5 Simple Tricks to Master Task Management in monday.com

[music] welcome everyone um to our to our webinar um and we are going to get

started with five simple tricks to manage tasks in monday.com okay can everyone see my screen

give me a thumbs up okay um great so we are just going to start with agenda just quickly so you know what to expect

through this call um first just sorry sorry through this webinar um just a quick intro welcome we're going to

talk about why tasks are so important when you're running your business and using wday.com and then we're going to

talk about five tricks um the first is highle lowl boards the second is a progress column the third is a system

called Batman and Robin um the fourth I feel like as I'm reading this there's more than [laughter] five um as I'm

relooking over my notes because I have Batman and Robin twice so I apologize because I changed the order um so e is

not relevant anymore and Batman Robin will be at c um D is my daily view deadline View and F is we're going to

talk about reoccurring tasks so just to give you a heads up about sorry what's coming up okay so before we

get started I just want to introduce myself my name is Tara Welcome to our webinar today I am the founder of a

company called Simple day we are a team of 10 people all over the world and our focus is to help clients implement

monday.com we do a lot of training um we do a lot of onboarding and we do a lot of implementations um I personally love

working with different clients from all over the world to and all different verticals to learn about their companies

understands what they're doing why they're doing it and then to make an automated process within Monday I have

been using Monday since 2015 um and at when I was working at a different company and now as a business

business owner I continue to use it so everything I everything that I'm going to share with you is based on my

experience of using the platform and sharing this Theory with a lot of other different companies and it's things that

I see that just work and will help you manage um manage using monday.com in a simple but powerful way um a little bit

about us in January we actually became a silver partner within monday.com which is just very exciting for us um and with

that let's get started okay so the first things that I really want to just start out with is we're

talking about tasks here so the question is is like why are tasks so important what I see is that any company you're

working with any company organization doesn't really matter at the end of the day I think one of the most important

things that people do is they manage tasks or they do tasks doesn't matter literally I was just talking to someone

who um they bring race cars all over the world and they maintain them or if you're an e-commerce or if you're in a

marketing company or any other tons of verticals people need to manage tasks so I personally think that this is one of

the most important boards that you can have within monday.com is that you have a task board to manage your tasks when

you boil everything down a lot of thing a lot of things are based on tasks I could tell you specifically in our

company we do have a lot of boards but our task board is the main board and I think that's probably what most

companies should be because essentially you just need to get things done obviously um having a having tasks that

you do maintain structure and organization within your company it helps with efficiency and focus people

know what they need to do why they need to do it they understand exactly what task they need to do you it also can be

used for accountability and ownership if people understand what their tasks are and why they need to do it people will

take more accountability for it and ownership which obviously just will help Propel whatever you're working on

forward we also want to see progress as a business owner you want to see how a task is moving forward sometimes it

could be connected to a project sometimes not but you want to see how tasks are moving forward because that's

how you judge where your company's going yes you may have big projects but at the end of the day projects are just broken

down into smaller parts which are tasks so tasks I think are like the key building block of running a successful

company is that people understand what their tasks are know how to do them do them in timely fashion take

accountability and it also allows for collaboration and communication when there's clear understanding of who's

responsible for what and the deadlines so that's just like a quick overview about tasks I'm sure that most of you um

and I'm just guessing here realize the importance of tasks but a lot of times when people come to me and they start

talking about Monday and they say like do I have the best structure and is this right and is that right like I say to

them like think about everything you just did like did you think about what your tasks are what are you actually

doing every day because that's really the most important thing that you need to look at yes you can use Monday for a

wide variety of different things but having a taskboard I think is really the most important thing um so that's one of

the reasons that I wanted to talk about these tricks um I have seen how they can literally transform a business because

they really change everyone's Focus to make sure that things are getting done on time when they should be done and

there is also transparency for managers into tasks so that being said let's jump in to

um sorry to number one we're going to talk about a highle and low-l Boards so I'm actually just going to switch to

share this screen instead just give me a heads up can you guys all see my Monday board give me a thumbs up I mean this

you could do in the chat awesome thank you appreciate it okay so I just want to take a step back and explain this this

concept of a highle board and a lowle board within Monday if you've done any research um you've seen this concept

come up a lot because it is something that's talked about a lot it is actually I will say um a concept that people have

trouble with so you're in good company if it's something that's not so clear so I hope that I'm going to be able to

clarify and explain why it's so important and we're going to get into how this is linked to tasks for for our

tip number one so what we're what we see here is we see a high level board essentially a highlevel board

