check circle and a blue border. Once you are set, click the move button.

 

 

Copy tasks

Copying tasks is similar to moving tasks. If you need to copy tasks to another board, select the more options button on a swimlane, then select copy task list. Select the board, the status and whether the tasks should be positioned at the top or bottom of the swimlane they will be copied to. Select the tasks to copy, and click the copy button.

 

 

Sort tasks

You can sort tasks by dragging and dropping a task to the position you want it in the swimlane. You can also sort tasks by date created, due date, or alphabetically, by clicking the more options button on the swimlane then sort list and choose the sort option you need.

 

 

Visualise tasks over time

To visualise a list of tasks over time, click the visualise task plan button. The chart will display the list of tasks you can see on screen, and if you are on the task board page, it is board data that is displayed.

 

If you are looking at tasks on a board, all task on that board will be displayed. If you have used the list view option, tasks in the list will be displayed.