To provide a clear and concise step-by-step guide for team members to create task templates effectively, ensuring consistency and minimizing errors in task assignment and execution.
Key Steps
Access Settings
Navigate to the Settings menu in the application.
Select Templates
Click on the "Templates" option located in the settings.
Choose Task Templates
Switch to the "Task" section to view existing task templates.
Create a New Template
Click the "+" icon to initiate the creation of a new task template.
Name the Template
Enter a unique and descriptive name for the template (e.g., "John Test Template 5"). Avoid using duplicate names to prevent confusion.
Add a Description
Provide a brief description of the task (e.g., "John's check on property sold").
Assign the Template
Choose how the template will be assigned:
To a specific person.
To the current user.
To a specific team role (e.g., Acquisition Manager, Lead Manager).
Use the default team role if applicable.
Set Due Date Offset
Specify the due time for the task after creation:
Enter "0" for immediate due.
Enter "24" for a 24-hour delay, or specify any other time frame (e.g., "1.5" for an hour and a half).
Consider business hours when setting due dates to avoid late assignments:
If the task is created after business hours, set the due time for the next business day.
Add Comments (Optional)
Include any relevant comments or instructions related to the task (e.g., "Check property radar if sold").
Link Additional Tasks (Optional)
If desired, select another task template to be created automatically upon completion of this task.
Save the Template
Review all entries for accuracy and click "Save" to finalize the task template.
Cautionary Notes
Ensure that all template names are unique to avoid confusion.
Double-check the due date settings to align with business hours and avoid assigning tasks outside of working hours.
Make sure to assign the template correctly to the intended user or role.
Tips for Efficiency
Use a consistent naming convention for templates to enhance clarity (e.g., include the task type and responsible person).
Regularly review and update templates to ensure they remain relevant and useful.
Consider creating a library of frequently used templates to streamline the task creation process.
Encourage team members to provide feedback on templates for continuous improvement.
By following these steps, team members can create task templates that facilitate effective delegation and enhance overall productivity within the team.