3 ways to switch off for the weekend

You’ve probably heard that working out too much leads to fatigue and even injury, and training progress is slower as a result. Well, the same can be said for our minds. The human brain consumes around 20% of the body’s calories, and that expended energy must be resupplied. If we overwork our brains by not giving them a high quantity and quality of rest, we burn out. This means weakened productivity and poorer choices – not to mention a negative impact on our mental health. Luckily, DropTask is on hand to help you switch off properly over the weekend so you can be more productive during the week.

Urgency and Importance Icons

1) Clear high-priority tasks

Nobody wants to go into the weekend knowing they have high-priority to-dos outstanding. In the short term, you might feel more productive if you focus on the easier, less urgent tasks. But then you go into the weekend with those harder, more important tasks hanging over your head. You will either have to deal with them at the weekend, when you should be resting, or add them to your ever-growing to-do list for next week.

Instead, try to clear your priorities early in the week by reviewing your tasks and highlighting high-priority ones using the Urgency and Importance icons. This will keep you focused so you can work through tasks methodically. If you have too many high-priority tasks to deal with, don’t be afraid to call for backup. By Assigning Tasks to teammates and working collaboratively with them to get things done, you can start the weekend safe in the knowledge that this week’s most important work has been dealt with.

Progress Bar and Checklists

2) Tie up loose ends

With your priorities taken care of, think of all the in-progress tasks that are currently on your to-do list. Do you know how close to completion each task is? Often, we get distracted towards the end of a task and forget how close we were to completing it. Then it just festers on our to-do lists for much longer than necessary.

By checking the Progress Bar, you can easily see which tasks are very close to completion. If the task has been left unfinished for a while and your memory of it is a little fuzzy, you can glance at any Checklists you might have made to remind yourself of what steps you’ve already taken towards completing it. You’ve already prioritized your most urgent and important tasks, so you can now do yourself a favor by tying up loose ends. Then you can have a totally fresh start next week.

Start and Due Dates

3) Plan and prepare

You’ve prioritized and tied up loose ends, but there’s still something missing. The weekend is drawing nearer, yet you’re still anxious. You need a plan. You need to do something right now that your future self will thank you for.

Take a look at your remaining tasks and start planning priorities for next week. Set Start and Due Dates for each task so that on Monday morning you will know exactly when to start each task and what deadlines are coming up. As you do so, your Calendar will be automatically updated, meaning your schedule is crystal clear for you to review on Monday. By planning and preparing now, you can relax over the weekend knowing that everything is under control for the week ahead.

Make sure you can relax this weekend – sign up to DropTask now. It’s FREE!

Planning and managing research projects with DropTask

When you start out, a research project can seem like an overwhelming prospect. There’s so much to think about, including gathering resources, setting up meetings, organizing schedules and outlining goals. DropTask helps you to break research projects down into 3 primary stages: planning, actioning and managing progression. With a host of practical features, conducting thorough and accurate research has never been so simple.

Visualize your strategy

Planning research

Arguably the most difficult and daunting stage of the research process, planning bears great significance to a project’s success. Whether your workplace is conducting market research or you’re a student looking to write a dissertation, DropTask’s Canvas gives you a fresh workspace to gather your thoughts on tasks relating to your research project’s methodology, strategy and resources. Create Categories for the different areas of your research project and think of possible Tasks that might need completing in order to carry it out, such as ‘Conduct Survey’ or ‘Collect Data’. A sign of great management is being adaptable to change, and DropTask’s flexibility means that you can be confident in making any inevitable changes to your research project as and when needed.

If you’re working as part of a team, make good use of the Comments and Messaging feature to bounce ideas off your team members. Attach Files such as web articles, book titles or academic papers that you are citing as sources to tasks, enabling you to find them easily and capture the specifics in one compact bubble. This will save you the hassle of having multiple tabs open at once. In addition, if your project is a large one, use Tags to add contextual information and filter out tasks to find them quickly, as well as visually lessen the load.

