Task Management

Using Task Management

Bimefy's Task Management system helps you organize, track, and manage project tasks using Kanban boards and Gantt charts. This feature enables efficient project planning, task assignment, and progress tracking.

1. Accessing Task Management

1. Navigate to Tasks:

• From your project dashboard, click on Tasks or Boards to access the task management tools.
• You'll see your Kanban boards and task lists.

2. Understanding the Dashboard Widget:

• The dashboard shows a summary of open tasks.
• View task counts and recent task activity.
• Quickly access your task boards from the dashboard.

2. Kanban Boards

1. Creating Boards:

• Create new Kanban boards for different project phases or workstreams.
• Organize boards by discipline, team, or project area.
• Customize board names and descriptions.

2. Board Columns:

• Organize tasks into columns representing different stages (e.g., To Do, In Progress, Review, Done).
• Customize column names to match your workflow.
• Drag and drop tasks between columns as they progress.

3. Creating Tasks:

• Add new tasks to your boards.
• Assign tasks to team members.
• Set due dates and priorities.
• Add descriptions, attachments, and comments.

4. Task Details:

• Click on a task to view and edit details.
• Add subtasks to break down complex work.
• Link related tasks together.
• Attach files and documents to tasks.

3. Task Organization

1. Task Lists:

• View all tasks in a list format for easy scanning.
• Filter tasks by assignee, status, priority, or due date.
• Sort tasks by various criteria.

2. Task Filtering:

• Filter tasks by status, assignee, or due date.
• Search for specific tasks by name or description.
• Save filter presets for quick access.

3. Task Assignment:

• Assign tasks to team members.
• Set task priorities (High, Medium, Low).
• Add task labels or tags for categorization.

4. Gantt Charts and Timeline

1. Timeline View:

• Switch to timeline view to see tasks on a calendar.
• Visualize task dependencies and relationships.
• Identify critical path and potential bottlenecks.

2. Task Scheduling:

• Set start and end dates for tasks.
• Define task durations.
• Create task dependencies (tasks that must complete before others start).

3. Planning and Forecasting:

• Use the timeline to plan project phases.
• Forecast completion dates based on task schedules.
• Identify schedule risks and delays.

5. Progress Tracking

1. Task Status:

• Update task status as work progresses.
• Move tasks through workflow stages.
• Mark tasks as complete when finished.

2. Progress Metrics:

• Track overall project completion based on task status.
• Monitor task completion rates.
• View progress trends over time.

3. Estimated Delivery Date:

• The system calculates estimated project delivery based on task due dates.
• View delivery date estimates on the dashboard.
• Monitor schedule adherence and delays.

6. Collaboration and Communication

1. Task Comments:

• Add comments to tasks for team communication.
• @mention team members to notify them.
• Keep task-related discussions in context.

2. Task Notifications:

• Receive notifications when tasks are assigned to you.
• Get alerts for task updates and comments.
• Stay informed about task changes.

3. Team Coordination:

• Share boards with team members.
• Coordinate work across different disciplines.
• Ensure everyone has visibility into project tasks.

7. Best Practices for Task Management

- Clear Task Descriptions:

• Write clear, actionable task descriptions.
• Include acceptance criteria and requirements.
• Add relevant context and background information.

- Regular Updates:

• Update task status regularly to maintain accurate progress tracking.
• Keep due dates current and realistic.

- Task Prioritization:

• Prioritize tasks based on project goals and dependencies.
• Focus on high-priority tasks first.
• Reassess priorities as project needs change.

- Team Communication:

• Use task comments for discussions and updates.
• Keep stakeholders informed about task progress.
• Document decisions and changes in task comments.