October 26, 2020
A Guide to Team Task Management Using Workiom
Sinan Hatahet
15 min

Team task management is pivotal for teams, big and small. Whether your team is onsite, distributed, or hybrid, you need to manage their tasks efficiently. 


In our post on “team task management strategies,” we discussed seven effective ways to keep your teams productive. However, task management is easier said than done, especially if you don’t have the right tools and applications.


That’s why there is a massive demand for task management applications in the market today. 


These tools automate task delegation and tracking, saving you a lot of time and effort daily. Moreover, they offer a panoramic view of your team’s productivity and availability. At a glance, they provide insights about task status so that you can plan your deliveries precisely.


That said, it’s quite hard to evaluate task management tools objectively. 


Considering that most tools boast comparable features and prices, you have to look deeper into how each tool works. 


For instance, task management tools like Monday, Trello, and Clickup may seem efficient to the untrained eye. But their restricted flexibility and data storage is a handicap for teams that expect to scale up. And since many of these tools don’t offer free trials or money-back guarantees, it’s hard to make an educated purchase decision you won’t regret later.


That’s precisely where Workiom provides real value for money. Apart from next-generation features, it also assures 100% user satisfaction by allowing a free trial and easy refund. 


Let’s take a more in-depth look at Workiom’s standout features. 


1. Collaboration

You might need to collaborate with multiple people on your tasks. Since Workiom is cloud-powered, collaboration is built right into the application. You can easily invite, share, and sync your projects with your teammates, partners, and clients.

2. Automation

To help you set up smooth workflows, Workiom offers robust automation. Using it, you can create and play around with workflows. Each automation consists of three elements:

  • Trigger that sets off a workflow
  • Condition that should be met to trigger a workflow
  • Action that is performed once a workflow is triggered


Let’s dig deeper into each element. 


Triggers can be of three kinds:


  • Record created: Whenever a new record is created, this kind of trigger sets off.
  • Value changed: When a data value changes, these triggers come into action.
  • Data value reached: When a data value reaches a pre-set threshold, this trigger comes into play.


Conditions are optional cards that can be used to write formula expressions. They can produce a true or false value only. 


Actions can be of three types:

  • Create record
  • Notify user
  • Update linked record

An action occurs when its corresponding trigger and condition are fulfilled.

3. Filtering

When you have tons of business data to manage, an application with powerful search and filter can come in handy. To search for data in Workiom, you can use data fields like name, address, phone number, email, and weblink. Linked lists offer even more search operators, such as date and currency.  

Once you find the data you are looking for, you can narrow down the search results using Workiom’s filters. You can also save a set of filters that you use frequently as a custom view for future use. You can add more than one filter to a view.


To set a filter, you will need to populate three fields- field name, operator, and value. For each data type, there is a dedicated set of operators.

4. View Creation 

Workiom can create varied views since different people like to consume data in different ways. Broadly, Workiom offers four types of views:

  • Table (default)
  • Board
  • Calendar 
  • Public form


The table view looks like a traditional spreadsheet, with rows and columns of data. To create a new table view, click on the “New View” link at the top of the screen and then, click on “Table” in the menu that appears and click on Create.

To edit or delete an existing view, click on the ellipsis next to it and select a relevant option from the shortcut menu that shows up.

If you want to depict your tasks as a calendar (segregated by days, dates, etc.), you can create a Calendar view. You can also color-code your data to denote priority, department, or date range. 


To create a Calendar view, simply select “Calendar” from the “New View” menu on the Dashboard. After that, you choose a date range to plot your data on the calendar.

5. Notifications

Wouldn’t it be great if your project management app automatically notifies people when the tasks/records pertaining to them are updated? That would facilitate prompt user action and effective communication. 


Workiom does precisely that.


So that you don’t miss any notifications, Workiom sends them to two places:

  • Your email inbox
  • Your Workiom inbox

Notifications in your Workiom inbox will look something like this:

You can archive the notifications one by one or you can click on 'Archive All' to do it at once.


6. Permissions

Data security plays a critical role in team task management. If you don’t regulate user permissions, you expose your sensitive business data to breaches and malware. When data is freely accessible, it becomes hard to track changes and levy accountability. Moreover, you can not maintain the sanctity of your organization’s hierarchy if you don’t demarcate permissions.


Workiom gives you granular control over user permissions. You can determine who can view/edit/share data at various levels, such as application, list, and record.


To define permissions on an application, set its visibility to private. Permissions can be defined at two levels:

  • Per user: When you outline permissions for each user separately, you can control how a user accesses and uses your application. 
  • Per role: When a number of users deserve the same set of permissions, you can create a group of those users. Then, simply assign the role to users instead of defining permissions for each user separately. 


A user can hold multiple roles. Additional permissions can be granted to a user over and above the role permissions assigned to them. In the latter case, role permissions take precedent over user permissions.


To grant permissions at the user level, go to the Settings tab and then select “Users.”

In the user view, click on the “Actions” button next to the user whose permissions you want to define. 


Then, select “Permissions” from the menu that appears. When you do that, a pop-up with all the private applications in your workspace displays.

After you select the desired applications, decide the level of granularity, you need to reach in permissions. As explained before, you can control permissions at application, field list, and field levels. On top of that, you can also modulate overall permissions at the workspace level. 


To define permissions, you need to select the “Permissions.Apps” folder from the above pop-up. You can also assign the administrator’s role to specific users, in which case they will e able to control all applications and their permission profiles. However, they will not be able to take away the admin privilege from others.


7. Templates

Whether you need to manage your human resources or to track your expenses, Workiom has just the right templates for you. All of these templates have lists and views that are tailor made for each use case. More than that, they are 100% customizable, which means you can control everything about them, from the interface to features.


Want to know the best part?


You can try these templates for FREE.


Here are some of the templates Workiom offers:

  • Customer relationship management (CRM)
  • Task management
  • Order management
  • Editorial Calendar
  • Social Media Management
  • PR & Media
  • Product planning
  • Campaign Tracking
  • Email Marketing
  • Marketing Asset Management
  • Human resources (HR)
  • Objectives and key results (OKR)
  • Order tracking, and more…...


With a few clicks, you can create solutions that are perfect for your business, data, and teams. To try all of the above templates, all you need is a sign-up with a valid email address, no credit card required.



TRY WORKIOM TEMPLATES


Want to Try Workiom?


As you can see, Workiom is a full-featured task management application with robust features and services. They offer a lightweight mobile application so that you can manage your teams and data on the go. Their prices are competitive, and policies are transparent.


To watch the tool in action, you can register for their free trial. If you face any glitches, feel free to reach out to their proactive support team.


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