Make plans a reality

Actioning plans

With confidence in the direction of your project, the actioning of your plans will now feel less intimidating. If you have a schedule in mind, you can set Start and Due Dates for your tasks to guarantee your research project never goes off track. These aren’t fixed, so it’s easy for you to adapt and amend when obstacles arise. Setting tasks out on a clean canvas means you have a clear visual overview and can see at a glance what needs doing and when – all on one uncluttered workspace.

Assign Tasks to appropriate team members to ensure everyone is aware of their responsibilites and the project’s goals. Keep everyone up to date and synchronized in the Team Calendar. DropTask allows you to work and tackle tasks in real-time, and with a variety of team members now working collaboratively with clear deadlines, your chances of conducting successful research are maximized.

Keep tabs on it all

Managing and overseeing progress

Whether you’re part of a team or not, use the Progress Percentage bar to keep up to date with your project. When you make inroads into a task, you can update your progress from 0% all the way up to 100% completion in chunks of 5%. Having such a thorough understanding of your progress means that you can manage your research accordingly and begin to think of forthcoming tasks.

Similarly, Checklists give you greater insight into the phasing of a task. For example, if you or a team member have been designated a task to interview people, you can use Checklists to outline which people you’ve already seen and which you have yet to interview. This breaks the task into manageable chunks while also granting you a detailed insight into your progress, and that of others.

The next time you are asked to lead a research project, take full control with DropTask. From planning to managing, it will take you through each fundamental stage of research seamlessly, and increase the chances of your project being a successful one.

Plan your next piece of research with DropTask – sign up for free here.

Get back on track with an end-of-summer project review

You’ve probably just enjoyed a summer of blissful vacations and time off spent with family and friends. As summer passes for another year, now is the time to catch-up, get back into your work routine and review the status of your projects. Assess your project’s objectives and set out goals to work more productively and see the rest of the year out successfully.

Conduct a project review with DropTask for Business to know where you presently stand. Ensure your projects are focused and planned well to achieve more this coming fall and winter.

Reflect on your progress

Reflect on Completed Tasks

Take a step back and focus on what you have achieved so far and spot if you have any outstanding tasks or projects. Review and evaluate your Completed Tasks to pinpoint areas for development. Take into consideration how you approached those compared to any tasks that have fallen behind. Perhaps tasks were not completed due to reasons beyond your control, or was it down to poor time management, lack of communication or resources? Now is a good time for honest reflection to get you back on track for the final few months of the year.

To gauge how many tasks are unfinished, use the Progress Percentage bar to see how far they are from completion, gain a greater understanding of what areas need improving and decide how to proceed with them.

Shift the deadwood

Project List View and new Canvas

You might have noticed your strategy going in different directions as the year has progressed. Priorities can change a lot over time. In your project review, pinpoint any stagnant projects in the Project List View and start to revive the ones you believe still remain relevant to your overall goals for the rest of the year. Dispose of the now-insignificant projects and start from scratch with fresh goals in mind on a new Canvas, which may well give you the necessary headspace to rethink your priorities.

See your changes in your Calendar, and if you’re part of a team, keep them up to date using the Team Calendar. With newly reviewed goals for the rest of the year, you and your team will benefit from having a revamped schedule and a clearer direction for your projects.

Plan to end the year successfully

Convert Task to a Category

Is someone struggling to complete a task on time or progressing too slowly on their own? Sometimes, a task that you thought was small and manageable escalates into something pivotal to your overall goals. Easily Convert a Task into a category and begin to section it into smaller, more manageable tasks. That way, it can be approached more realistically and improve the likelihood of the important things getting done.

Collaborative working brings the team together to reach their full productivity potential. Assign other team members to the larger tasks and reap the productive benefits of real-time team collaboration. Make changes that are instantly communicated to your team, speeding up the process and allowing you to work more efficiently.

Now you know where you stand with your projects and their associated tasks, you can begin to take action. Easily make adjustments and use DropTask’s full feature set for a productive end of year, be it setting more accurate deadlines, delegating more tasks or better juggling your priorities. Use DropTask to review the status of your ongoing projects and reignite your motivation for the rest of the year. With clear and refreshed goals, it is possible to make the end of the year your most productive yet.

Manage your tasks more efficiently and sign up today with DropTask – it’s free.

