How to Collaborate on Tasks with Teams in Todoist

Edited 2 weeks ago by ExtremeHow Editorial Team

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In today's fast-paced world, effective collaboration is the key to the success of teams, whether they are working in a corporate setting, on a school project, or in any other environment where team coordination is important. Todoist is one of the many tools available that help teams manage tasks efficiently. It provides a user-friendly platform for organizing tasks, setting priorities, and collaborating with team members in real-time.

Collaborating on tasks using Todoist involves several steps, and understanding these steps is essential to effectively manage and track shared responsibilities. This guide will explore how teams can collaborate effectively using Todoist, with practical examples and detailed instructions on how to set up, manage, and improve team productivity.

Setting up Todoist for team collaboration

To start collaborating with a team on Todoist, the first step is to make sure all team members have accounts on Todoist. Here's how you can set up Todoist for effective team collaboration:

1. Creating a Todoist account

If each team member doesn't already have an account, they will need to create a Todoist account. This can be done by visiting the Todoist website or downloading the Todoist app from your mobile device's app store. During the account creation process, you will provide an email and set a password.

2. Setting up a team project

Once all team members have their accounts, the next step is to create a shared project. A project in Todoist is like a container for tasks that everyone who is part of the project can see and modify. Follow these steps to create one:

• Log in to your Todoist account.
• Click the "Add Project" button which is usually marked with a plus "+" sign.
• Name the project appropriately to reflect what the team will be working on. For example, it could be named “Marketing Campaign” or “Website Redesign.”
• You can optionally color-code the projects for easy identification.

3. Inviting team members

After creating a project, you need to invite your team members to the project. This will ensure that they have access and can contribute to tasks:

• Open the project you just created.
• Find the "Share" button, which is usually located at the top right of the project interface.
• Enter the email addresses of the team members you want to invite. Make sure the emails match the addresses associated with their Todoist accounts.
• Send an invitation. Team members will receive an invitation to join the project in their email inbox.

Management of tasks and responsibilities

Once your team is established within a project, you can begin managing tasks. It's important to have a clear system for assigning responsibilities to ensure that each team member knows their roles and deadlines.

1. Creating and assigning tasks

The main function of Todoist is task creation and management. To create a task, follow these steps:

• Go to the project where you want the task to exist.
• Click the "Add Task" button. This is usually marked with a "+" sign at the bottom of the task list within a project.
• Enter a descriptive name for the task. Be clear and use action verbs to describe what needs to be done.
• You can add a due date by clicking the calendar icon next to the task name input.

To assign a task to a specific team member:

• After you create a task, you’ll see an “Assign” or person icon near the task details.
• Click on the icon and select the team member you want to assign the task to from the dropdown list.

Using this method ensures that everyone knows their responsibilities and can focus on their assigned tasks.

2. Setting priorities

In any project, not all tasks are equal. Some tasks are more important than others and need to be prioritized accordingly. Todoist allows you to set priorities for each task:

• When you create or edit a task, look for the “Priority” option.
• Select from the options given, usually levels 1 through 4, with 1 being the highest priority and 4 being the lowest priority.
• Priority levels can be represented by colour codes – for example, red can be used for high priority tasks.

3. Using labels and filters

Todoist allows you to use labels and filters to organize tasks more effectively:

• Labels: Labels are keywords that can be tagged onto any task for additional classification. To add a label, type “@your_label_name” into the task or choose from existing labels. For example, use labels such as @urgent or @review to reflect the nature of tasks.
• Filters: Filters are custom views that allow you to see tasks in a project that meet certain criteria. You can set a filter to see all today's tasks or all high priority tasks. Create a filter by navigating to the Filters section and entering conditions such as `today` or `priority 1`.

Improve communication and efficiency

Todoist isn't just about tasks; it also helps improve team communication and efficiency. Here are some features and tips for taking advantage of Todoist to help your team work better.

1. Using comments

Comments can be added to tasks to facilitate continued communication. You can do this as follows:

• Open the task you want to comment on.
• Click the "Add Comment" button.
• Enter your message. This can include a status update, question, or relevant information related to the task.
• Post a comment. Assigned members will be notified of new comments, ensuring the conversation about the task stays active and all updates are received.

2. Attachment and integration

You can attach files to tasks and integrate other tools to increase productivity:

• In the task window, you will find the option to attach files. Use it for documents, images or any other relevant content.
• To integrate Todoist with other tools like Google Calendar, Dropbox or Slack, go to Settings and navigate to Integration options. This helps streamline processes by eliminating the need to switch between applications.

3. Regular review and optimization

To make sure the team is on track and keeping up with any changes, consider implementing a regular review process:

• Schedule a weekly or bi-weekly review meeting to consider project progress, adjust priorities, and reallocate tasks if necessary.
• Analyze which tasks were completed, delayed, or had problems. Address these issues as a team to improve future performance.

Conclusion

Todoist provides a versatile platform for teams to collaborate and manage tasks efficiently. From setting up shared projects and assigning tasks to prioritizing work and using labels, Todoist offers a comprehensive suite of features to keep teams organized and productive. Improved team communication through comments and integrations further enhances collaboration. When you use Todoist for your team coordination needs, remember that adjusting processes based on regular reviews can improve productivity and team success. By leveraging the power of Todoist, teams can navigate the complexities of projects with greater ease and efficiency.

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