[clears throat] think about it as like an overview like a high level of things that you're doing

with your company so for this specific example I actually used an example of a marketing and website development

company so if you think of that kind of company what are they doing they're building websites so those are the

projects those are the highlevel projects that a company need that this company for this example is dealing with

so they want to understand on a high level what the projects are now if you think about the structure of a company a

lot of times there's you know a CEO a COO CFO whoever is on like the executive level the owner whatever it is like they

don't necessarily need the nitty-gritty of every single task but they want to understands where are the projects

holding what progress are we making that's what a highlevel board is a high level board allows you to see things

from a big picture overview now the next part that's connected to this is a low-level board okay we're going to go

into the details of all these boards don't worry and explain how they work but what a low-l board is this is

actually a task board a low-l board in my mind is the task board this is the list of things that actually need to be

done to complete the project so again you have a highle board where you get a big picture overview about all the

projects everything's going on you can pull in people responsible times um deadlines progress things like that and

the low-l board is actually your task board where you manage everything now you can link these two boards together

so that way you understand exactly where we're holding and I want to um take now dive into these specific boards just

before I do that are there any questions on this concept of highle lowl boards if you do feel free to add them in the

questions I just want to make sure that everyone's clear on this because this is like really critical to understand this

concept because it will make the tasks easier once you have this Okay cool so let's jump in we're going to start with

our high Lev board so as I said highle board is usually projects on this board you can see what what we have here you

can see there's six projects I leave on this board they're numbered projects you know four whatever they're not in order

456 and the other ones are here based in different groups again so this is a web development company and you can see that

they're managing different websites that need to be built okay so the big project is the websites being built you can see

here that we have a status column um showing which client is associated with this project we have the project dates

and you can have other things like the project files and whatever you want but the most sorry the most important part

that we have here is we have these connected board columns to our task board which is our lower board lower

level board and like I said the lower level board is where you manage the tasks so I just want to show you exactly

how this works and explain why it's so important to have so what you can see is let's

just say we have this one task of building out a homepage okay and you can see that it's associated with client

number five which is like project number five they're interchangeable in this example um and you can see that it's

connected to this board okay to the high level board now if you look here you can see I have other tasks that are also

connected that are completed we're going to get to this progress column this is one of the tips that I want to talk

about but what you see is for managers okay managing a project if I'm managing this project great I can come and see

like look project number six website development is 50% completed project number four is 100% it probably should

be in this completed projects group um and project number five is 20% but for managing tasks for each project

sometimes you can have hundreds of tasks or you know 20 30 tasks for each project so the concept that I want to I guess

the first tip that I really want to focus on is have a taskboard use a taskboard to put all your tasks there

you may want to have a highlevel board where you can connect your low-l t tasks to your to your projects but the idea is

that you have everything in one place I can't stress enough how many people I see that are new to Monday and when they

build out their boards they make a board per client or a board per project it happens all the time in some cases that

is the correct structure to use but in most cases it's not because everything's all over the place and you don't know

where things are one of the the next things that we're going to get to is I think the most important thing within

Monday is to know what you need to do every day you open your board you come to work and you need to know what am I

doing every single day and it's all based in Monday but the basis of that is a taskboard so my first tip and like

it's pretty straightforward is create a taskboard figure out what kinds of tasks your company needs to do [snorts] what

things you need to track you know who's doing them how you want to do deadlines you can add in automations whatever you

want but the first thing is think about the structure of a highle lowl board and actually having a taskboard so

everything is in one place it will make things much simpler when you know exactly where everything is the next

thing that I want to move on to is this Pro number two um just here just to back to our presentation number two is the

progress column so if you noticed on my low-l board I added a progress column here um it's pretty straightforward to

add it just to show you you can just hit plus and then progress and it's called project progress tracking and on the