How to quit the harmful habit of multitasking for good

Many people see multitasking as an admirable skill, one that leads to success in the busy modern world. The truth is that multitasking is productivity’s biggest enemy. This ‘skill’ we strive to master is a hidden dagger sabotaging our efficiency.

A common misconception is that multitasking is the ability to perform more than one task at once. In fact, when we multitask, we actually flit between tasks, often completing them to a lower standard than we would have if we focused on one thing at a time. When we try to perform two or more cognitively complex tasks at once, such as replying to an email while apparently listening to someone in a meeting, we find that we’re more stressed and less productive. In short, multitasking is harmful to both our mental health and our careers.

So, why exactly is multitasking such a productivity killer? And how can DropTask help you fight the urge to multitask? Read on to find out the answer to these questions and more.

 

Save time on tasks

Save time on tasks

Despite popular belief, it actually takes us a lot longer to accomplish anything when we multitask. John Medina, author of Brain Rules, reports that people whose work is interrupted take 50% longer to finish a task and make up to 50% more errors. This makes sense when you stop and think about it. Say you leave one task unfinished and run off to complete another, by the time you get back to your original task you will probably have lost track of your progress. This means you have to spend extra time getting settled back into the work at hand.

DropTask’s Checklist feature enables you to break tasks up into subtasks, allowing you to work methodically until the overall task is complete. Checking off quick, small checklist items helps you keep your motivation and momentum, making you less likely to become discouraged or distracted. If you eventually find yourself unable to complete more subtasks, for example if you need to take your lunch break or have a meeting to attend, you can still get a clear idea of how much work you’ve completed by glancing at the checklist overview visible on the task circle.

 

Fight fatigue

Fight fatigue

Multitasking is exhausting. Our brains are not built to cope with flitting from one complex task to the next in a short space of time. Instead, we need to properly focus and commit to completing one task before beginning another.

Keep your DropTask Calendar up to date with your tasks and deadlines so that you can manage both your workload and other people’s expectations of your time. With the Team Calendar, your colleagues will be able to instantly see when you’re busy and will be less likely to interrupt you during an important task. Start Dates and Due Dates allow you and your team to clearly see when you are planning to begin a task as well as which task is due next. You can then focus on completing tasks in order of priority instead of getting distracted by less urgent tasks and trying to multitask at the last minute.

 

Shield yourself from distractions

Shield yourself from distractions

Being reactive rather than proactive with your workload is incredibly unproductive. Gloria Mark, a professor at the University of California, found that when people are interrupted it typically takes 23 minutes and 15 seconds to return to their work, and most people will do two intervening tasks before going back to their original project. This switching leads to a buildup of stress.

One way to manage distractions is by Emailing Tasks into DropTask. When an important task does crop up unexpectedly, you can send it over to DropTask in an instant, ready for the next time you log in. The task is then off your mind, ready for you to deal with when you can. You can even set a Start Date on the task to show your colleagues when you’ll see to it.

Another way to deal with distractions is by prioritizing tasks. You can mark certain tasks as Important and Urgent and Collapse lower priority categories. This way, you’ll feel less overwhelmed and distracted at work – out of sight, out of mind! You can always expand collapsed categories again when you are ready to commit to something new.

 

Protect yourself from stress

Protect yourself from stress

Attempting to perform too many tasks at once can cause your stress and anxiety levels to soar, which in turn can lead to burnout and sick days at work. When the office environment is too fast-paced and encourages employees to multitask, morale is lowered and there may be a higher turnover, which could be costly to companies.

DropTask provides you with the tools to be productive at work as well as a complete overview of your projects, allowing you to work methodically at your own pace and pinpoint where you and your team are with tasks. The Progress Percentage bar displayed on the task circle allows you to see exactly how far you and your colleagues have come with your tasks, giving you that extra push to finish your great work. A clear overview of your progress, along with the ability to set Reminders to prompt you to take important action, obliterates the need for multitasking and ensures that you and your teammates are less anxious and less stressed at work.

Sign up to DropTask for free today to kick your multitasking habit for good. Know someone who is a serial multitasker? Why not do them a favour and show them this blog? They’ll thank you for it later.

