How to manage your Team’s Tasks with Pipefy

Yes, you read it right! Your favourite process management tool is also an incredible tool for managing your team’s tasks – task management is also a process, or don’t you follow any rules when managing your team’s tasks?

Task management can be a challenging endeavour if you’re not properly equipped to do it. Setting up a process to manage your team’s tasks is a great way to start organizing your team’s routine.

What is task management?

Task management is the process of managing a task or a general activity all through its life cycle – on Pipefy, it would mean taking a card through all the phases of your Team Task Management pipe. Task management can either help you, as an individual, achieve your own personal or professional goals, or help groups of individuals work together, collaborate and share information for the greater good – or, in a business environment, the company’s goals.

Managing your team’s tasks gives you the necessary conditions to become more productive and effective – using Pipefy’s Team Task Management pipe will allow you to keep track of all your team’s tasks: who’s doing what, what are the priorities, when each task is due, etc.

In order for your task management to actually work, you’ll need to manage all aspects of the task, such as: priority, due date, resources, information, etc. On Pipefy, you can do that by creating required fields on your start form and process’ phases to make sure all necessary information is provided to keep proper track of all tasks.

Tracking a task throughout its life cycle allows you to make decisions based on the progress. Task management, on our modern era, is done using proper task management software tools (such as Pipefy!) that help effectively organize and manage your teams to-do’s.

Why use Pipefy’s Team Task Management Template?

Pipefy’s Team Task Management Template begins with a phase called Backlog – this is where all incoming tasks your team create will be gathered. On Pipefy, each task is represented by a card created using a simplified form where you’ll need to input the following information:

• What do you need to be done? – A brief description of the task: everyone on the pipe will be able to see it without having to open the card.
• Do you have more info to share? – Details about the task, to complete the description and/or give instructions on how it should be done.
• Need to attach something? – If you need to attach a file (or more than one) to fulfil this task, this is the field to do so!

All new tasks arrive in the backlog phase. On this phase, before the task can move forward and enter the sprint, you’ll have to inform a few things about it: priority, person in charge of the task and due date.

After you do that, you’ll need to select the tasks that’ll be moved into the sprint: just like any agile model, the tasks on the sprint are the ones that must be done during a selected period of time, let’s say, a week.

We’ve included a few helpful information on this phase and, to learn more about it, all you have to do is click on the “i” icon next to the title.

The next phase is doing: you should only move the tasks that are currently being worked at. It’s very important to respect the limit of one task per team member at a time. That ensures you’ll always know what each of your team members is doing, real-time.

The cards in the doing phase can me moved to 2 different phases: on hold and done sprint. Cards on the on hold phase are the tasks you’ve already started but, for some reason, had to left unfinished – you may be missing an information, a response from someone, or just had to stop what you were doing to do something more urgent.

You can determine a time limit for tasks to be on hold by setting up a late alert for the phase: that way, people will be notified via email every time a card exceeds the time limit on the phase.

The done sprint phase is the last active phase of your pipe. All the tasks the team completes during the sprint must stay there until the team meeting, when they can be moved to the live phase.

When the cards reach the end of the pipe, you’ll move them to live or archived if for some reason you had to leave them aside.

To sum things up…

High quality execution is all about discipline. High performance teams focus on the most important things and executing them, no matter the circumstances.

Pipefy’s Team Task Management Template will help you manage your team’s tasks better, by showing you what everyone has to do, what are the priorities, what’s on time, what’s late and what are the bottlenecks of your process.