Task Best Practices

The Task System is most effective when everyone uses a consistent standard. These practices keep your work list clean, searchable, and actionable.

Naming and clarity

• Use verb-first task names: "Send draft contract", "Book carrier", "Confirm pickup".
• Avoid vague titles like "Follow up" without context.
• Add short descriptions that capture the outcome you want.

Dates and urgency

• Always set a Due Date for time-sensitive work.
• Use Start Date for tasks that should not be tackled immediately.
• Review the Late filter daily to stay ahead of overdue items.

Ownership and collaboration

• Assign tasks to the person who will actually complete them.
• Use multiple assignees only when collaboration is required.
• For cross-functional tasks, include both Sales and Operations users.

Checklists and progress

• Break complex tasks into checklist items.
• Update progress stages as work moves forward.
• Move tasks to Completed only when all checklist items are done.

Common workflows

Sales follow-ups

• Create a task after every customer call.
• Set the next contact date immediately.
• Use the Customer reference type for easy context.

Shipment execution

• Link tasks to the shipment or quote request.
• Use checklists for documentation (packing list, BL, customs forms).
• Assign tasks to operations users with clear due dates.

Internal reminders

• Use Personal tasks for internal reminders or admin work.
• Keep personal tasks short and time-boxed.