high level board you'll notice that it actually doesn't do much for me because what it does here is it's just telling

me like once this Mark is marked as done these things are 100% done if it's not done they're 0% done so if I look here

it really doesn't tell me much which is true it really doesn't tell me a lot about the status of the project it does

tell me about the task itself which we you could use but on a project level it doesn't tell me what much but the I

think like I know it's a trick about task management so like I think when you're working on this understanding

between um managers and people within your company what you know who's actually doing the work if you use this

progress column so you'll see here and I I showed this to you before you can see this status of the pro the progress of

the project I think for people to understand like looking big picture for people that

are working on a project to understand where it's up to for managers it's something that's really important to

understand where's this project up to what percent are we are we up to um I do want to take a little bit of a detour

that I have done other setups um where on a taskboard you'll have like item level and then you'll have sub item

levels and on the sub item level we do this um we do this um sorry the progress column and then you could roll up the

progress of all the sub items so it's a similar concept that you're using the progress column when you're tracking

tasks um you know because maybe some things have a lot of different parts to it so you could put it in a sub item and

then roll it up to the item level if you want if you guys want if anyone wants me to show them that now I'm happy to to

quickly build it out to show you but the concept is use this progress column I think it's like a totally underused

column and I personally am a big fan of it but my second tip is that I think that you should use the progress column

to track the progress on task the progress on um on projects because it really gives you a lot of information

about where everything is holding okay we covered two tips so far any questions comments questions just fill them in put

them in in the question section and happy to answer them okay

back here sorry back here um to our presentation so I know I just said this but one of the most important things

that I think is that you need to think about what do I need to do every day when people come into the office I think

that if people don't know exactly what they need to do or it's somewhere in their head and they kind of need to

figure it out I think it's I think it's hard for people to focus on what they need to do they have like a list of 25

things they don't know where to look even if you have a lot of a lot of Monday boards and you don't have one

specific board people don't know what do they need to do how do they find their tasks um if

anyone's using the my work set up within Monday um this is one way to do it I personally do not love the my work um

feature so I prefer not to use it if anyone wants to know why happy to answer that um but I personally do not use it

so but one of the things that I'm always thinking about when I'm doing a build for a client is what do I need to do

today how does the client see exactly what they need to do today so the next three tips that we're going to go

through are showing you exactly how you can do this um okay thank you I see Judah um and Sandy wrote just about the

my work so I will get into it I'll tell you why I don't like my work while it's true it's really good that it pulls

together all of the tasks from all different boards I find that it's not sophisticated enough because you don't

have all the columns so if I go for example to um my low-l taskboard which is again where I'm working all day long

I could have a status column but like I won't see the client column okay the date is pulled in but like I won't see

other columns a lot of times we have a lot of other columns like on our internal testboard we have more than

these just basic columns so if I have more than those columns I can't I can't use them within my work I can't do

filters as sophisticated as I want I can't do views within my work so I think it's not because of that I don't have

like the sophisticated way of seeing all of this information so that's why I personally don't recommend

my work I have seen it work really well for a lot of people but you know if you're working on boards that are a

little more complex and you need to use that data functionally like you just don't have the columns in the board like

if you want to sort by a client you can't necessarily sort by a client you just see everything at one place um so

that's why that's why I don't use it I hope that answers everyone's everyone's questions

um I did see I did see yeah Sandy I agree with you I I think that my work is something that

needs to be greatly improved I actually have spoken to Monday about it numerous times I think it's really something that

needs to be improved the one thing that I will say I will make a recommendation about is in my work they have this view

I don't know if you guys can see um if if you notice but when you open the item update so you can see here I

have all the columns on the board and here I have the update section this is actually a feature that's in my work

that I think is amazing and if you ask Monday support you can get it on your account it's actually like an old

feature but for me this I think is amazing because here like I'll write you know like let's just say I'll write an

update like Rosa you know is this done and then I can change the status for her right away um and I have everything in

one place as opposed to Jumping between columns so that's a feature that I actually got from my work if you like

that layout and it works well for you I definitely would recommend asking support for it but besides that I wish

that they would add a lot more to my work totally totally with that um okay one more question

