- Things 3 4 1 – Elegant Personal Task Management Tools
- Things 3 4 1 – Elegant Personal Task Management Tool Set
- Things 3 4 1 – Elegant Personal Task Management Tool Download
The Culture Code team has recently redesigned the Things app to emphasize larger categories in their task management process. The drawback of this app? Only available on Mac. The key differentiator for this task-tracking software is that you can select a core focus for each day. Things lay on a small layer of project management that has sections on comments, tasks,. Just because an online task management software doesn't have the features you want, doesn't mean it won't be there tomorrow. The best task management software companies are constantly iterating and releasing new features on a regular basis. Use these tips to help you find the right task management software for your personal projects. Install rar mac. Next up in this collection of best to-do list apps is Evernote. Evernote is a comprehensive online notepad tool which is further equipped with task management features, making organizing personal as well as professional tasks easy for the user.
Let's face it, Task Management is a core part of any project or day at work for that matter. Every day we have new tasks that come up, get completed or re-assigned to others. In fact, tasks are such a staple of our work, that over the course of my career, I have seen people use any available medium to manage them. From hand-written notes to Excel, Outlook, MS Project or some online 'To-Do' type applications. If your organization is using SharePoint, there is a pretty robust task management capability built in. In this blog post I would like to describe 3 ways you can manage tasks in SharePoint. Your choice will be based on personal preference and comfort with technology. Did I mention that this topic is quite dear to my heart since I spent 15 years in Project Management?
Option 1: Manage Tasks in SharePoint using Tasks web part
If you are looking for simple, out of the box, web-based task management, there is already a cool web part available to you that you can use. It is called Tasks. It has been part of SharePoint for a while but in SharePoint 2013 (SharePoint Online/Office 365) it got a major face-lift and technical improvements, like an ability to display tasks on a timeline. The web part can be used right out of the box. You, of course, can customize it with metadata if you wish. Webbla 1 6 5. For every new task created, you need to fill in the out of the box metadata like task status, priority, start and due dates, etc.
While at the core – it is just like another list in SharePoint with rows and columns containing content and metadata, it also has some specific task management 'smart' functionality. For example:
- By marking Task Status to Completed, it changes % Complete to 100%. And vice versa, by changing % Complete to 100%, it changes Task Status to Completed. So it works just like in MS Project.
- You can configure the task list to send an email to the individual(s) in the Assigned To column. You can alter that setting in the Advanced Settings of the Tasks Web Part
- You can create subtasks, just like in MS Project
- And the absolute beauty is the timeline. Sometimes task lists can get pretty complicated and hard for end users to visualize. To help with that, you can add tasks to the timeline that is prominently displayed just above the task list. NOTE: To be able to add tasks to the timeline, user needs to have Edit or above permission level. Users with Contribute permission level will not be able to add tasks to Timeline
How to add Tasks Web Part to SharePoint
- To create a Web Part go to Site Contents > Add an App > Tasks Web Part (you need to have Admin privileges to do this)
- Give it a name, click OK
- To insert a newly created Task List to the Site homepage, click on Page > Edit > Insert Tab > Web Part > Name of Task List you created. Then click Add (on the right side of the screen). Click Save (to save the page)
Pros
- Web-based interface, no need to need for special software
- Simple to setup and use
- Ability to send email notifications when tasks are assigned
- Ability to create subtasks
- Ability to add tasks to the Timeline
- Pre-built views (My Tasks, Late Tasks, Upcoming Tasks, Gantt Chart, etc.)
Cons
- Not as robust in terms of functionality as MS Project
Option 2: Manage Tasks in SharePoint using Tasks web part and MS Project
If you are into more serious project management, and SharePoint Tasks web part is not enough, you can use SharePoint Task List in conjunction with the MS Project. You can either open the Task List using MS Project software or synchronize an existing MS Project Schedule with Tasks web part.
How to manage SharePoint Tasks with MS Project
I actually recently published a separate, pretty detailed blog post on how to sync SharePoint Task List and MS Project.Click here to access it
Things 3 4 1 – Elegant Personal Task Management Tools
Such a combination allows Project Managers to benefit from advanced functionality of MS Project, such as resource and schedule management, and at the same time allows your team members to access the tasks via web-based, clean user interface (SharePoint Task List).
