We’re all guilty of it, we need to quickly get a bunch of tasks together for a new project and we reach for the good old trusty spreadsheet. One of the staples of the office suite.
Sure it’s a great tool for many things, but task management is not one of them, particularly when you need to keep that spreadsheet updated across many people.
We always seem to get a new spreadsheet for a new project but haven’t yet completed all the tasks on the last spreadsheet. This means that we all have to remember to open all the old sheets to make sure everything is done and remember to notify people when something has been completed.
While Google Docs Spreadsheets made this a little bit easier, with its ability to allow for real-time collaborative updating, it still falls way short of a dedicated web-based task management system.
This is the main reason we developed teamfocus, to once and for all solve the need to use spreadsheets to manage projects and tasks.
teamfocus has all the benefits of using a spreadsheet to manage your teams tasks, with many additional benefits and features you just can’t get from spreadsheets, even Google Docs Spreadsheet.
To keep things easy to use, teamfocus uses a similar layout as a traditional spreadsheet with the typical multiple editable cell arrangement.
We then added in features like the ability to upload and share attachments for each task, and probably the biggest feature, the ability to have all your tasks follow a pre-defined Workflow.
The Workflow, which is just a series of steps such as “Active”, “In Testing” and “Complete”, helps you make sure that all of your tasks follow the path you need them to.
For example, a software development workflow would ensure that all of your digital project tasks go through a testing step before being marked as completed.
The best thing about teamfocus Workflows is that you can get started quickly by choosing one of our ready to go Workflows, like Software Development, Help-desk or Safety.
You can then customize it later to match your business needs as your team and processes change.
teamfocus, like Google Docs Spreadsheets, is a collaborative web-based product that allows for real-time updating. This means that your team is always up-to-date on your team’s tasks. This can be especially useful when using teamfocus to drive your team meetings and update tasks as you go.
Another great feature in teamfocus is that you can create a custom Filter (a saved search) such as “Tasks due tomorrow” and subscribe to it using our Notification feature, which will then send you an email whenever that Filter is updated.
You can also use teamfocus Notifications with our Metrics feature, which lets you set service times to match color codes for your tasks. For example, any task that has been sitting in your “My Active Tasks” Filter for more than 7 days, moves from Green (OK) to Amber (Needs Attention). This way you can automatically be sent a notification email whenever a task has become overdue or needs your attention.
This will save you from those awkward phone calls about a task that you have either forgotten to do, or worse yet, completed but didn’t tell anyone about it. There is finally one source of all task related information.
All of these unique features, and the fact that teamfocus is free to use for up to three team members, will provide you with a much improved process for managing your teams tasks.