Exciting new updates to DropTask’s desktop apps – available now!

Here at DropTask HQ, we’ve been working hard to bring everyone up to speed with the latest DropTask features. We’ve released a new update for our Mac and Windows desktop apps to give you an instant productivity power-up. Here’s what’s new:

Refreshed user interface and improved usability. Updates to the look and feel of your Canvas bring you a fluid and engaging workspace that’s simple to navigate.

Better offline sync, plus an online/offline indicator. Update your projects on the go, even without Wi-Fi, and trust that your work will be in sync next time you’re back online.

Project Browser menu showing key stats. Gain an instant high-level overview of your current projects that highlights key stats, such as how many tasks are currently in Progress or have been completed.

Copy task links to share. Copy direct links to tasks to share with others so they can instantly hone in on a particular to-do.

Category dropdown in Canvas View. Quickly focus on a particular category in your project by using the easy-to-navigate dropdown categories menu in Canvas View.

List of all recent projects. A list of your latest projects will show you what you’ve been working on most recently, so you can easily navigate between your most active and current projects.

Desktop Notifications. Keep up to date with any changes to your project as they happen, and always stay in the loop.

 

Windows specific updates

As well as the updates above, Windows users will also benefit from:

More layout options. For your convenience, Auto Layout will perform an automatic centralization of your projects and tasks into one, neatly compact area.

Sort your Calendar by Due Date. Prioritize your workload and organize your Calendar so that impending deadlines are your main focus.

Convert tasks to categories. If a task begins to grow, easily turn it into a category to break it down into smaller, more manageable tasks.

 

Mac specific updates

Combined with the features at the top of the page, Mac users can enjoy:

Mac Dock integration. Add DropTask to your Mac Dock and access the app hassle-free with one click.

We’re excited for you to explore our latest DropTask desktop apps features. You can find out more over on our Help Hub.

Maximizing your ‘Productivity Peak’ with DropTask

According to society, you’re either a morning person or you’re not. However, productivity is not that straightforward. Josh Davis, the author of ‘Two Awesome Hours’, believes you have a two-hour ‘Productivity Peak’ each day. But, how do you get the most out of your hours of peak productivity and make the most of those less productive periods? DropTask can help you to maximize your output when productivity does strike. Plus, it can trigger and maintain motivation for you and your team throughout all parts of the day. Here’s how…

Prepare for productivity to strike

Create a Project

If productivity can peak at any time, you need to be poised and ready to make the most of it. Davis’ idea is that there are two ‘best mental hours’ each day, so it’s essential to maximize your output during this period. To prepare effectively, start a DropTask project and create categories and tasks for all that you need to achieve on its canvas. Set Start and Due Dates for a practical way to control your own workload, so that when productivity does strike you can beat those deadlines fastest approaching. In your project, Assign Tasks to team members. That way, your project’s workload is shared and when somebody’s productivity peaks, it is to the whole team’s advantage. Use the task Progress Sliders to keep your team up to date with your progress and to gain an overview of how the entire project is moving along. Using DropTask’s markers of Importance and Urgency, add clear visual cues to your project and give yourself an easy to digest overview of where your time and effort is best spent when productivity does hit.

Stay motivated with a collaborative team effort

Comments and Messaging

If everyone on your team has at least two hours of peak productivity, that’s a lot of hours filled with completed tasks and feelings of accomplishment within your team. The buzz of finishing a task or hitting key project milestones can become infectious, and you can spread this feeling using DropTask’s Comments and Messaging feature. Comments and Messaging enable you to give a friendly boost to team members with motivational comments and collaborative support, all of which help to promote a warm working environment where productivity can thrive. With a real-time, visual overview of your project, you can watch team to-dos move from started to complete throughout the day. This clear project progress will spark a sense of shared productivity and achievement within your team, even when you’re not sat in the same office.

Break down larger tasks using Checklists

Checklists

The prospect of a big task requiring a lot of effort can be quite overwhelming. You might sit there fearing the enormity of the job at hand. Rather than freezing in panic, begin to break the task down into smaller chunks that can be more quickly and easily achieved. DropTask’s Checklists will break the task up into sub-tasks. With a breakdown of your task to-dos, you can prioritise those requiring the most effort for times of peak productivity, and leave the less challenging sub-tasks for those not-so productive periods. Checklists help you to remain focused and motivated by quick wins, regardless of your productivity level at that time and track your progress every step of the way. With every sub-task ticked off, you’re one step closer to task completion.