I actually don't know Caitlyn thank you for reaching out for asking that I actually don't know what the the feature

is I would just write to support and it's support at monday.com I would go into my work and show them a

screenshot and I would just say like how do I add this on my account that's what I did I just did it a couple months ago

and they added it it's like they need to like enable this feature um but I don't know what it's called so maybe it's like

a side to side view or something um but I highly recommend it okay cool so back over here one second okay so number

three um this is a concept that I call Batman and Robin I don't know if you guys are familiar with the really old

Batman and Robin cartoons um my my memory of it and I actually did watch

some recently to see if my memory was correct was that Batman was the person in charge and he kind of like got the

credit but Robin was kind of the one that was actually doing the work so the concept behind this is that whenever you

have a task you need you need to be able to thank you sansy I'm reading your comment of them um

whenever you have a task you need to know who's responsible for it okay you need to have a naming convention I can't

stress how important it is to have a naming convention to understand who's responsible for things because a lot of

times unless you're working by yourself like you're working in a team and A lot of times things either need approval or

you have to ask someone else a question or you're waiting on someone else whatever it is so you need more than one

person involved with a task so the system that we came up with is um something called Batman Robin and the

idea is like here Batman is the guy in charge so he's usually maybe the one talking to the client he's the one

overseeing it maybe like the manager that would be like the equivalent but the Robin is really the person actually

doing the task now I want to show you in our actual Monday boards how we use this so if you come here you can see on our

low level board we have Batman and Robin so let's say this specific task Rosa is the Batman and I'm the robin so everyone

has assigned a role now what happens and internally we literally have this conversation every day like oh you're

the Batman can you let me know about XYZ or you're the Robin having an easyto use naming convention just makes things

simpler because you know everyone automatically knows oh I'm the Batman this is my role I'm the robin this is my

role so it's a really easy naming convention people know what their their tasks are um sorry people know like

exactly what they need to do based on what they have and then there's also these this interplay with the status

column so we have Robin review and Batman review so basically like if I would change the status to Batman review

there's a notification that sends out a notification to whoever the Batman is says you know Batman review this task

and the same with the robin so what that also means is that I can come through this board and I could just be like look

oh I have to review all of these tasks because Batman got back to me you know I have to review these tasks because

because you know now I'm the Batman and Robin got back to me so no matter which role you play I think it's really

important to have a naming convention to understand people's different roles and how they relate to tasks most tasks I

think like someone has to do them and someone has to approve them or you know someone needs to get back to the client

like you have an account manager but I find that sometimes people just don't have the right words and then they're

just not clear like who's doing what who's responsible this is a really really easy naming convention um it's

something that we've used I've actually I have a client who if you guys are familiar with the office they do um they

do Michael they do Dwight and Michael like those are the ones that they chose um but different people have done have

done different things but the concept is is that you want to make task management simple make sure people know what their

role is with the task by assigning them you have the people column you can see here we have the two people column make

sure a task is assigned to every person and people know their role okay

next did Batman and Robin okay the next thing that I want to talk about is my daily

view now if we come here to the um the low-level board which I call the Tas board is if you guys are working on a

lot of projects or a lot of tasks this board is going to get filled up very quickly and it's not going to answer the

question of what do I need to do every single day because you're going to come on this board and you're going to get

really really confused because there's so much information going to be data overload not going to be helpful so

while I do recommend like I said having everything in one place having one task board where you manage all your tasks

you also need to divide the information into a meaningful way okay and that's taking advantage of different views

