Create and Delegate Tasks

Task management is at the heart of productivity and team collaboration. EasyDo 365's task delegation system allows you to assign work to individuals or groups, set deadlines, provide detailed instructions, track progress, and ensure accountability. Whether you're managing a project, delegating routine work, or coordinating team efforts, the task module provides the structure and visibility needed for effective execution.

The task creation process is flexible and comprehensive—you can create simple quick tasks with just a name and deadline, or elaborate assignments with detailed instructions, checklists, attachments, and recurring patterns. Tasks appear in recipients' dashboards, send notifications, integrate with chat conversations, and provide completion tracking, ensuring nothing falls through the cracks.

Video Tutorial

Prerequisites

• Active EasyDo 365 account
• Contacts or groups to delegate tasks to
• Clear understanding of task requirements

Creating a Task (Primary Method)

Adding Detailed Information

Please prepare the quarterly sales report including:
- Revenue by region
- Top 10 clients
- Year-over-year comparison
- Pipeline forecast

Use the standard template from shared drive.
Submit draft by Friday for review.

Alternative Methods to Create Tasks

Method 2: Through Chat

Method 3: Swipe to Delegate

Recipient Task Experience

Task Notification

When you delegate a task, the recipient:

1. Receives a task notification
2. Can view full task details
3. Sees in chat conversation
4. Task appears in their task list

Task Actions for Recipient

Accept or Skip:

• Open notification
• Choose to Accept or Skip with single click
• Acceptance confirms they'll work on it

Mark as Done:

• When completed, mark task as done
• Updates task status
• Notifies task creator

View Task Details:

• Navigate to My Tasks section
• View all assigned tasks
• See task under Today's tab if due today
• Access complete task information

Managing Tasks

My Tasks Section

Access your task management dashboard:

• View all tasks (assigned to you and by you)
• Filter by status (pending, completed)
• See tasks by timeline (today, upcoming, overdue)
• Track task progress
• Monitor team task completion

Task Tracking

For Task Creators:

• See who accepted tasks
• Monitor completion status
• Track overdue tasks
• Send reminders
• Update or modify tasks

For Task Recipients:

• View all your assigned tasks
• Prioritize by due date
• Update progress
• Mark milestones complete (checklists)
• Communicate about tasks

Task Management Best Practices

Creating Effective Tasks

1. Clear Objectives: Define what success looks like
2. Realistic Deadlines: Allow adequate time
3. Detailed Instructions: Reduce back-and-forth questions
4. Appropriate Delegation: Assign to people with right skills
5. Manageable Scope: Break large projects into smaller tasks

Communication

1. Context: Provide background and purpose
2. Availability: Let them know you're available for questions
3. Check-ins: Follow up on long-duration tasks
4. Feedback: Provide feedback on completed tasks
5. Acknowledgment: Recognize good work

Prioritization

1. Use Due Dates: Set realistic, priority-based deadlines
2. Urgent Tags: Mark truly urgent tasks clearly
3. Sequence: Consider task dependencies
4. Workload: Be aware of recipient's current tasks
5. Flexibility: Allow some buffer time

Common Use Cases

Project Management:

• Break projects into tasks
• Assign to team members
• Track progress via checklists
• Monitor deadlines

Daily Operations:

• Routine work assignments
• Report requests
• Data collection tasks
• Follow-up actions

Team Coordination:

• Group tasks for team efforts
• Recurring team responsibilities
• Collaborative assignments
• Cross-functional projects

Key Features

• Flexible Creation: Multiple ways to create tasks
• Rich Details: Instructions, checklists, attachments
• Recurring Tasks: Automate repetitive assignments
• Group Delegation: Assign to multiple people at once
• Progress Tracking: Monitor completion status
• Chat Integration: Tasks linked to conversations
• Notifications: Instant task alerts
• Checklist Support: Break down complex tasks
• Attachment Capability: Include reference materials
• Mobile Accessibility: Create and manage from smartphone

Troubleshooting

Task Not Sent

• Verify recipient is selected
• Check internet connection
• Ensure all required fields filled
• Try sending without attachments first
• Contact support if persists

Recipient Didn't Receive Task

• Verify recipient's contact details
• Check they have app installed
• Ask them to refresh app
• Confirm they're looking in correct company
• Resend task if needed

Cannot Add Checklist/Attachments

• Update app to latest version
• Check available storage space
• Try smaller attachments
• Contact support for feature access

Tips & Tricks

• Templates: Save common task formats as drafts
• Batch Creation: Create multiple related tasks in one session
• Smart Naming: Use prefixes like [URGENT] or [PROJECT-NAME]
• Due Time: Set specific due times, not just dates
• Reminders: Follow up day before due date
• Dependencies: Note prerequisite tasks in instructions
• Estimates: Include time estimates in task description
• Labels: Use consistent terminology for categorization
• Review Cycle: Build in review time before final deadline

Related Resources

• Chat Module - Communication integration
• Schedule Meeting - Meeting coordination
• Create Group - Group task delegation
• Company Reports - Task reporting
• Employee Dashboard - Task viewing

Need Help?

Effective task delegation drives productivity. If you need assistance:

• Best Practices: Learn task management techniques
• System Training: Master task features
• Integration: Connect tasks with other workflows
• Troubleshooting: Resolve task-related issues
• Optimization: Improve task completion rates

Master task delegation in EasyDo 365 to transform how your team collaborates and delivers results!