Tag Archives: Efficiency

DropTask’s visual nature: the key to motivation and efficiency for Brian Vroomen

Brian Vroomen’s career switch to ‘Controller’ at a local automobile dealership in Canada was the starting point of his relationship with DropTask. From managing company accounts to creating business manuals; DropTask has been instrumental in keeping Brian motivated while staying on top of tasks and meeting important project deadlines.Brian Vroomen - Controller

“I am always looking for tools that I can use to make me more productive both at work and in my personal endeavours. After many months of researching different programs and waiting for the right one, I was introduced to DropTask through iMindMap. In the past, I had looked at other tools such as Gantt programs and email task managers, but they were not motivating for me at all – the visual nature of DropTask really caught my attention.

“DropTask helps me to get my work done effectively and efficiently, with a very low error rate.”

In my position as Controller – amongst other activities – I am responsible for the company’s accounting and bookkeeping undertakings; from keying in payables and payroll, to all month end/year end journal entries. DropTask helps me to get all of my work done effectively and efficiently, with a very low error rate.

I start each day by opening DropTask and checking for any tasks which might be overdue and I reschedule them. Then, I focus on today’s tasks. With just a glance, I’m able to see what I need to do (or at least what I’d like to do today), and I make sure that any tasks flagged as important are actioned first. The ability to attach documents to tasks is extremely useful; I simply attach a file, it gets uploaded, and I have the additional details available to me anywhere, anytime. I wouldn’t be as organized without DropTask keeping my tasks visually in front of me. I absolutely love watching the items get checked off as I complete them and seeing the recurring task slide in – I never get tired of that, it motivates me to get more tasks completed.

“I thank DropTask for keeping me motivated through the many late nights needed to meet my deadline.”

In my first year, I was tasked with creating the company’s first Policy Manual, along with setting up a new Health and Safety Committee. I tried using a Gantt program but because I was new at the job and wasn’t aware of what interruptions I may experience, I had to keep changing task dates and durations which soon made the whole Gantt process very tedious and frustrating.Using DropTask for staying organized at work

Instead I turned to DropTask and it was quick and easy to set up groups and tasks for both the Policy Manual and the H&S Committee. I was able to mark each task with different attributes and by creating a visual link between tasks, I could instantly see what had to be done next. As things changed I would still have to adjust task dates – but it was effortless due to the flexibility of DropTask, in comparison to the Gantt program. I thank DropTask for keeping me motivated through the many late nights needed to meet my deadline. The program was integral to keeping the project tasks defined and the project on time.

“…it just makes sense to use a tool that can make you do more in the same time, or less!”

The visual nature of the app really appeals to my brain, it’s key to my motivation and it makes me very efficient – and I’m all about efficiency. There are other programs which are somewhat visual in nature, but nothing that compares to DropTask. Having the app available over the internet is a real bonus as it gives me the flexibility to access DropTask from any computer – or even my phone, which is very convenient.

I highly recommend DropTask to anyone, even if you’re not in a team environment and just want to manage your own duties. With more and more work being piled on workers these days it just makes sense to use a tool that can make you do more in the same time, or less!”

Get motivated and start checking off your tasks by signing up for free today at www.droptask.com/signup

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How the award-winning architectural practice, Hudson Architects, replaced to-do lists and note-taking with DropTask to inspire efficiency and transparency throughout the business.

Hudson Architects Team

The Hudson Architects Team

Philip Durban is the Director of Technology at Hudson Architects; a twenty-person award-winning architectural practice designing contemporary buildings throughout the UK and worldwide. Since signing up in the summer of 2013, DropTask has not only improved the day to day internal running of the business, but has added a level of enthusiasm and engagement amongst staff exceeding anything he could have ever hoped for…

 “In 2012 we found ourselves overwhelmed with new projects at the tail-end of the recession. It was in this context that we became frustrated with our old-task management system where every employee was keeping a manual “to-do” list in an effectively private notebook.

Until 2 years ago, our normal business practice was to have a full team meeting every Monday where we would go round the room allowing each person to announce what they needed to do most urgently. We would then try to assimilate this information – and within the same meeting, find the best way to achieve and resource the task. It wasn’t the most perfect way of doing things at all, and tended to be knee-jerk reactive rather than properly planned.

“Every employee was keeping a manual “to-do” list in an effectively private notebook…We would go round the room allowing each person to announce what they needed to do most urgently”

We realized we needed a tool that would make task management more transparent, auditable and accessible to all. But being architects we’re slightly obtuse, and we instinctively respond better to very visual organizational tools – rather than just very long lists!

We scoured Google for a system that would work well for our needs and in the process we tried out quite a few fairly conventional systems across the world, most of which left us very unconvinced. However, as Director of Technology, I then stumbled across something called DropTask and it instantly “rocked my boat” from a visual point of view. It seemed to have startlingly good reviews on both sides of the Atlantic. Soon afterwards, we projected DropTask onto our meeting room wall and demonstrated it to everyone in the company. DropTask’s visual style not only made it very easy to explain to everyone how it worked and why we should have it, but it also made all our staff enthusiastic to start entering their own projects.

Hudson Architects

Hudson Architects

So for the last 2 years we’ve had a principle that if anything is being done in the company it needs to show up somewhere in a DropTask project. We divide our projects into fee-earning projects and overhead projects. Our overhead projects will be the same as everyone else’s (office management, PR, etc), but our fee-earning projects are all about designing buildings, large and small. DropTask has the flexibility to allow a project to be completely unique, or based on a well-refined template – but most of our projects are pretty much one-off. Having said that, we have fairly clear internal protocols for which DropTask “groups” will be used in building projects, although we’ve also found that these groups need to be dynamic over the course of a multi-year building contract. DropTask offers exactly that flexibility.

“…for the last 2 years we’ve had a principle that if anything is being done in the company, it needs to show up somewhere in a DropTask project.”

But apart from DropTask’s intuitive visual strengths, there are other essential features which make it very powerful, including the ability to very easily allocate a fully defined task to any person inside or outside of the organization.  As well as internal task delegation, we now require our IT contractor to respond to and update all our IT requests using DropTask. DropTask also makes it very easy to maintain a comprehensive audit trail for every event within the life of a task, and this audit trail semi-automatically tells us who did what, and when they did it.

DropTask has been powerful enough to inspire subtly new ways of working and has given us an intelligent overview of the totality of our workload – when that was otherwise very difficult to achieve!”

Get your team started today by signing up for free at www.droptask.com/signup

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