Projects, views, and planning

Create a project

Use Task Manager → Projects for a shared outcome with several tasks. Define the project name, owner, purpose, target window, members, and completion criteria. Add sections or workflow columns that reflect how the team actually delivers work.

Sections and workflow columns

Sections group tasks by phase, workstream, customer, or another stable dimension. Kanban columns represent workflow state. Avoid using both to express the same concept because operators will disagree about which one is authoritative.

Keep work-in-progress limits practical. A crowded “In progress” column usually means tasks are too broad, blocked work is not visible, or ownership is unclear.

Custom fields and labels

Use a custom field when the value must be filtered, sorted, reported, or controlled. Use labels for lightweight categorization. Document option meanings and do not create near-duplicates such as “High,” “Urgent,” and “Priority 1” without a defined distinction.

Saved views and filters

Create a saved view for a repeatable operating question, such as overdue client work, tasks blocked this week, or content awaiting approval. Name the audience and filter in the view title. Check that a shared view does not depend on “me” when every viewer should see the same owners.

Kanban, Calendar, and Timeline

• Use Kanban for flow and bottlenecks.
• Use Calendar for start and due-date load.
• Use Timeline for dependencies, overlaps, milestones, and schedule movement.

Dragging an item can change its status or date. Review the task after a consequential drag, especially when recurring work or dependencies are involved.

Quick add and bulk work

Quick add is useful when the title, owner, and destination are known. Open the task afterward for details that prevent ambiguity. Before a bulk status, owner, date, archive, or delete action, review workspace, filtered selection, count, and downstream notification behavior.

Weekly planning review

Review overdue, unassigned, blocked, high-priority, milestone, and overloaded date ranges. Confirm that work created from Inbox handoffs, CRM next steps, and workflow actions is visible in the correct project or saved view.