How To Create a Task Tracker in Microsoft Teams

To create a task tracker in Microsoft Teams, search for the “Tasks by Planner and To Do” app in the Teams app bar and add it. Once added, you can manage tasks through the “My Tasks” section for personal tasks and “Shared Plans” for team tasks. You can create new plans, assign tasks, and utilize features like bulk editing and filtering to enhance task management efficiency.

Microsoft Teams’ Tasks app integrates features from both Planner and To Do, allowing teams to create, assign, and track tasks seamlessly. Here’s a more detailed guide to setting up a task tracker in Microsoft Teams: 

1. Access Microsoft Teams.

• Open Microsoft Teams: Launch the Microsoft Teams application on your desktop or navigate to the web version.
• Sign In: Ensure you are signed in with your organizational account.

2. Add the Tasks App.

• Locate the Tasks App: In the left sidebar, click on the Apps icon (three dots) to open the app menu.
• Search for Tasks: Type Tasks in the search bar. Look for Tasks by Planner and To Do.
• Add the App: Click on the app tile and select Add to integrate it into your Teams environment.

3. Create a New Task Plan.

• Open the Tasks App: Click on the Tasks icon in the left sidebar to open the app.
• Create a New Plan: The Tasks app has options for My Tasks and Shared Plans. To create a new shared task plan, click on + New list or plan.
• Name Your Plan: Enter a name for your task plan and select the relevant team and channel where it will be used.
• Click Create: After naming your plan, click Create to finalize it.

4. Organize Your Tasks.

• Add Buckets: In your new plan, you can organize tasks into different categories (buckets). Click on Add New Bucket to create categories like “To Do,” “In Progress,” and “Completed.”
• Add Tasks: Within your chosen bucket, click on Add Task. Enter the task name, set a due date, and assign it to a team member if necessary.
• Add Details: For each task, you can provide additional details such as priority, notes, checklists, and attachments. This helps clarify expectations and provides context.
• Save the Task: Click the X in the upper right corner to close the task details, ensuring all updates are saved.

5. Manage and Track Tasks.

• View Tasks: The Tasks app allows you to view all tasks under My Tasks for individual tasks and Shared Plans for team tasks.
• Edit Tasks: To edit a task, click on it, make your changes, and save.
• Bulk Edit: To change multiple tasks at once, select them using the SHIFT or CTRL key, then choose options like Progress, Priority, or Due date from the menu above the task list.
• Filter Tasks: Use the filtering options to sort tasks by due date, priority, or assignment to streamline your view.

6. Notifications and Updates.

• Receive Notifications: The Tasks app will send notifications for any changes to tasks assigned to you, ensuring you stay updated on your responsibilities.
• Check Activity Feed: Monitor your Team’s activity feed for updates related to task assignments and progress changes.

7. Collaborate and Communicate.

• Use @mentions: When discussing tasks in Teams chats or channels, use @mentions to notify team members about specific tasks or updates.
• Regular Updates: Encourage team members to regularly update their task status to maintain transparency and accountability.

By following these steps, you can effectively create and manage a task tracker within Microsoft Teams, enhancing collaboration and productivity for your team.

If you manage a field-based team and find the above process tedious, you need a different approach. There are specialty scheduling apps for construction or simpler small-business scheduling software that will not only help you manage schedules but also track scheduled tasks from start to finish. 

These scheduling-cum-task tracking software solutions can help field-based teams track project progress accurately. They enable field workers or technicians to share field notes, upload digital copies of receipts (so they won’t have to carry them around), share photo updates, and tick off checklists assigned by their managers. 

By looping everybody in, these task trackers enable team members to know what to do or where to go next without the hassle of back-and-forth communication. They can work in any type of workplace setting, but task-tracking software solutions are the most effective in managing HVAC technicians, painting contractors, electricians, and other types of field service workers. 

Looking for a task-tracking tool to streamline your field service business? Here are three options (and their detailed reviews) to get you started: 

• Connecteam Review
• Housecall Pro Review
• QuickBooks Time Review

References