How to Organize your day with zoho tasks

The programme that comes with Zoho Mail Suite is a single-stop tool for managing tasks. You can give tasks due dates, set reminders, set goals, and break them down into subtasks when you add them. This lets you give work to other people in your team.

Individual/ Personal Tasks

Occasionally, you may be engaged in an activity that does not necessitate collaborative effort. These pieces of work, which are generally intended for your own use, may be added to your personal Tasks.

For instance, you need to remind your manager about the client follow-up or organize your day.

These can be added to personal tasks.

-Selecting the Personal Duties view in the left pane will bring up a list of all your personal

tasks list.

-Your task can also be delegated to any member of the organization.

-In an ideal scenario, personal tasks are restricted in visibility and accessibility to only the individual responsible for the work and the designated assignee. Nevertheless, if one wants their colleagues to participate in any of their tasks, they can utilize the Add invitees option that is accessible for each activity. This will provide the recipients the ability to observe, appreciate, and provide commentary on their individual assignments.

Group tasks

It would be helpful if everyone on a team could easily access the tasks that need to be completed for a certain project or endeavour. This will aid in reducing unnecessary effort, mending communication cracks, and organising tasks more effectively. You need a Streams group with the appropriate members added in order to generate Group tasks. Once you have your group set up, adding a task and assigning it to the right group is a breeze.

To create a group Sign in to Zoho ToDo or Zoho Mail and go to Tasks on the left side of the screen.

In the pane on the left, click the plus sign (+) next to Groups.

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-When a job is assigned to a Group, everyone in the group has access to it and can see it, like it, follow its progress, and comment on it.

-Anyone in the group can invite a non-group user from the same organisation to participate in the work. Whether or not the task owner chooses to use the Refuse the other Invitees option affects this access.

-Participants in a group task can only see and participate in that task. They are locked out of the group's shared tasks and cannot view them.

-Anyone in your company, including those who don't belong to the groups to which the tasks belong, can be given Group Tasks.

-A task can be duplicated and then assigned to a different team. If you select the Include Comments option, any comments made on the initial assignment will be copied across.

-Group members' roles determine the extent to which they are able to make changes to projects.

Subtasks

You can break up big jobs that need to be delegated into several smaller ones. Let's imagine you've created a task for giving a Pitch to a client. Writers are responsible for the pitch's content, while illustrators are responsible for its design and the client team is responsible for its timing. These can be added as subtasks, and you can assign responsibility for each one directly from the main task board.

-Both individual and group tasks support the addition of subtasks.

-Each subtask can have its own assignee selected. You are not confined to assigning Group

tasks solely to members of that group, nor are you limited to assigning Personal tasks only to yourself.

-If the person assigned to the subtask is also a member of the group working on the main task, they will be able to make changes to the subtask (such as changing the priority, due date, or adding a description).

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Recurring tasks

It's possible that some Tasks will keep coming up at a constant rate. A Recurring task can be added instead of a fresh task each time. Reports, bills, timesheets, and other repetitive chores can all be set up as Recurring tasks. You can set a recurrence to occur once every day, once per week, once per month, once per year, or in any other pattern you like.

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Can we collaborate on tasks?

Yes, Zoho takes care of that because Zoho understands Working together with coworkers is necessary for an organization to grow to its fullest potential. With a conversation board set up like in social media, tasks help your organization work together and keep things interesting.

-You can collaborate with anyone in your company by inviting them to work on the project.

-An invited participant can participate by liking and commenting on the task but cannot make any changes to it.

-Users can be invited to a task not only by the task's owner and assignees but also by those who have been invited to the task. You can also invite others by mentioning them in a task's comments.

-You can invite members of a Group to help with a project by mentioning them in the task's comments. When you do that, everyone in your group can see the project and contribute.

Setting up categories

Be it personal responsibilities or group tasks, having them in large number can be and will be difficult to manage. To circumvent this problem, you might use the Category option. Categories are similar to folders that might help you arrange your duties. You can establish a Category under any Group including Personal responsibilities. After created, you can associate the category categories with any new, current, or closed jobs.

Tags and Labels

It's not uncommon to perform similar tasks for various assignments. Let's pretend you have two blogs,

Automate accounts firm and Automate accounts Consultancy, that both need new content. Create a Tag and link it to your tasks in circumstances like these. In this way, you'll be able to categorize your assignments according to their specific requirements.

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How is category different from labels?

Category:

Subtasks can be organized into Personal or Group categories, much like a file cabinet. Only the set of people for whom the Category was intended will be able to use it.

You're free to assign whichever colour you like to each grouping. It is not possible to assign several Categories to a single job. Anyone with access to a task will be able to see the Category to which it has been allocated.  

Labels:

A Tag or Label is similar to classifying an activity into a specific category. Once you've made a tag, you may use it to label any assignment you want to assign to any group. Choose whatever colour you like to represent each label. Multiple Labels can be assigned to a single assignment. Labels can be used to help keep one's life more organized. No one beyond the task's owner can see the Tag or Label you've assigned to it.

Set Priority and Task status

The importance of each additional assignment will vary. The significance of some may outweigh that of others. Priority helps you organize which tasks to tackle first in such situations. Each work can be given a priority rating of High, Medium, or Low, so you're always aware of which ones are most pressing.

It's not always easy to keep track of which chores you've finished, which ones you've put on hold, and so on when you're juggling a lot of them at once. Setting a Status on your assignments is an excellent way to bring this clarity into your work. The default states in Tasks are Open and Closed. In addition to the predefined Status, you can create your own and give it color for quick recognition.

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Start date and Due date

Tasks allow you to set a start date and due date for the task that has to be completed within a set period of time. If a job is not marked as complete by the due date, you will receive an overdue notification in addition to being able to quickly monitor its progress.

Reminders

It's easy to lose track of time when you're constantly switching between different duties, but with a little forethought and a Reminder, you can make sure you never forget anything.

-The email or message will be sent to both the person who owns the job and the person who is responsible for it.

-If you forget when something is due, you can choose to get an "Overdue" message. You must set a Due date for this choice to work, though.

Task Description

Additionally, you may include details regarding the task in the Description section. Consider that you are tasked with writing a blog and have a few ideas and resources in mind for research and inspiration. You may record them all for future reference in the description. Any user with the appropriate access permissions will be able to observe the description that you provide. This includes invitees, group members, and assignees of the primary and secondary tasks. Everyone from regular attendees to those invited to participate in the group.

Attachments

A simple description isn't always adequate to convey your thoughts about a task. Use the task's Attachment option to add files. Group members, main task assignees, subtask assignees, and invitees will all be able to see any files you choose to upload to a discussion. You can save these files locally (either singly or in a Zip archive).

Note: you can only upload files up to 10 MB.

Task Timeline

It's possible that someone else has made changes to the task you're working on if there are many assignees involved. You may find that the task's reminder, description, or status has been updated, or that it has been marked as complete. Timelines can be found at the bottom of each task, and they contain information about who made changes, when those changes were made, and what was altered.

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