Tasks 101: Getting Started

Tasks 101: Getting Started

Whether it is your first time working with tasks, or you're a seasoned pro, this article will explain all you should know about getting started with tasks in Rock.

Tasks are a great way to move to more asynchronous ways of working. This is beneficial because it allows you to get work done on your own time, keep better track of your workflow, and obtain a greater understanding of what is happening in your team.

You can move a task to different stages to keep everyone in the loop. Step away from endless meetings and never-ending conversations. Instead, get work done with comments and well-documented tasks, and meet or discuss when really necessary.

How to create a task in Rock?

You can create a task in a few different ways depending on your situation. You can either create a task in the conversation panel, or the tasks mini-app.

Conversation panel

The task box under the message panel comes in handy when you want to make a conversation more actionable. Adding a task in the conversation panel is suggested if you plan to create one task only.

When discussing next steps of a project, you can directly create a task for an action item instead of discussing everything through a conversation or meeting. Because no one likes meetings that could have been an email. This way you and your team can stay more productive, document information better, and get work done quicker. Adding a task is easy:

  1. Press the Tasks in the bottom of your screen.
  2. The task panel will open for you to document what needs to be done.

Tasks mini-app

You should use the tasks mini-app when setting up a space or creating a group of tasks part of a work cycle, sub-project. The tasks mini-app is also great for keeping track of your work, but more on that later. When creating more than one task, the mini-app provides better insight on the different stages of your workflow and gives you a better overview. Access the tasks mini-app by:

1. Pressing Tasks in the top of your interface

2. The tasks mini-app panel will open up on the right of your screen

Task views in the mini-app

The tasks mini-app has three views: compact, expanded and board. All three are useful in different situations, follow along to learn how different views can best be used when getting started.

Compact view

The compact view is useful when you want to quickly create a bulk of tasks, without going too deep into their description, label or deadline. You can create tasks in the bottom of the panel by giving the task a name (required) and list or assignee (optional) and selecting Add. A task will directly be created after pressing  Add.

The compact view also comes in handy when you have created your different tasks and quickly want to retrieve a task. You can scroll through a few different fields, and sort by elements such as label, urgency and list or filter by tasks assigned to you.

Expanded view

This view is made for those who love lists. The expanded view is an extension of the compact view that can be used when you want to dive into your different tasks. There are a few filtering options and you can scroll the view to the right to see more fields or down to see more tasks.

Press the large blue (+) in the bottom right corner of your screen if you want to create a task in expanded tasks panel and a task card will open up.

Board view

The board view provides a Kanban-like view of your different tasks. Lists are displayed in columns highlighting the different stages of your workflow. Before creating your first task make sure to adjust the different lists to the stages of your work. You can do this by pressing the three dots on top of the list. We suggest not using too many lists unless strictly necessary, as more lists further complicate your workflow.

Each task card will display some of the fields in the task cards so you can get a better perspective on who is doing what. Visualizing stages also creates a better overview for your workflow.

Select "Add task" on the top of each list. If you want to create new tasks in board view.

💡Rock Team tip: If you find yourself creating a lot of lists in board view, labels might actually be a better option.

Task fields

Ready to create your first task? There are a few fields that you can fill in when creating a task. There is only one required field, which is the task title. Every task in Rock has the following fields:

  1. Task title: Briefly explain what the task is about.
  2. Task List: One of the stages/lists you created when personalizing your tasks mini-app. For example: to-do, doing or done.
  3. Task priority: How important is this task? Choose between: urgent, high, medium (default), low and lowest.
  4. Task assignees: The team member, client, volunteer or anyone in your space responsible for completing thet task.
  5. Task labels: Categorize, group or add information. Labels help to filter your task board when you have many different tasks.
  6. Task due date: The deadline for the task to be completed.
  7. Task start date: When do you want the task to start? (requires a due date to appear).
  8. Task description: Further information or details to understand what work needs to be completed.
  9. Task checklist: Divide your tasks into more manageable steps that contribute to reaching the overall description of a task.
  10. Task attachments: Add images or videos relevant to understanding what needs to be done.
  11. Task followers: have people stay up to date with changes and progress in a task without being assigned to the task.

Comments in tasks

Every task in Rock has a comment section. This comes in handy to capture feedback, updates or movements of a task. Move away from chats and only involve those that are working on a specific task by leaving comments.

Comments fit asynchronous working styles better compared to messages as they are easier to find back compared to task-related chat messages. You can adjust your notifications to receive system notifications related to comments.

Ready to learn more about tasks? Check out the second volume of this help guide which explains how to manage a project with tasks.