How to handle team tasks

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There are 3 common ways to build task management in Tape and which one to choose Depends on the use case and if the team works in projects or not

Most simple way: Checklist field in apps

  • Pro: Fast and easy
  • Con: Overview and collaboration
  • How Tape Team uses it: Subtasks / Simple ToDos in Issues, Tasks and Meetings

Dedicated tasks app and optional related projects app (use status field to track completed status and show assigned tasks in focus)

  • Pro: Board creation for quick work, Split by projects for quick creation of project tasks and filter by project, Progress bar, My task view, Use task templates, Filter for removing tasks when project is Done, use different views, Relate tasks to contacts, companies, meetings etc.
  • Con: Many views necessary for clarity or completed tasks
  • How Tape Team uses it: Tasks, Issues, Projects, Sprints

Dedicated tasks app per project without relation (Asana way of working, sidebar navigation recommended)

  • Pro: Easy for project members as no relation to project necessary, all advantages of b),
  • Con: A template app must be duplicated every time for a new project, unsuitable for simple tasks without project context or very short projects
  • How Tape Team uses it: Not used
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Thanks a lot @Leo. Maybe we could link this to the amazing post by @1F2Ns so it can further help others → Task App and Recurring Task App

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Hello,
I am a longtime Podio user. For me, everything in Tape seems more easy to use. But the way the tasks are handled is a dealbreaker. Podio related each task to a specific item, which made the task list so much more relevant. The Focus mode on Tape leaves me like I could use MS Planner, this is the very beginner mode in managing projects. Building an app to manage tasks is somehow counterproductive, as it is custom for each app and there is no centralized way to watch the tasks.

Can you explain to me why you did not keep the Item-related task management that, for me, is a reason to stay with Podio?

Thanks

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Hi @edg,

a very warm welcome to the Tape community! We’re delighted to have you with us :tada: :rocket: :100:

When developing Tape, we made task management a top priority and incorporated feedback from long-time Podio consultants. As a result, our focus feature is already very powerful, but we have plans to make it even more intuitive and user-friendly.

The focus does exactly what you need: it centralizes all tasks, subtasks, and app records assigned to you across your entire organization and different workspaces.

To get started quickly, create a checklist field in an app and assign an checklist item to yourself. This will make the checklist item and record link appear in your focus. You can also display entire records in the focus by creating a status field and setting “Show in focus” in the member field once it’s added.

This allows you to manage records like tasks in Podio, use the Board view, and quickly create and distribute tasks using board creation, the quick add button and record templates. These tasks will appear in the “Recently Assigned” section of the assigned person’s Focus, similar to an inbox. Each user can customize their sections to organize tasks according to their preferences.

With automations, you can further streamline these processes for greater efficiency and autonomy.

As mentioned earlier, we have planned enhancements such as direct linking of records from the focus, automation of focus sections, additional views, more powerful checklist entries, and more.

I hope this description clarifies how the task management in Tape works. The tasks (called reminder) you can create in Focus are meant to serve as private reminders, not as a full project management solution.

Here is the related Help Center article.

Best regards, and feel free to reach out anytime if you need further assistance.
Leo

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