Task-level to-dos are a great way to simplify your schedule, however, there are still scheduling requirements that make having a task necessary.
- There are security rights that control if a user can edit to-dos that are assigned to another user.
- Also, if another user "creates" a to-do and has someone else assigned to it, you cannot delete or edit it without first unassigning the to-do.
You have a milestone deadline to meet, and you have a checklist of things that need to get done by the task due date, but not in any scheduled order.
- So first we create a task to establish the "due date" of this milestone.
- Next we determine all of what needs to be done to complete this milestone, and then add those as individual to-dos within this one task.
- Leave the to-dos unassigned. This way everyone on the task can see it.
- We assign at least one person, service & allocated time to the task overall.
This then allows for a more fluid method of work, where users can enter their time over the duration of the task, yet check off the to-dos they have completed and even add comments to those to-do items for others to see and collaborate on.
NOTE: To-dos can be assigned to a single user, however, to improve transparency and collaboration, you can leave the to-dos unassigned, which then lets everyone assigned the task see them.
You have a summary task as your milestone, yet have several scheduled tasks underneath the summary for the timing of specific elements of this milestone.
- Within each task, you have your assigned people, services & allocated times.
- Then for each schedule section of the milestone (sub-task) you add the check-off list of action items that go into completing each task.
- If you have multiple people assigned to one task, then you may want to assign the to-dos to the person assigned to the task so that only they see it in their My task widget.
Collaborating on task-level to-dos
Much in the same way a diary thread works, you can have a single-threaded discussion within a to-do.
You can reply by email and have the reply go into the to-do as well.
If you do not assign the to-do to a single person, then all users assigned to the task can access the to-dos via their Today creatives page.
NOTE: Once a task is done, there is no simple way for the assigned users to get back into the to-do.
Trafficking task to-dos
You can manage task-level to-dos from the Traffic calendar & Assignment review traffic screens.
In the Traffic calendar, you can check the search option 'has open activities', as this will only show you tasks with to-dos on them.
For the Assignment review, you can add a filter for open to-do items to limit your results as well.
You can create to-dos at the project setup level. These are not associated with a task and may be useful for project management needs that you do not want set up as tasks in the schedule.
From here you can also see and manage task-level to-dos as well. You can print the list and choose to view only open, closed or all.
See the Deliverables [in-depth guide] for more on managing deliverables & their fix-it items.