Pros
- All of the Pros from Option 1 +
- Ability to combine flexibility of MS Project with simplicity of SharePoint Task List
Cons
- Before using this method, need to decide proper approach and security/permissions on who controls the schedule (Project Manager via MS Project or regular team members via SharePoint Task List). Please see this blog post for additional information and instruction on the topic
Option 3: Manage Tasks in SharePoint using Outlook
Another cool way to manage SharePoint tasks is by managing them from your Outlook email client. A while back I published a detailed blog post on how to connect SharePoint with Outlook. Usually most users use this feature to sync SharePoint calendars with Outlook calendars. However, as indicated in that same blog post, you can also connect other SharePoint lists, like Tasks, Contacts and even a Discussion Board. Since today we are talking about Tasks, let me explain how to connect SharePoint Task list to Outlook and manage SharePoint tasks from within Outlook.
How to connect SharePoint Task List to Outlook:
- Go to the root of your Task List, List Tab > Connect to Outlook
- You will get a prompt, asking you to confirm the connection to Outlook. Click Yes
- Your desktop Outlook application will now open and tasks will synchronize to your Outlook
How to manage SharePoint Tasks from Outlook
- Synchronized tasks will appear in the same window as your regular Outlook tasks. They will not be mixed up with your personal tasks. Instead, they will be in the 'folder' that will contain the name of the SharePoint site you synchronized them from. Once in Outlook, click on that folder on the left hand-side.
- Working with synchronized SharePoint tasks is exactly the same as with 'regular' tasks. Just double click the task, make necessary changes and hit Save & Close. The changes will instantly be transmitted back (syncrhonized) to SharePoint Task List
Pros
- All of the Pros from Option 1 +
- Ability to work on tasks without leaving mailbox
Cons
- Just like with SharePoint-Outlook Calendar sync, it will synchronize the whole task list. So if your Task List contains hundreds of tasks, all of them will be synchronized to your Outlook, which might make it messy for you to navigate through
- For whatever reason (might be a bug), if task item is assigned to multiple people in SharePoint Task List, it only shows as assigned to 1 person – whoever appears first in the Assigned To field – this might mislead the users.
- All synchronized SharePoint Tasks appear as a single list of tasks in Outlook. In other words, if you had subtasks (indented tasks) in SharePoint, in Outlook they would look like a regular list of independent tasks. Also, the order of tasks in Outlook might be different from that in SharePoint. So syncing tasks to Outlook might not make sense when you have long and complicated schedules. See below images which capture same task list in SharePoint and Outlook and you will understand what I mean
Things 3 4 1 – Elegant Personal Task Management Tool Set
Management tools, if they are used appropriately, can be powerful enablers of change and actions in companies. They can, for example, help define and execute the strategy, engage with customers and employees and monitor performance.
I am always interested to see which tools are most popular and how the popularity of the various management tools is shifting and changing. A great insight into this is provided by Bain's Management Tools and Trends Survey. This study conducted by Bain & Company gives us a global picture of the adoption and trends of management tools. It has been produced annually since 1993 and is now covering 12,371 respondents from North America, Europe, Middle East, Africa, Asia Pacific and Latin America.
The results of the recently revealed 2013 survey show that the world's top five management tools are:
- Strategic Planning
- Customer Relationship Management
- Employee Engagement Surveys
- Benchmarking
- Balanced Scorecard
To see strategic planning on the list is not really surprising. It has always been important but when the economic climate is tough then making sure all efforts are focused on the most important things is vital. In difficult times companies haven't got the luxury of wasting time and money on things that are not really important and don't contribute to their strategy. While the strategic planning is getting better in most companies, the strategy execution isn't. Research finds that only 10% of strategies, even of those that are well formulated, are well executed. I find that the communication of the strategy is often poor and most mission and vision statements exemplify that. (See e.g. What The Heck is Wrong With Mission and Vision Statements?)
If strategy execution is a problem then it is good to see the Balanced Scorecard in the list of top 5 tools. In fact, it ranks as the number one tool in Europe, Middle East and Africa. The Balanced Scorecard can take the output from strategic planning and turn it into something the companies can execute. The Balanced Scorecard helps companies to execute their strategy by (1) creating a simple one-page strategy map that outlines the most important strategic objectives, (2) monitoring the strategy execution with meaningful and relevant Key Performance Indicators, and (3) ensuring the correct action plans are in place to deliver the strategic priorities. You can argue that the Balanced Scorecard follows on from strategic planning to ensure the strategy is turned into practice. And again, in difficult economic climates companies need to ensure and monitor that they are doing the right things. (See my recent post: What The Heck is a. Balanced Scorecard?)
