Get the most out of your tasks mini-app! We've created a handy overview with some of the best features in the Tasks mini-app so you can stay productive and easily collaborate with any team members, partner or client.
1. Organize your tasks with different views
Tasks should be flexible to fit how you work. When task boards have different views, they provide more functionality and make it easier to manage your tasks. It’s an intuitive visualization of your processes and workflows so you can see what needs to get done next. Rock offers three different view options in the Tasks mini-app so you can pick what works for you.
Compact view gives you quick access to a task so you can go in and update it without having to navigate away from what you’re doing.
Expanded List view is for quick edits and managing several tasks. It lets you create a bunch of tasks quickly and assign them to your team. With this view, you can spend less time on creating and managing your task boards.
Board view is popular because it’s intuitive and helps visualize workflows. With a visualized process, it’s easier for you to track progress and see bottlenecks. Because of its effectiveness, it’s been widely used across different industries.
2. Make the most of the Board view
The board view is easy to learn and lets you instantly see what everyone is working on. It offers a thorough overview of projects and processes. Knowing how to make the most of the board view will help your team be more effective and organized. You can use board view to do the following:
- Spot obstacles early. Since task boards give you a birds-eye view of a project, it’s easier to identify roadblocks and resolve them. You can follow a task to easily track its status and look out for roadblocks. Tasks can be assigned to one or multiple team members so everyone knows who is accountable for each deliverable.
- Break up your work into different stages. You can mark tasks as backlogged, to-do, or in-progress to track statuses and stay on top of your work. You can also create custom labels and rename your lists. That way, your task status aligns perfectly with your workflows.
- Create lists to fit your workflow and processes. Add lists for each stage in your workflow or process to make it fit how you work. You can also highlight actions across different verticals, like sales, HR, or operations, to get a better overall view of what needs to be done.
- Evaluate your team's workload. Check how many tasks your team members are working on to make sure that work is assigned fairly. With the board view, you can help an overburdened team member and reassign tasks to address workload problems before they happen.
3. Comment on tasks to add new info or questions
Work asynchronously by using the comments section on a task. Your team can discuss task-related information in one easy-to-reference place. Instead of getting lost in an inbox or message thread, the discussion will be saved if you need to revisit it. By commenting on tasks, you can document the details and keep them accessible for everyone in that space. You won’t have to dig through an inbox or forward a messy email string to find and reference information.
Involve other people by tagging them when you need their input or feedback. This approach to collaboration makes it easier to work with your team members, wherever they (and you) are.
4. Use the 'Set Aside' function when you're busy
Rock offers this unique feature so you can store messages, tasks, and notes for follow-up. Because Set Aside works across all of your workspaces, you can bookmark all your priority items to work on later. Putting important tasks in your Set Aside will keep them easily accessible during your busiest days. As you’re working, you can update those tasks or quickly reference the deadlines and information when you need to.
When you start your day, you might need to focus on a few high-priority tasks that need to get done ASAP. When smaller tasks get assigned to you during the day, you can set them aside for later. That way, you're free to work on time-sensitive tasks. Everything you set aside will be kept in one place to go through when you have time.
5. Duplicate your tasks to automate your workflows
You can use similar task boards for different projects and clients. For example, your onboarding process might be the same for all new hires so you can duplicate tasks and make sure that nothing gets missed. When you duplicate tasks, you can move task descriptions and titles to different workspaces.
The task duplication feature allows you to set up new projects quickly, without having to copy and paste everything. It’s an easier way to make sure your tasks are consistent across your workflows.
6. Keep an eye on all your tasks
In Rock, you can put all your tasks in one view with the My Tasks view. This gives you a convenient overview of every task assigned to you. You’ll never miss anything again. In the overview, you can filter by space, priority, deadline, or task status.
To get an overview of your workload, you can use the filters to find tasks that haven’t been started yet. In My Tasks, you can also find all the tasks you’ve created or that were assigned to you. Once tasks are completed, they’re archived and no longer visible in a space. This keeps your space less cluttered but if you need to find a completed or discarded task, they’re easy to access.
7. Mention a task to discuss it
Rock’s chat messaging feature is integrated with Tasks so you can mention a task in the space to discuss it. This feature is unique to Rock. Cross-space task mentioning lets you mention a task from another space as long as everyone has access to that space. If you and a team member are having a discussion in one space, you can mention a task from another space that you both have access to.
By mentioning a task, your team can make sure that they’re on the same page and easily pull up the details of a task in Quick View. You can avoid having long conversations in a Task’s comment section but still have critical discussions with your team and external partners.
Your life is easier when your work integrates seamlessly with your conversations which is why we included this feature in Rock. You and your team might be discussing a task in Rock and you can mention it. By doing so, anyone can pull that task up quickly and see the information on the task card. From there, a team member can update the task card with new details or discuss it in more detail. With the ability to mention tasks, you and your team won’t have to share endless URL links or messy email threads.
Get started & create your first tasks in Rock!
Now you’re ready to start building tasks. In Rock, you can organize what needs to get done with the following functionalities
- Task title: Let everyone know what the task action is.
- Task assignees: Select one or more team members to be accountable for the task.
- Task due date: Set a due date to keep your work on track.
- Task labels: Label tasks to organize your workflow and track progress.
- Task urgency: Set the urgency level for a task to communicate how it should be prioritized.
- Task description: Describe the task and include any helpful details.
- Task checklist: Use checklists to divide the tasks into more manageable actions that contribute to the master task.
- Task attachments: Add attachments and never lose important documents that need to be directly connected to the task.
- Task follower: have a team member stay up to date with changes and progress in a task without being assigned the task.
Tasks help you identify problems and bottlenecks, making it easy for you to stay on top of your work. They also make it easy for your team to prioritize the right things and stay on the same page. Everyone will know what they’re accountable for and you can check a task’s progress in real-time. In addition to an integrated task-board feature in all of your workspaces, Rock offers built-in messaging, notes, files, and meetings. The days of juggling a bunch of platforms are over.
Now you’re ready to start creating tasks! The Tasks mini-app in Rock can make your workload less stressful and easier to prioritize. Harness the effectiveness of task management and use the Tasks mini-app to help your team be more organized and productive.