Tasks
Tasks & Deliverables Management
Management and tracking of tasks and assignments within the organization.
The tasks and deliverables management module provides a comprehensive system that allows managers and employees to create tasks, set priorities, assign them to employees, and track progress in their execution in an organized and visual manner through a "Kanban" board or detailed table (List View).
This module helps:
- Organize daily work: Through clear and organized task distribution
- Track progress: Through clear visual indicators
- Know pending work: To determine priorities
- Manage deliverables from meetings or administrative decisions: To ensure execution
- Enhance productivity and teamwork: Through effective coordination
Use the task management system regularly to organize your daily work and improve productivity.
First: Tasks View (Kanban View)
The page displays a board divided into four main columns representing task statuses:
1. "Pending"
Tasks that have been created but not yet started. These tasks are often awaiting approval or manager direction.
Tasks in "Pending" status need review from the manager or assigned employee before starting execution.
2. "In Progress"
Tasks that the employee is currently working on. The progress bar color changes according to the completion level.
Monitor "In Progress" tasks regularly to identify any tasks that need additional support or resources.
3. "Completed"
Includes tasks that have been completed at 100%. The progress bar appears complete with a distinctive color.
Completed tasks can be reviewed later to benefit from gained experience or to link them to final deliverables.
4. "Cancelled"
Any task that has been stopped or is no longer a priority. Often empty unless the manager or employee cancels a specific task.
Make sure to document the reason for task cancellation to avoid repeating mistakes or to understand cancellation reasons later.
Second: Task Card
The task card contains:
1. Task Type
Such as: task – training – business trip
2. Task Priority
Urgent – medium – low
3. Task Title
Such as: "Attend conference" or "Test modification"
4. Brief Description
Such as: "Business trip to Dubai"
5. Assigned Employee
Their name or avatar appears.
6. Progress Bar
Shows completion percentage from 0% to 100%.
7. Due Date
Last date by which the task must be completed.
Use different colors for priorities to easily identify urgent tasks and focus on them.
Third: Creating a New Task
When clicking the "Create New Task" button (+), a form appears containing the following fields:
1. Task Creator
Automatically displays the name of the person creating the task.
2. Type (Task Type)
A dropdown list including task types:
- Task
- Training
- Business trip
- Internal assignment
- Task resulting from meeting
- Project Deliverables
- And others…
Selecting the correct task type helps classify and track it better within the system.
3. Priority
- Urgent
- Medium
- Low
Make sure to set priority correctly to direct employees toward the most important tasks first.
4. Due Date
Specifies the last date to complete the task.
Set realistic due dates to ensure tasks are completed on time without unnecessary pressure.
5. Assign Employees
Ability to select one or more employees to execute the task.
A single task can be assigned to multiple employees for teamwork, or different tasks can be assigned to each employee according to specialization.
6. Save (Create Task)
After confirming the data, the task is created and appears immediately in the tasks board.
Make sure to add all important details when creating the task to facilitate execution and reduce the need for clarifications later.
Fourth: Tasks View in Table Mode (List View)
This view is suitable for detailed management and tracking, and contains:
Basic Columns in Tasks Table:
1. Assigned Employee
Name of the employee assigned to the task and employee number.
2. Department
Department to which the task belongs (Sales – Central Management – Development …).
3. Task Creator
Person who added the task.
4. Type (Classification)
Task type (task / training / business trip …).
5. Task Title
Name of the task or what the employee has been assigned.
6. Status
- Pending
- In Progress
- Completed
- Cancelled
7. Priority
A distinctive color shows whether the task is urgent or not.
8. Progress
Shown as a percentage %.
Table view is useful for managers who need a comprehensive view of all tasks in one place.
Fifth: Additional Functions in Tasks List
1. Filters
Search by:
- Department
- Employee
- Task type
- Status
- Priority
2. Show/Hide Fields
To arrange the table as suits the user.
3. Export Tasks
To Excel or PDF for reference or sharing.
4. Smart Search
For quick access to any task.
Use filters and search to quickly find important tasks, especially when there are many tasks.
Sixth: Task Lifecycle
The task goes through the following stages:
1. Task Creation
The task is created by the manager or employee.
2. Pending
The task is awaiting start of execution.
3. In Progress
The employee begins working on the task.
4. Progress Update
Completion percentage is updated regularly.
5. Task Completion at 100%
The employee completes all task requirements.
6. Move to "Completed" Section
The task is automatically moved when reaching 100%.
7. Link to Deliverables or Performance
If necessary, the completed task can be linked to final deliverables or performance evaluation.
Tracking task lifecycle helps understand work progress and identify which stage needs improvement.
Seventh: Practical Examples
Example 1: Urgent Task
Type: Task
Priority: Urgent
Title: Test modification
Status: Pending
Progress: 0%
Urgent tasks need continuous monitoring and sufficient resources to ensure completion on time.
Example 2: Employee Training
Type: Training
Department: Central Management
Progress: 0%
Status: Pending
Training tasks are important for developing employee skills and improving overall team performance.
Example 3: Business Trip
Type: Business trip
Progress: 100%
Status: Completed
This is an example of a successfully completed task. It can be used as a reference for similar future tasks.
Eighth: Integration of Tasks Module with the Rest of the System
The tasks module integrates with important parts within the system:
1. Meetings
Tasks can be created as direct outputs from any meeting.
2. Performance
Employee productivity is measured by the number of completed tasks and their quality.
3. Projects
Tasks can be linked to projects or administrative assignments.
Integration with other systems ensures smooth information flow and facilitates tracking all activities related to tasks.
Ninth: Task Creation Example (Ready-to-use Example)
Comprehensive Example for Creating a Task:
Task Title: Prepare quarterly results presentation
Description: Prepare a presentation containing performance indicators, attendance reports, project achievements, and sales, including charts and recommendations for the upcoming meeting.
Task Creator: Rehan Mohamed
Type: Task
Priority: Urgent
Due Date: 22/12/2025
Assign Employees:
- Mohammad Adel
- Basma Ahmed
Uploaded Files:
- Quarterly-Performance-Report.xlsx
- Attendance-Summary.pdf
- Sales-Chart.png
External Links:
- Google Slides Presentation
- Google Sheets Data
- Canva Design Template
This example shows how to create a comprehensive task with all required details. It can be used as a template for similar tasks.
Section Summary
Task management allows creating tasks, assigning them to employees, and tracking their status through a Kanban board or detailed table. Progress can be monitored, priorities set, and task status updated until completion, with linking to meetings or performance. The system provides advanced tools for filtering, search, and export, making task management highly efficient.