[snorts] now before we get to the different views like I said everyone needs to be assigned to task because

that's the only way you're going to know what you need to do you also need to have a date column so if you look at

this date column this is in something called deadline mode if you click on these three dots and you see the

settings I can remove deadline mode so see now it's just the date or I can um set as deadline mode you need to connect

it to a status and to either bat like a person column and you can connect it now if you see what happens you could see

these little icons that are here which just tells me like in a visual way that oh this task is overdue look this is

almost do because this is due on the 30th this is today one of the things that I personally love

about Monday um is I'm a very visual person like when I look at something I see colors before I read things so for

me when I look at dates like I just see the I just see the colors you know what I'm saying like oh red shoot it's

overdue I Didn't Do It um so it's really really very helpful so I definitely recommend setting everything on that

deadline mode now let's talk about views so we have a lot of information here right and I don't think like I said it

could get very overwhelming get very confusing because there's so much here so what I think everyone should do is

have a view that I call my daily view so if you click on the plus button over here you can make a new view um I add

you can add a new table then I would rename it to be my daily view okay now so the question is how do you

customize this because I'm still see everything so the first thing that I would do is I would go to the filter and

you have to decide like using this Batman and Robin you have to decide like which one you want to do you can do

Batman or Robin you could do both but just for the sake of this I'll just do one so I would do where Robin is dynamic

me now I want to talk about what this Dynamic me is in case anyone doesn't know

um Dynamic me is the person that is signed into the Monday account that where using their user so for example if

this filter is set to Dynamic me when I sign in I will see everything that I'm assigned to when Rosa signs in it's

going to be everything that she is assigned to so what this means is that it limits the the issue like I've seen

people have 25 views because they're like Tara's view Rosa's view Joe's view John's View and everyone has their own

view but Dynamic me saves you from that and you could just have things that are filtered for me and as each person signs

into Monday they'll have their own view so you can see here sorry that I filtered um where Robin is dynamic me

and then what I do is I go to the date column and I like to choose um where the date is today like everything that's due

today plus everything that's overdue okay so I'm going to save to this View and you can see that I only see two

tasks now this is due today and this is something that I didn't do so I need to remember to do it because if you don't

go back to your past tasks then you're not going to know like oh what did I miss so the concept is is that you have

a view of everything you missed that you didn't do and everything let's do today everything else you don't need to see

some people like to have a view of let's say things that are due this week um you know in the month whatever it is you

know like you could do like a this week I don't know if it's going to affect this filter but um you can do something

like that that you have something this week but the concept is is that you're using filters to limit the information

so that way you only see what you need to do and then we've answered the question when you come into the office

you know exactly what you need to do everything you forgot to do yesterday or for the past few days or that you've

been pushing off because you don't really want to do and whatever you need to do today so it's really clear and a

simple way to manage your tasks because you don't you don't get overwhelmed by seeing all these hundreds of tasks

you're just focused on what you need to do I will add um one other thing sometimes for this view is people hide

columns like let's just say they don't need to see in this specific one like they don't need to see the connection to

the high level so I can remove columns and um I've also done this with group eye so groupy is a feature that changes

the the group so here you can see this is due today and this is due this month so you can also use this groupy maybe

want to group by client like let's say that's a different idea like this is all a task for client five client six but

use the filters use the views to make the information in an easy to digest format for you so that way you can find

exactly what you need okay any questions about I know that was a lot any questions about Batman and Robin the

views the deadline um any questions before I move on to the last tip okay awesome

okay so let's just go back here okay the last thing that I want to talk about is reoccurring tasks um

reoccurring tasks now most people have tasks that are reoccurring just the nature of having tasks that they're

always the same tasks on maybe on a monthly basis an annual basis whatever it is so

there's two different things that I recommend in order to do that the first thing that you can look at is

automations now it really depends how many um ongoing tasks you have if you want to

do automations and I'll show you why but what you can do is you can simply add an automation that says when this happens

and it would be let's just say every every time period so I can say let's say monthly on the first of the month I can

create an item and here I would write my task um let's just say I need to send out report send out a report I can

assign who I want as the person I can you know set not started I could let's say for a client here I'll choose client

one and every month this task is going to be created if I would hit create automation

now if you have 10 tasks 15 tasks that are like this you're GNA have like 10 items that just say then create an item

then create an item then create an item once you get to a lot of items that you have on a reoccurring basis I just find

it's hard to manage if you ever need to edit them or get rid of them like you literally have to like click through

every single one so I think once I get to like about four or five um then I wouldn't do this approach but this is

one approach that you can do to manage ongoing tasks and it literally will just create a new task on the board for you

the second approach is to use another board called um a reoccurring task board this is a board that it really mimics