Make time to clear some headspace

Team Calendars

Alongside those more strenuous tasks, use DropTask’s Calendar to schedule time for your physical health. Davis thinks that our physical health combines strongly with our mental health and if they suffer, so will our productivity. Have a go on the treadmill, take a lunch break, head outside for a stroll. While it may seem trivial when compared to the significance of your tasks, a change of environment will trigger new levels of productivity that you wouldn’t achieve otherwise. The adaptable nature of DropTask allows you to factor in these breaks when you need them most. We would suggest including them in between your most demanding to-dos to give yourself quick boosts throughout the day. The Team Calendar allows everyone to factor in these important breaks and your project progress will improve as a result.

DropTask gives you a real-time overview of your tasks, goals and team projects to set yourself up for greater success, so you can remain productive throughout the day. When your ‘Productivity Peak’ strikes, you will be ready to maximize your output and achieve more than ever.

Make the most of your productivity and sign up for free with DropTask.

Got deadlines? We’ve got it covered

When we plan to meet deadlines we imagine the best-case scenario; involving no hiccups or bumps along the way. But the reality is, deadlines often get missed and before you know it, you’re already two steps behind on next week’s work.

At DropTask, we want to eliminate the risk of missing important deadlines. We’ve made note of just some of the ways that DropTask can help you to plan, manage and achieve anything that you put your mind to. Don’t believe us? See for yourself below.

Plan thoroughly

Imagine this. You’ve just arrived at work and before you’ve even had a chance to sit down, your manager has unexpectedly thrown you a bundle of urgent deadlines to meet. Already juggling your current workload, the thought of adding more tasks into the mix, seems almost impossible. First things first – don’t panic. We suggest making each deadline a task in DropTask to make getting your head around your impending work that little bit easier. And the best thing about tasks? Creating them is simple.

    • Tasks are a great way to identify the steps you need to take. We suggest doing this so you know exactly what you need to work on. Click here to turn your deadlines into tasks.

Now you’ve made a visual note of everything you need to do, the next stage is making each task more desirable to tackle. Next up are Checklists:

  • Checklists allow you to break down the original tasks that you’ve created. For example, if one task is particularly tricky, you’ll be able to define the individual steps you’ll need to take to complete the overall task. This feature is a great way for you to limit the chances of overwhelm and let’s face it, we’ve all been there.

Ready to break it down? Learn more about Checklists here.

Manage accordingly

So now that you’ve jotted down your action steps for the coming weeks, it’s time to cement those deadlines in place. We suggest selecting a date before the actual deadline is due. Confused? Don’t worry, we’re here to give you the low-down.

Welcome to ‘self-imposed deadlines‘. If you’re unfamiliar with this method, self-imposed deadlines simply encourage you to work harder. By setting them days or even weeks before a deadline is due, you’ll give yourself extra time to perfect those finishing touches.

Set and manage these deadlines by assigning Due Dates to tasks. Once Due Dates have been set in place they’ll automatically be slotted into the built-in Calendar, carefully displaying your schedule for the coming weeks and months ahead, helping you to remain on track to meet all of those deadlines.

(Top tip: Want to rearrange a date? Simply drag and drop your task into its new date and let DropTask rejig your schedule accordingly.)

Achieve consistently

Last, but certainly not least, is achieve. You’ve planned your steps and created a personal Calendar, now all that’s left is to meet those deadlines.

From the very start of creating your tasks, to sliding the Progress bar to 100% complete; DropTask is there to help you work more efficiently towards reaching that end goal. With its unique capabilities helping to boost performance and maximize your potential, you’ll never miss a deadline again. Now, you’ll be able to keep track of everything (including the important details) all in one, organized workspace.

Never miss a deadline again with DropTask. Sign up today – it’s free.

