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About this lesson
How to use Todoist for assigning new work in a team.
Exercise files
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Task - Managing Team Projects.docx61.7 KB Solution - Managing Team Projects.docx
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Quick reference
Managing Team Projects
Co-ordinating projects as a team is one of the favourite features of Todoist users. Inviting others and assigning tasks has helped many users to plan ahead and manage their workload. Team projects can be used inside any Todoist account. Whether it's managing your next big start-up or planning your little league soccer team with local parents, the features help to make collaboration easy.
When to use
- When you've invited people into a Todoist project
Instructions
- Open Todoist
- Open your Todoist Team Project
- Check that the project doesn't have too many tasks assigned and added
- Check if all tasks have been agreed upon
- Remove any 'noise' inside of your account
- Create your first headers (use tutorial below)
- Add a comment to add context to a team task
- Choose a person to assign and organize the Todoist project
- Use the worked example to create a similar layout
- Use the Exercise to set team rules for using Todoist
Hints & tips
- Use this tutorial to create your first heading
- 00:04 Hello everyone, and welcome back to this GoSkills course, all about Todoist.
- 00:08 Now in this feature, we're diving into managing team projects.
- 00:12 Now the team experiences on the Todoist, is a really awesome experience.
- 00:16 You can actually add tasks, assign them to other people, and
- 00:20 coordinate projects as well.
- 00:22 Now, as you can imagine, the project view is quite important for that.
- 00:26 Inside of Todoist, you can create a new project and
- 00:29 inside of that it allows you to invite other people to the project.
- 00:32 And naturally this level of collaboration can help boost the vision and
- 00:37 actually keep the team on task and that works across the team.
- 00:41 If you're an employee or an employer, it's very important.
- 00:45 Now in terms of etiquette when it comes to the project view,
- 00:48 that's very important to learn when you've got a Todoist project open, and
- 00:53 you're beginning to assign tasks.
- 00:55 Now, the etiquette really stands around three things is to reduce noise.
- 00:59 You don't want to dump too much inside this area.
- 01:02 You don't add too much into comments.
- 01:04 You don't want to add too many tasks.
- 01:05 And you don't want to create too many headers to confuse people
- 01:08 when they're creating their project.
- 01:10 Now you want to also agree on the tasks before you actually assign them.
- 01:15 So this might be delegated to one person or everyone, but they must be clear,
- 01:20 concise, and provide detail into the task before you actually assign them.
- 01:25 And of course naturally they need to be known about before they're assigned.
- 01:29 They need to be brought up in a meeting or confirm, before you actually assign them.
- 01:33 You don't want to give too many tasks at too many people.
- 01:36 And also, you don't want to overload people with task inside of this.
- 01:40 You don't want to delegate too much to someone because
- 01:42 they're going to be getting delegated by other people.
- 01:45 You don't what they've got in their list.
- 01:47 But you can get a good idea by checking who and
- 01:50 what they've been assign to so far.
- 01:52 Now, in terms of features that actually assist teams inside of Todoist,
- 01:56 you can create headers inside of the projects.
- 01:59 And, that's a great way to coordinate different types or
- 02:02 areas that you're working on.
- 02:04 You could be in the planning phase or, the execution phase and,
- 02:08 use headers to determine between the two.
- 02:11 Now, adding comments to add context is very important.
- 02:15 As you can see on the right, this is a great example.
- 02:17 You can add images, you can audio, you
- 02:19 can notify people about all of the details they need to know to complete their task.
- 02:24 It could just be some inspiration but that actually provides a lot more detail.
- 02:28 You can also assign tasks after meetings.
- 02:31 That's very helpful, and something that a lot of people do inside there, and
- 02:34 communicate in terms of comments when you're going about your day,
- 02:38 even if you just want to have a regular conversation.
- 02:41 Now in terms of best practice, it's really suitable to speak with your team first
- 02:46 before adapting any tasks or adding them there.
- 02:49 A team meeting every Monday probably helps to solve that.
- 02:52 But remember, that you don't want to be keep nudging too many people
- 02:55 inside of messenger or anything like that during the day about the Todoist account.
- 03:00 Now it really is important as a team to have a strategy for adding monitoring and
- 03:04 managing tasks.
- 03:05 If you get that opportunity,
- 03:07 it's definitely worth passing that responsibility over to one person.
- 03:11 So it's not everyone's not administrating the Todoist account too much.
- 03:15 Now here are some worked examples.
- 03:17 On the left hand side, you have a very simple task list, but
- 03:20 on the right hand side you can see a more coordinated list that includes headers,
- 03:25 you can see the difference.
- 03:26 The right side is very much more clear and concise and includes sub
- 03:30 tasks as well as giving you a good outline of the task without just dumping stuff in.
- 03:34 Take advantage of the headers and
- 03:36 clear titles to help your team work towards better productivity.
- 03:40 Now in terms of the exercise, this is a good exercise.
- 03:43 It's a way to start with your Todoist account with teams.
- 03:46 Set up a list of team rules, you'll create a short checklist of your
- 03:50 team's agreements and this will help you to have best practices.
- 03:54 In terms of your team, it's almost like a commandments of your Todoist account and
- 03:58 it will provide you with the best set of rules to move forward.
- 04:02 I hope that you enjoyed this one, in the next section we're going to be talking
- 04:06 about managing labels and filters inside of your Todoist account.
- 04:10 I will see you in the next feature.
- 04:12 Cheers.
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