Using Tasks Effectively

Overview

Tasks are much more than a simple to-do list.

When used well, they become a central place to manage actions, responsibilities and follow-ups across your entire business.

Because Tasks can be linked to Enquiries, Opportunities, Quotes, Jobs and Invoices, they help keep work connected from the first customer enquiry through to final payment.

The examples below are just some of the ways businesses use Tasks every day.

Following Up Quotes

One of the most common uses for Tasks is managing quote follow-ups.

Rather than relying on memory or sticky notes, create a Task when sending a Quote and assign it to the salesperson responsible.

For example:

• Quote Sent
• First Follow Up
• Second Follow Up
• Waiting on Customer
• Won
• Lost

This creates a simple workflow that helps ensure every Quote receives appropriate follow-up.

Managing Job Preparation

Before a Job begins, there are often many small tasks that need to be completed.

For example:

• Order materials.
• Book equipment.
• Confirm site access.
• Arrange permits.
• Allocate staff.
• Organise traffic control.

Creating Tasks against the Job ensures nothing is overlooked before work begins.

Purchasing & Procurement

Many businesses create a dedicated Board for purchasing.

Typical Lists might include:

• Items Required
• Awaiting Approval
• Ordered
• Received

This gives everyone visibility over outstanding purchases and helps prevent duplicate orders.

Warehouse & Equipment Preparation

Warehouse teams often use Tasks to prepare equipment before mobilisation.

Examples include:

• Prepare equipment.
• Load vehicle.
• Calibrate equipment.
• Inspect assets.
• Return equipment to storage.

Keeping these Tasks on a dedicated Board allows warehouse staff to manage their own workflow independently.

Managing Customer Requests

Not every customer request becomes a Job immediately.

Tasks are an excellent way to record requests such as:

• Update contact details.
• Provide additional documentation.
• Arrange a site meeting.
• Call the customer back.
• Send revised pricing.

By linking the Task to the relevant customer record, everyone can see what still needs to be done.

Internal Projects

Many businesses also use Tasks for internal work.

Examples include:

• Office improvements.
• Marketing campaigns.
• Software implementation.
• Policy reviews.
• Staff onboarding.
• Training programmes.

Creating dedicated Boards for internal projects keeps operational work separate from customer work.

Personal Task Management

Tasks don't always need to be shared.

Many users create personal Boards to organise their own workload.

For example:

• To Do
• Waiting On
• This Week
• Completed

This provides a simple way to stay organised while keeping personal work separate from company-wide workflows.

Incident Investigations

Tasks can also be used to manage investigations following incidents or near misses.

For example:

• Collect statements.
• Review photographs.
• Arrange corrective actions.
• Update procedures.
• Verify completion.

Assigning these Tasks ensures every action is tracked until the investigation is complete.

Financial Administration

Finance teams often use Tasks to manage administrative activities such as:

• Follow up outstanding invoices.
• Confirm customer purchase orders.
• Issue deposit invoices.
• Resolve billing queries.
• Check payment receipts.

This provides clear visibility of outstanding financial actions without relying solely on emails.

Using Boards for Different Teams

Many businesses create separate Boards for different departments.

Examples include:

• Sales
• Operations
• Warehouse
• Finance
• Management
• Marketing
• IT

Each team can manage its own workflow while still using the same Task system.

Keep Tasks Connected

Whenever possible, create Tasks directly from the relevant Enquiry, Opportunity, Quote, Job or Invoice.

This automatically assigns the correct Context, making it easy for everyone to understand what the Task relates to and quickly navigate back to the original record.

Why Businesses Love Tasks

The real value of Tasks isn't simply recording work.

It's making responsibilities visible.

Instead of relying on emails, handwritten notes or memory, everyone can see:

• What needs to be done.
• Who is responsible.
• When it's due.
• How work is progressing.

This improves communication, accountability and collaboration across the entire business.

Best Practice

• Create Tasks as soon as work is identified.
• Link Tasks to the relevant business record whenever possible.
• Assign responsibility clearly.
• Use Due Dates and Reminders for time-sensitive work.
• Keep Boards and Lists organised around your business processes.
• Review open Tasks regularly during team meetings.

Related Articles

• Understanding Tasks
• Creating a Task
• Understanding Task Boards
• Understanding Task Lists
• Understanding Task Context
• Using Tags
• Understanding the Filter View
• Assigning Tasks