Avoid speed bumps on the road to project completion

Within every type of project, whether you’re working alone or as part of a team, there are dependencies that effect how fast it progresses. And while completing all steps are vital in making a project a success, miscommunication between team members and being ill-informed of key information can impact accountability, and the execution of the overall project.

To avoid this from happening, we’ve made note of how to limit the possibility of project failure to ensure you always remain on an uphill cycle.

Establish everyone’s direction

While it’s important to work on the tasks that you’re Assigned to, stepping back to look at the bigger picture allows you to see previous actions that have been taken and the remaining tasks left to complete. But not being aware of your contribution towards the project’s overall completion can sometimes stall progress for other team members, and their ability to begin their own work. In DropTask use the Canvas view to envision the aim of the project and get that big picture view. With each step clearly defined as task circles, you’ll be able to gain a visual perspective of the entirety of the project, and identify which actions you need to take.

Another simple but highly effective way to ensure team members are informed of the impact their tasks have on other members’ work, is to encourage others to update one another on the Progress of their task. With a performance indicator displayed on the task circle, you’ll be able let others know how much longer the task will take. And if you’re still curious on the status of a task, drop the team member a direct Message to ensure you’re always informed of key developments within the project.

Avoid a pile-up

The definition of backlog is – ‘the accumulation of uncompleted work needing to be dealt with‘. Ring a bell? Perhaps it’s emails that need to be followed up, forms waiting to be filled in or feedback that needs reviewing, avoiding tasks that lack excitement are normally the ones that delay other work from starting.

Stopping and stalling a project is inevitable. However, if this is a frequent occurrence during all stages within your project, then it’s time for a change. Think about all of those instances you’ve wasted locating miscellaneous to-do’s and what you could have achieved if you’d kept everything together. It would be pretty great, right? With DropTask, there’s no need to worry about the misplacement of documents, dates or reminders of important actions that you need to take, because DropTask’s got it covered. Attach Files to tasks that you’ll need to recall, and assign Due Dates to ensure you’re aware of upcoming deadlines. And if this isn’t enough, add Reminders to prompt you on actions that you need to take (and ones that you’re likely to forget about). With everything you need in one convenient workspace, your projects will be completed more efficiently and effectively, without the backlog.

Buckle yourself in until the end

Without the willingness to help push the project towards the finish line, tasks will not be executed to a high standard, resulting in work needing to be revisited later down the line. In a 2014 survey conducted by Salary.com, 69% of employees admitted to wasting a substantial amount of time at work and letting urgent work slip to the bottom of the pile. Avoid this from happening by becoming more committed, and use your own initiative to utilize your time on something more productive.

Keep moving forward and begin by editing your workspace to indicate to others what you’re working on. Use Dependency arrows to draw links to connecting tasks together, so others (you too) will remain informed of the order of the tasks that you’re going to complete. With focused and visual order displayed within your project, it will give others a gentle nudge of the timescales of their upcoming work.

If you’re facing difficulty with an unusually large task, why not make use of Checklists to break the task down into separate actions. Plus, with the number of checklist items appearing on the task circle, your progress will be instantly visible for those within your project. An employee who is proactive with their time recognizes when responsibility is needed. Don’t be the weak link in the team. Take charge of your work and utilize the time you’ve been granted to increase your accountability, and to remain focused on producing consistent results.

To learn more, sign up for free at www.droptask.com/signup

 

Rally your team together this 4th July

We’ve all had to work with others at some point in our lives in order to get things done. Whether it’s working towards a strict deadline or organizing a big event, we often rely on fellow team members to help us get over that final hurdle, and they’re often the ones who we’re celebrating with when we cross the finish line. And while some prefer working on their own, many of us can’t imagine facing everyday workplace challenges without a supportive team behind us.

Rally your team together this 4th July and create the best team on the block with our top tips below.

Boost morale – a ‘good job’ goes a long way

Being thankful for hard work and celebrating small successes can sometimes get pushed aside by other pressing deadlines. Recognition of your team’s hard work not only allows you to express gratitude for their efforts, but also encourages employees to strive for greater results with a clear understanding of what behaviors and outcomes your organization values.

Share praise by Commenting on a specific job well done, and get the team geared up for the next phase of the project. With the ‘@’ symbol you can mention team members in a comment to thank them for their hard work.