the taskboard you can see that it has like the task the same Batman and Robin it has a date and it has the same like

client or project status column okay so we're basically saying like this obviously is an example from a web

design company so we could say like look every month you need to QA the website or probably annually is not really

realistically let's just say monthly um or weekly you need to do these tasks so what this board does is we have a

frequency how often this needs to be done and then we set up a whole bunch of automations that push it to the

taskboard so I'll just show you um basically the the main one I didn't update this as I was working on these

boards today but basically when a date arrives create an item in the taskboard which obviously it should be our

taskboard but you get the idea um whenever a date arrives we're just going to create a task in that board and then

you can see like one day after the task happens it pushes it um by the frequency so let's say one day after it arrives IF

frequency is weekly push it by one week so what would happen is for this weekly task let's say set to

June 1st if I send it set it to today so um today it would create a task on the taskboard and then tomorrow because it's

weekly it's going to push this automation by one week and then next week it's going to create another task

on the taskboard now what this does is this allows you to manage a lot of different reoccurring

tasks if you ever need to edit them or change them I found that companies that um you know Consulting companies

marketing companies development companies that are like cyber security that are doing work for clients um that

they have a lot of these reoccurring tasks and their clients are always changing so they want to be able to

easily edit it unfortunately the automations like I showed you are not so easy to edit so what this does

is their um is that it allows you to easily edit them whenever you want and it's just like runs on a system it just

continuously runs and sets the tasks on the taskboard um I do see a question here is there a way to set up an

automation that sets up a new test when triggered and use dependencies I wasn't able to do

that when I tried um I don't think so unfortunately I'm sorry um I I think dependencies are really

really Limited in what their amount they're able to do um as far as I know you can't I could

double check for you after this webinar but I don't think so like there's a lot of limitations around dependencies

um unfor my my guess is no but I would I could double check that for you um okay so that's how to use tasks and I think

um those are basically the five tips so just to review the five tips that we spoke about um first of all you always

need to keep in mind what are you what are you doing today what's your goal and how do you know to understand exactly

what you're doing we spoke about having a high level low-level board the progress column Batman and Robin daily

view with deadline modes and how to and having reoccurring tasks I think that all these things are really going to

help you just manage tasks a little bit better because at the ends like that's the building block of business is just

getting everything done um for your tasks so thank you very much for joining and now I will open the

floor to any more questions thank you for being such an interactive audience and I loved all your questions

throughout um if there are any other questions I'm happy to answer them Sandy thank you I see your email I am

going to copy your email address and I will email you once I take a look at it okay

let me see okay another question hold on just came in let me just find it here okay is there a way to set up

automations that set up a new test no sorry wrong question um what are the best ways to customize monday.com views

to make it easier for my team to see the deadlines so I think we went into the different views um I would recommend

seeing what columns can be hidden because don't necessarily need all of the columns

um and in terms of deadlines so what I've done I'll just let me just share my

screen again so if you go to the lowl board like sometimes what people do instead of having this view so let's

just remove this we could just like Mark like things that are overdue or things that are due this week or things that

are due this month so this way you can kind of um see what your deadlines are obviously this should go without saying

like if you don't enter dates for tasks you you won't have this information so it's really important to enter tasks and

dates for tasks um so that way you can set up these kind of views okay

next question um could you please demonstrate the progress tracker on the high Lev board the feature that you

showed earlier sure so if you look here on the lowlevel boards I just want to show you that this is the progress

tracker that we added now this board is connected to the highlevel board this is a connected board column

if you open the highle board so you'll see that here's a link to the highle board and this is simply a mirror column

so basically once I connected to the to the sorry to the low-level board this is just a mirror column that pulls in the

information from the low-level board does that answer your question I'm not sure who asked that question but I hope

that that answers it um that is about that I see another question here one second

okay cool um okay I see someone else another question thank you for pointing it out how can I use monday.com to

create a reoccurring weekly agenda or a meeting plan so what I do for Monday in terms of reoccurring agendas is we

actually use a Monday doc um you can use it in a column like in a taskboard in a column that says like I

don't know weekly meeting or like on the side on the left you can just add a document and the document um I I

