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Assigning and following up tasks

Good task management is about knowing who does what, and following up that things get done.

Assigning tasks​

To team members​

Click the Assign to field in the task and select a team member from the list. The responsible person sees the task under My work list and receives a notification.

To yourself​

Select Myself or click Assign me in the task list to take responsibility for an unassigned task.

To external contacts​

Select External contact and enter name and email address. The external party receives an email with task information and an upload link if applicable.

Reviewer​

In addition to the responsible person you can set a reviewer — a person who should quality-assure the work. The reviewer can mark the task as reviewed when it has been gone through.

Subtasks​

Complex tasks can be broken down into subtasks:

  1. Open the task
  2. Under Checklist, add one or more items
  3. Tick them off as they are completed

Progress is shown as a percentage bar on the task card.

Blocking a task​

If a task cannot proceed, you can block it with a reason:

  • Dependent on another task
  • Waiting for an external party
  • Missing documentation
  • Waiting for approval
  • Other

Blocked tasks are shown clearly in the list and are counted in the statistics.

Handling absence​

When a team member is absent, you can redistribute their tasks:

  1. Register the absence via Register absence in the team overview
  2. A banner is shown on the tasks page: «X is absent — redistribute tasks»
  3. Choose Automatic distribution for even distribution, or Manual to choose yourself

Tips​

  • Use reviewer for tasks that require the four-eyes principle
  • Keep blocked status up to date — it gives the team lead an accurate picture of capacity
  • Redistribute tasks on absence early to avoid bottlenecks