Oversee, don’t micromanage

Employee autonomy limits the need for constant direction from managers and CEO’s. However, in a 2013 survey conducted by Stanford University focusing on executive coaching, 35% of coaches admitted that delegating work is something that they need to work on. And even when managers do delegate responsibility, they fall into the trap of micro managing the rest of their team, resulting in employees performing at a lower level (as found in a recent study).

Instead of feeling like you have to constantly look over your team’s shoulder, take a step back to show that you trust them to perform at a high standard. By granting the team a little authority, they’ll have the freedom to work together to get things done. After Delegating responsibilities, you can gently oversee project developments by looking at the ‘Active’ projects from within the Project Browser. Here, you’ll be able to view what’s in Progress, what’s been Completed, and areas that require your attention. With indicators displaying the status of the overall project, you’ll be able to keep track of project developments at a glance.

Define deadlines

Strategic deadlines push the team forward towards the desired end goal. Set specific task Due Dates to inform everyone of the activities and timescale required for the project’s successful completion.

How do you motivate your team to get things done? Let us know in the comments below.

How DropTask takes center stage at the ‘Zebra Financial’ offices

Frank Xiriha, Managing Director of Mortgage Brokering Company ‘Zebra Financial’, was looking to build a more productive and efficient process for the internal day-to-day operations within his company. With up to 8 stages that client files must progress through before completion, performing duties and keeping on track of status proved to be an issue for Frank and his team, until he found DropTask. By eliminating the hurdles, DropTask provided the team with a complete oversight of the entire business and the processes within it.

‘Prior to finding DropTask, we were searching for a tool that gave us that ‘big picture overview’. This search was not only time consuming but it also turned into a repetitive and boring task.

‘DropTask is now a vital part of our day-to-day operations’

Being an ‘outside the box’ thinker, I made it my personal mission to explore new ways to solve our problem of keeping track of each stage of sale process, while at the same time ensuring that when we found the right solution, it would be an easy transition for the team. After what seemed like forever sifting through various task management platforms, one of the most intuitive and visually pleasing was DropTask. The visuals that I was presented with from the very beginning was a welcoming first impression, and was fun and friendly to work with.

Before making the decision to move to DropTask, we had various methods of tracking our day-to-day processes. Among these methods were spreadsheet software, markerboards and filing cabinets; all proving to be ineffective, overly complex, and required a huge amount of effort to maintain. But with DropTask, staying on track has never been so easy.

Our usual way of managing projects was by using an old fashioned markerboard, but we’ve since upgraded our projects to a 65″ TV which now takes center stage in the middle of our office.

One of the key features we use to manage and oversee stages within projects is the Workflow View. The Workflow View replicates the way we used to try and manage stages on the markerboard, except now we’ve spared ourselves the time of rubbing and re-writing names on the board. The Workflow is easy for the team to use, and has proven to be a seamless transition for us all.

The team LOVE DropTask and the fact it gives them the ability to update tasks even when they are away from the office. The app’s online and offline capabilities and availability on different devices means that work is easily accessible, even outside of traditional working hours. This proved to be the most substantial ability that the app provides, as it guarantees effective collaboration between a range of employees; whether they’re working in the office or remotely.

Going digital with our daily processes has been the best decision that we’ve ever made. To monitor our processes, we create a task to represent each client deal that’s in progress. As the task moves through its own process, in the Workflow view we drag and drop the bubble into its corresponding vertical swimlane. This makes each stage instantly identifiable, and makes knowing what’s in progress and what’s completed visible at a single glance.

The fact that DropTask is overall visually pleasing and user friendly was the main reason why I made the decision to introduce it to my business. The ability to Assign Tasks to members of the team and allocate them to a particular file by simply adding their Avatar image onto a task is useful to the whole team. Everyone not only knows who’s assigned to which task, but with their avatar image displayed on the task circle it reminds them that they’re responsible to complete it. I can’t remember a time without DropTask as it’s now an integral part of our day and how we get work into its completed stage.’

Already a DropTask user? Share your story with us at contact@droptask.com for your chance to be featured in a future post!