literally just keep on adding to it I'm just actually going to just show you an example so um one sec if I add a

document I'm just going to add a doc here so what I do and I've done this for a

lot of clients and I'll show you a cool trick about it so here's let's say meeting notes okay so here you have your

meeting um you could set your date up and then what I do is first of all you can close all of these now they're

separated but if you if you set up the dock that like the H1 is the date like the meeting date so then you can close

everything and then the next week like you can just literally copy this whole thing and um add it over here so then

you have a running document of all of your agendas in one place so like this would be like agendas you know for

weekly meetings something like this and then um and then you can constantly add the information

now one thing that I want to show you that's really cool is I can add action items from a weekly agenda let's just

say I need to I don't know create a logo that's my task and I need to upload a doc now what you can do is if you

highlight on this item I can click plus item I can actually choose a board let's put it on our low-l board and I can

choose a group and I've created an item on that group which is really in that board which is really cool now if I

click on create logo so we see it's in the open projects I'm just going to assign myself I'm going to get to this

to show you I'm going to mark it as task on hold just so you guys could see it clearly so it's in this document so then

every week like for the next week you can come back and look at what you did now if I go back to my board um so see

have to go to the main table see here we have create a logo remember we put it on task on hold so I'm automatically

creating um a task from my document and I use that as a running agenda I hope that answers the question

um okay any other questions that I missed let me just double check one sec

um okay there is one from Judah how would you recommend organizing level of tasks awesome yeah I think okay let me

just read the question for everyone how would you recommend organizing level of test meaning some tests are simple like

calling or emailing Bob other tests are bigger that might be putting a presentation together would you

recommend differentiating between the level of tasks um so sometimes great question by the

way sometimes people use sub items like let's say putting a presentation together is a bigger task and maybe has

different parts so sometimes people will have sub items like you know part number one get the template part number two do

the research part number three I don't know get the charts that you need for the presentation so some people put

those as sub items so that way you see like the whole task is doing the um the whole task is doing the presentation but

then you have the sub items of exactly the different parts of the task and so that's one way to do it um some people

need to know like the timing like it could be this is like a a timing um or like your effort so I've seen people if

you work in a um if you work in a um an agile method so they'll put the effort like something has more effort or some

things have like estimated time and this way you can know for your team like how hard it is you know how much time is

expected to do it you also could use the priority column um if you go here you can always add a column of priority I

know priority is different than what you're asking but I'll but basically you can add the priority column and then you

can just label this differently so like instead of saying critical you know you could say like I don't know maybe like a

large task versus a small task like if you need that in order to prioritize information you can use a status column

in order to differentiate between the different levels of tasks like it kind of depends why you need to differentiate

between it like maybe you want to know that okay people only have five hard tasks every you know every week or

whatever it is so I would look into either doing sub items or think about um using the status column

okay I think there was another question is there a way to set reminders that are specific at a certain time yes there are

so let me show you um okay so I'll show you a few things so first if you click here on a task you can actually set a

reminder um here sorry that so I can set a reminder

like I can customize on this day and you can see I can do it at 9:45 so this is connected to this specific item that I

want to remember it'll send a reminder you also can set automations that say when date or

arrives set a reminder like that would be more Global because you would say like when date arrives at 11 o' set a

reminder you can choose the time but that's going to be board specific so if you want board specific you should be

going to the automations um and you can do it there if you want items specific then you can go into the update section

and you can find the information there okay um I hope that answers that question any other questions any last

minute questions um okay so give me one more second um so I really just want to thank everyone for

joining thank you for all of your questions I really enjoy getting these questions um you know I if you are

interested in learning more we have a YouTube channel feel free to check us out on our YouTube channel feel free my

email is here in the this slide on the presentation feel free to copy it reach out if you have any other further

questions if you need help with any future implementations again again feel free to reach out and I hope that this

helps you learn how to simplify your tasks and have a great day thank you very much everyone

oh and if you're still here Rosa just put a link to my calendar Le um if you want to set up a um a a free

consultation feel free to click on that link we can send it out in we'll send out a um an email with in a couple of

days with a recording to this webinar and we can have a link there as well so thank you very much watch and have a

great day [music]