Task Management 101

One of the best things about Taskforce is that it helps you stay on top of your inbox by creating email reminders and adding tasks to emails.

But, as the name implies, Taskforce is also great at helping you manage your tasks — even tasks that aren't connected to emails! No matter what you're working on, Taskforce can help you do it without leaving your inbox. In this blog post, I'll show you how.

Building Blocks

Task management is all about getting things done. If you're serious about getting something done, it helps to break it down into bite-sized steps.

In Taskforce, you can make a to-do list to represent a big thing you need to get done. After that, you can add tasks to represent the bite-sized steps:

to-do list with tasks

Once you're done with a task, you can "check it off" to represent the fact that it's completed. And once you're done with an entire to-do list, you can temporarily archive it or permanently delete it.

The result is that — no matter what you're working on — to-do lists and tasks are a great way to keep track of what you've already done and what still needs doing.

Task Management in Taskforce

Creating to-do lists is something you'll do often, so we've worked hard to make it easy. In fact, you can do it without even leaving Gmail.

First, click on the Taskforce icon in the top-right of Gmail. This will open up the Taskforce interface where you can see all of your to-do lists and tasks. Next, click the red button at the top that says "+ To-Do List". And that's it!

creating a to-do list

Once your to-do list has been created, you're ready to add some tasks.

Click where it says "Enter new task", type the name of your task, and press enter. Your task should appear on the to-do list. Repeat this process to add as many tasks as you need.

From here, you can click the checkbox next to a task to mark it complete, or you can click on the task itself to edit it.

Scheduling Tasks

In Taskforce, every task you create can have a schedule date — a date that represents when you want to work on the task. To set a schedule date for a task, simply click on the task and then click the "Schedule Date" field.

Once you've set a date for a task, it will appear in the schedule view, which you can access from the menu, right above your to-do lists. (If you can't see the menu, click the "Menu" link in the top-left of Taskforce.)

Here's what the schedule view looks like:

schedule view

As you can see, the schedule view contains lists of tasks, much like to-do list. Unlike to-do lists, however, the schedule view only contains tasks that have a schedule date set.

The main advantage of the schedule view is that it allows you to see all the tasks you need to work on today/tomorrow/etc, even if they belong to different to-do lists. This is ideal for answering the question, "What do I need to do today", because it saves you the trouble of having to look at each of your to-do lists one-by-one.

For this reason, we recommend working primarily out of the schedule view. You should still use to-do lists to keep your tasks organized, but make sure to add schedule dates to any tasks you need to handle soon. When you've done everything on your schedule, head back to your to-do lists to add more schedule dates.

Note: When you use Taskforce to add a task to an email, we automatically schedule that task for 1pm tomorrow. Thus, you can always open up your schedule to see any tasks that you've added to emails.

Get to it!

This has been a very basic overview of using Taskforce to manage your tasks, but it still contains quite a lot of information. If you haven't yet, get a feel for how task management works in practice by creating some to-do lists and tasks of your own.

Don't forget to let us know how it works out (post a comment below) or to email us with any questions!

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