Benchmarking goes hand-in-hand with the Balanced Scorecard. Key Performance Indicators can only generate meaningful insights if they are compared with targets and benchmarks. Benchmarks can come from within the company by comparing departments and business units or can come from industry research or best practice studies. This is again a reflection of the current economic struggles many companies are facing. Companies need to make sure they stay ahead or close to the competition. Introducing some competitiveness into their systems with benchmarked performance goals and targets for everyone can boost productitivty. (See my recent post: What The Hell is a. KPI?)
Chrome 57 android download. Customer Relationship Management (CRM) is increasingly being used by companies as they try to drive up customer loyalty and maximise cross-selling opportunities and customer profitability. Most companies know by now that it is cheaper to keep existing customers than it is to acquire new ones. The data and insights that come out of customer relationship management systems can then be used to identify cross-selling and up-selling opportunities. Many of my clients are now using CRM systems to better understand customer life-time values and predictive customer trends. This in turn is useful information that should feed into the customer perspective of the Balanced Scorecard.
Cons
- Before using this method, need to decide proper approach and security/permissions on who controls the schedule (Project Manager via MS Project or regular team members via SharePoint Task List). Please see this blog post for additional information and instruction on the topic
Option 3: Manage Tasks in SharePoint using Outlook
Another cool way to manage SharePoint tasks is by managing them from your Outlook email client. A while back I published a detailed blog post on how to connect SharePoint with Outlook. Usually most users use this feature to sync SharePoint calendars with Outlook calendars. However, as indicated in that same blog post, you can also connect other SharePoint lists, like Tasks, Contacts and even a Discussion Board. Since today we are talking about Tasks, let me explain how to connect SharePoint Task list to Outlook and manage SharePoint tasks from within Outlook.
How to connect SharePoint Task List to Outlook:
- Go to the root of your Task List, List Tab > Connect to Outlook
- You will get a prompt, asking you to confirm the connection to Outlook. Click Yes
- Your desktop Outlook application will now open and tasks will synchronize to your Outlook
How to manage SharePoint Tasks from Outlook
- Synchronized tasks will appear in the same window as your regular Outlook tasks. They will not be mixed up with your personal tasks. Instead, they will be in the 'folder' that will contain the name of the SharePoint site you synchronized them from. Once in Outlook, click on that folder on the left hand-side.
- Working with synchronized SharePoint tasks is exactly the same as with 'regular' tasks. Just double click the task, make necessary changes and hit Save & Close. The changes will instantly be transmitted back (syncrhonized) to SharePoint Task List
Pros
- All of the Pros from Option 1 +
- Ability to work on tasks without leaving mailbox
Cons
- Just like with SharePoint-Outlook Calendar sync, it will synchronize the whole task list. So if your Task List contains hundreds of tasks, all of them will be synchronized to your Outlook, which might make it messy for you to navigate through
- For whatever reason (might be a bug), if task item is assigned to multiple people in SharePoint Task List, it only shows as assigned to 1 person – whoever appears first in the Assigned To field – this might mislead the users.
- All synchronized SharePoint Tasks appear as a single list of tasks in Outlook. In other words, if you had subtasks (indented tasks) in SharePoint, in Outlook they would look like a regular list of independent tasks. Also, the order of tasks in Outlook might be different from that in SharePoint. So syncing tasks to Outlook might not make sense when you have long and complicated schedules. See below images which capture same task list in SharePoint and Outlook and you will understand what I mean
Things 3 4 1 – Elegant Personal Task Management Tool Set
Management tools, if they are used appropriately, can be powerful enablers of change and actions in companies. They can, for example, help define and execute the strategy, engage with customers and employees and monitor performance.
I am always interested to see which tools are most popular and how the popularity of the various management tools is shifting and changing. A great insight into this is provided by Bain's Management Tools and Trends Survey. This study conducted by Bain & Company gives us a global picture of the adoption and trends of management tools. It has been produced annually since 1993 and is now covering 12,371 respondents from North America, Europe, Middle East, Africa, Asia Pacific and Latin America.
