Creating and Delegating Tasks

Task delegation is one of the core features of EasyDo 365, enabling you to assign work to team members, set deadlines, track progress, and ensure accountability. Whether you're managing a small team or coordinating complex projects across departments, the task management system provides a streamlined way to distribute work, monitor completion, and maintain clear communication about responsibilities.

Tasks in EasyDo 365 go beyond simple to-do lists. Each task can include detailed instructions, checklists, attachments, recurring patterns, and real-time status updates. Recipients receive instant notifications, can accept or decline tasks, update progress, and mark completion—all within the integrated chat interface. This seamless integration means tasks become part of your natural workflow rather than requiring separate tools or platforms.

This guide will walk you through multiple methods of creating and delegating tasks, from the main task creation interface to quick delegation directly from chat conversations. You'll learn how to add all necessary task details, set up recurring tasks, manage task responses, and leverage the full power of EasyDo's task management capabilities.

Video Tutorial

Prerequisites

Before creating and delegating tasks, ensure you have:

• An active EasyDo 365 account
• Access to your company workspace
• Contacts added or available in your contact list
• Appropriate permissions to delegate tasks (if company restrictions apply)

Creating Tasks - Primary Method

Alternative Delegation Methods

EasyDo 365 provides multiple quick ways to delegate tasks directly from conversations:

Method 2: Delegate from Chat Interface

Method 3: Quick Delegate from Message

Recipient Task Management

Once you've delegated a task, the recipient receives several ways to interact with it:

Receiving Task Notifications

• Task notifications appear instantly in the chat interface
• A dedicated task card displays all task details
• Recipients can see task name, deadline, instructions, and attachments

Accepting or Declining Tasks

Recipients can respond to task assignments:

1. Accept: Confirms they will complete the task
2. Skip/Decline: Indicates they cannot take on the task

This immediate feedback helps you know whether tasks are acknowledged and will be completed.

Updating Task Status

Recipients have multiple ways to track and update progress:

• Mark as Done: When completed, recipients tap to mark the task finished
• Progress Updates: Some tasks allow percentage completion updates
• Comments: Recipients can communicate progress or ask questions within the task

Viewing Tasks

Recipients can access their tasks in multiple locations:

1. My Tasks Section: A dedicated area showing all assigned tasks
2. Today's Tab: Quick view of tasks due today
3. Chat Interface: Tasks appear in conversation threads
4. Calendar View: Tasks with deadlines appear on calendar

Task Management Best Practices

Writing Effective Task Descriptions

1. Be Specific: Clearly state what needs to be done
2. Include Context: Explain why the task matters
3. Set Clear Expectations: Define what "done" looks like
4. Use Action Verbs: Start with words like "Create," "Review," "Submit," "Update"

Using Checklists Effectively

• Break complex tasks into 5-10 manageable steps
• Order checklist items logically (sequential or by priority)
• Make checklist items specific and measurable
• Use checklists to ensure nothing is forgotten

Setting Appropriate Deadlines

• Allow realistic time for task completion
• Consider recipient's current workload
• Build in buffer time for reviews or revisions
• Use recurring tasks for regular activities

Managing Recurring Tasks

• Set up recurring tasks for routine activities
• Review recurring patterns periodically to ensure they're still needed
• Update templates when processes change
• Use recurring tasks to build consistent habits

Task Tracking and Follow-up

Monitoring Task Progress

As a task delegator, you can:

• View task status in your sent tasks list
• See when tasks are accepted, in progress, or completed
• Receive notifications when task status changes
• Access task history and completion dates

Following Up on Overdue Tasks

1. Check the task list for overdue items (typically highlighted in red)
2. Open the task to see current status
3. Send a reminder message directly from the task
4. Consider adjusting the deadline if circumstances have changed

Task Analytics

Track your team's productivity through task metrics:

• Completion rates by individual or team
• Average time to completion
• Overdue task trends
• Most common task types

Advanced Task Features

Task Templates

For frequently assigned tasks:

1. Create a detailed task with all standard information
2. Save common task structures for quick reuse
3. Modify templates as needed when delegating
4. Maintain consistency across similar assignments

Task Dependencies

When tasks build on each other:

• Delegate tasks in logical sequence
• Communicate dependencies in task instructions
• Set start dates based on prerequisite completion
• Use checklists to show step-by-step progression

Team Task Collaboration

For group-assigned tasks:

• All group members receive the task notification
• Team members can collaborate on completion
• Any member can update status
• Useful for collaborative projects or shared responsibilities

Troubleshooting

Task Not Received

If a recipient doesn't receive a task:

• Verify the correct contact was selected
• Check their notification settings
• Ensure they have an active account
• Try re-sending the task
• Verify network connectivity on both ends

Cannot Add Attachments

If you can't attach files to tasks:

• Check available storage space on your device
• Verify file size is within limits
• Ensure file type is supported
• Try a different file or compress large files
• Check app permissions for file access

Recurring Tasks Not Creating

If recurring tasks aren't generating automatically:

• Verify the recurrence pattern was saved correctly
• Check that the task series wasn't accidentally stopped
• Ensure the end date for recurrence is in the future
• Contact support if the issue persists

Task Missing from My Tasks

If delegated tasks don't appear:

• Refresh the My Tasks section (pull down to refresh)
• Check the date filter settings
• Verify you're viewing the correct company workspace
• Look in the specific category (Today, Upcoming, Overdue)

Tips & Tricks

• Quick Task Creation: Use the swipe-to-delegate feature for converting messages to tasks in seconds
• Voice Instructions: Use voice-to-text for adding detailed task instructions quickly
• Template Library: Build a library of common task templates for different scenarios
• Priority Tagging: Use consistent naming conventions to indicate priority (e.g., "URGENT:" prefix)
• Batch Delegation: Create multiple similar tasks by duplicating and modifying an initial task
• Reminder Scheduling: Set up reminders before task deadlines to prompt completion
• Status Check-ins: Review your delegated tasks list at the start and end of each day
• Feedback Loop: Ask recipients for feedback on task clarity to improve future delegation
• Integration with Chat: Keep task-related communication in the same thread for easy reference
• Calendar Sync: Enable calendar integration to see task deadlines alongside meetings

Related Resources

• Task Management Overview - Complete guide to task features
• Creating Meetings - Schedule meetings with team members
• Chat Basics - Learn how to use the chat interface
• Company Dashboard - Overview of company management features
• Sales Leads - Creating sales-specific tasks
• Team Collaboration - Collaborating with your team

Need Help?

If you need assistance with task delegation:

• In-App Help: Tap the info icon (i) in the task creation screen
• Video Tutorials: Watch step-by-step video guides
• Support Team: Contact support for task management questions
• Best Practices Guide: Review advanced task management strategies
• Community Forum: Share tips and learn from other users