Stop Using Spreadsheets to Manage Your Tasks

It’s an all too common scenario. Your team needs to create a new task list for a project or your general day-to-day. To make it easy, you log everything into a spreadsheet then prioritise, add due dates, notes, and who’s working on what. Easy ! But then next week’s meeting comes and everyone has made their own updates so you spend the first half an hour updating the master spreadsheet before you can get down to proper business.

Sure, spreadsheets are 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 and many projects. Also, spreadsheets are not great at letting you know when things are due and are generally just not that smart.

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 a multitude of additional benefits and features you just can’t get from spreadsheets. Not even even Google Sheets.

It’s 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.

Click here to register or contact us with any questions or for a demonstration.

The Design

To keep things familiar and 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 most identifiable feature, the ability to have all your tasks follow a predefined Workflow that you can create and change.

Workflows

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.

With 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 customise it later to match your business needs as your team and processes change.

Once you’re up and running and you start adding tasks to the workflow, you can manage them with Filters.

Filters

Another great feature in teamfocus is that you can create custom Filters (saved searches). Filters run off of our of smart search system where you can ask to see your tasks in innumerous ways. Try “created:lastweek” or “due date:tomorrow”. Show me all tasks created this month that have a priority 1 but have not been assigned a team member yet: “created:thismonth priority:1 -worker:*”. Ok, so we’re starting to get a bit complex now but you can begin to see how powerful it can be.

Now that you have your Filters set up, you can subscribe to any of them using our Notifications feature.

Notifications

When you subscribe to a Filter you can then choose to receive notifications to send you an email whenever that Filter is updated.

You can also use teamfocus Notifications with our Metrics feature.

Metrics

Metrics lets you set service times to match traffic light-style colour codes for your tasks. For example, any task that has been sitting in your “My Active Tasks” List 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.

So Much More

• Tags and hashtags
• Fully Customisable Permissions
• Create your own Fields
• Smart Searching
• Exports
• Reporting

Free to Try

Never again should you have to take a phone call 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 ten team members, means there’s no reason not to give it a try.

Click here to register or contact us with any questions or for a demonstration.