The results of the recently revealed 2013 survey show that the world's top five management tools are:
- Strategic Planning
- Customer Relationship Management
- Employee Engagement Surveys
- Benchmarking
- Balanced Scorecard
To see strategic planning on the list is not really surprising. It has always been important but when the economic climate is tough then making sure all efforts are focused on the most important things is vital. In difficult times companies haven't got the luxury of wasting time and money on things that are not really important and don't contribute to their strategy. While the strategic planning is getting better in most companies, the strategy execution isn't. Research finds that only 10% of strategies, even of those that are well formulated, are well executed. I find that the communication of the strategy is often poor and most mission and vision statements exemplify that. (See e.g. What The Heck is Wrong With Mission and Vision Statements?)
If strategy execution is a problem then it is good to see the Balanced Scorecard in the list of top 5 tools. In fact, it ranks as the number one tool in Europe, Middle East and Africa. The Balanced Scorecard can take the output from strategic planning and turn it into something the companies can execute. The Balanced Scorecard helps companies to execute their strategy by (1) creating a simple one-page strategy map that outlines the most important strategic objectives, (2) monitoring the strategy execution with meaningful and relevant Key Performance Indicators, and (3) ensuring the correct action plans are in place to deliver the strategic priorities. You can argue that the Balanced Scorecard follows on from strategic planning to ensure the strategy is turned into practice. And again, in difficult economic climates companies need to ensure and monitor that they are doing the right things. (See my recent post: What The Heck is a. Balanced Scorecard?)
Benchmarking goes hand-in-hand with the Balanced Scorecard. Key Performance Indicators can only generate meaningful insights if they are compared with targets and benchmarks. Benchmarks can come from within the company by comparing departments and business units or can come from industry research or best practice studies. This is again a reflection of the current economic struggles many companies are facing. Companies need to make sure they stay ahead or close to the competition. Introducing some competitiveness into their systems with benchmarked performance goals and targets for everyone can boost productitivty. (See my recent post: What The Hell is a. KPI?)
Chrome 57 android download. Customer Relationship Management (CRM) is increasingly being used by companies as they try to drive up customer loyalty and maximise cross-selling opportunities and customer profitability. Most companies know by now that it is cheaper to keep existing customers than it is to acquire new ones. The data and insights that come out of customer relationship management systems can then be used to identify cross-selling and up-selling opportunities. Many of my clients are now using CRM systems to better understand customer life-time values and predictive customer trends. This in turn is useful information that should feed into the customer perspective of the Balanced Scorecard.
Things 3 4 1 – Elegant Personal Task Management Tool Download
Finally, we have Employee Engagement Surveys in the list of top 5 management tools. After all, employees are still our most valuable (and often most expensive) assets. The global war for top talent is still raging and every company wants to hold on to the talent it has acquired or developed. Similarly to customers, it usually costs a lot of money to recruit and train new employees. We also know engaged employee are not only more loyal but also more productive. And every inch of productivity is vital in today's competitive global economy. Similarly to the customer information, the data from employee engagement surveys feeds into the people perspective of the Balanced Scorecard.
In my job I spend a lot of time helping companies improve their performance and for me, these five make an eminently sensible list of tools to use for any organisation today, be it a global blue chip, a small or medium sized company or a government agency. They all need solid strategic plans, a tool to execute their plan and ways to monitor and evaluate progress. At the same time they all need to ensure they manage their customers and engage their employees.
The Bain survey also finds that 4 out of the top 5 tools fall into the top quadrant for user satisfaction levels. The only one that lags a little behind is employee engagement surveys, which again is something I can verify from my own experience. In so many cases it is just a statutory process or a PR activity, rather than a true survey of staff engagement. Having said that, in practice I also see many problems with the other 4 tools, which are often implemented in a 'we should have this' and 'we have to follow this process' way. Instead, they are most effective when they are based on real buy-in and understanding and when they are customised to the specific needs of the company.
As always, please let me know what you think. Do you agree with this list and my interpretation of why they are in the top 5? Have you got any good or bad experiences with any of these? Any comments or lessons to share? Please do so.
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Bernard Marr is an enterprise performance expert who helps companies with their strategic planning, balanced scorecards, KPIs and benchmarking as well as the development of customer and staff engagement analysis. Click 'Follow' if you would like to hear more from Bernard in the future.
You might also like to read some of his other recent posts:
