Proggio Task Management Basics

Proggio features a single point-of-truth for Project Portfolio, Project Plans and Task Management. It means that any progress change in your task status, is immediately reflected in all  layer views in between. here’s finally a consensus about the project starts and a simple answer to the highly anticipated question – How are we doing against our business goals? 

Proggio can be used to manage any number of Projects, from a single Projectmap to a full blown, multidisciplinary Enterprise Portfolio. Some people use Proggio as their  Planning, Engaging and Tracking tool,maintaining a higher level of execution.. Others require a more detailed level of execution by also incorporating the use of Proggio’s Task Management view. 

In this article we will review Proggio’s Task Management capabilities, helping you take advantage of the full value proposition of the tool, across all organizational teams and seniority levels. 

  1. Terms and definitions 
  2. Task types 
  3. Task assignment 
  4. Task information 
  5. Task predefined views
  6. Task states and progress report  

Terms and definitions 

  • Projectmap – Proggio’s patented project management canvas, displays your project level plan and is constructed from the following elements:
    • Workstreams – Representing a function, a team or an area of activity in your project, presented as a line in your projectmap.
    • Activities – Presented as container block on the projectmap timeline. Here you should place activities that play a significant role in the project structure. 
    • Tasks – a list of ‘To-Do’ items within an Activity. Tasks are displayed in the split screen section at the bottom part of the projectmap page. 
    • Checklist – An item required to be complete within an Activity or Task. The checklist can be found in the ‘checklist’ tab within the activity/task information center. 

Task types

Proggio can capture and track several task types:

Project related:

  • Scheduled tasks that are part of a project timeline: Any activity can consist of  tasks that are required to complete it. While the activity is placed on the project plan (projectmap) view, tasks are placed within  the activity container detailing the work that’s required to be done within it. 
    Create a project related task by double clicking the activity box, or by using the  split-screen mode from the projectmap view(as shown above)  
  • Unscheduled tasks that are not actively sitting on the timeline: Any activity container can include a list of unscheduled tasks that might be added at some point into the project time line. Creating a list of unscheduled tasks can be ideally done sitting through a status update meeting with a certain team or with management.
    Create an unscheduled task by clicking the activity container, then selecting the ‘unscheduled’ tab from the split-screen section (as shown below)  

Public tasks:
Tasks that are not project or timeline related, and are
visible to everyone on the team. For example, asking someone to schedule a meeting or to send something to all participants after the meeting.
Create Public tasks  from the Task Management view by clicking the “New Task” button, and setting it  as “Public”.

Private tasks:
Tasks that are not project related and are
visible only to you. For example, Take my car to the garage.
Create Private tasks  from the Task Management view  by clicking the “New Task” button, and setting it as “Private”.

Task assignment 

Each task, whether it is project related, public or private can be assigned to an assignee.

The Assignee must be part of the Proggio team in order to get the assignment.

Users, depending on their team role,  can review and edit tasks that are assigned to them from anywhere in the application.

In addition to that, Proggio  sends periodic reports to each user, listing the tasks that are due or delayed for current week or month, depending on the user’s preferred frequency of alerts. 

Task information

Every task can act as  a center of information in you project. To manage this information double click the activity box from the projectmap view to open the task settings dialog box. You can also get there from the Task management or Resource loading views.

Here’s the  type of information you can  choose to manage:

Info

  • Task title
  • Dates and duration 
  • Description
  • Assignee and percentage loading 
  • Color
  • Risk (Y/N)
  • Priority (Critical, high, medium, low)

Comments

  • General comments saved with the writer’s name and a date stamp 
  • User specific comments, sent with “@” sign, then selecting a user name from a list (user will get an email notification) 
  • Preset messages to allow faster messaging without typing  

Files (attachments)

  • Upload file from local drive – files will be presented with preview 
  • Upload Google drive link using Google UI 
  • Save a link to any file, website or system 

Checklist 

  • Create a checklist for a specific task, for yourself and for others 
  • Note! A task cannot be marked as 100% complete if all checklist items have not been crossed off.

Dependencies (only for Activities) 

  • Create dependencies to/from a list of other activities

Budget

  • Each activity/task can be separately managed for your overall project budget plan. This section is available on select paid plans.

Task predefined views

Navigate to the Task Management view from the main menu on the left side. Select between several predefined views. 

  • My Tasks – list of tasks assigned to me, with status, project name, dates and priority. The list has predefined time dimensions of task due time.
  • Assigned By Me – list of tasks I assigned to others, and their current status 
  • By Project – list of tasks by project. Can be filtered to week view, and more. 
  • My Team – list of team members and their tasks Can be used by the team leader to oversee all  team’s tasks for a specific period of time. 
  • Status board – a Kanban style board, for status based view.

 

New Task can be created, defined and assigned from any of these views by clicking the “New Task” button found at the top left corner. 

Task information can be viewed by double clicking any task line. The task will be presented in the context of the parent Activity. 

Task states and progress report  

There are 5 predefined default task statuses For every new team on Proggio. However, these statuses  can be customizable per team. 

In order to customize a status value, go into your team setup (Owners only) https://app.proggio.com/team/settings and modify, add or remove task statuses. Changing the list here will impact all projects and task boards across the team.

Proggio's Projectmap basics components - Team Settings