The goal of the To-Do List in Karbon is to quickly identify tasks that require your attention now, and to give you a personal capacity management tool for planning completion of that work.
Here are two indications your To-Do List isn't working as well as it could:
- You find yourself asking, "can I do this now, or am I waiting for something else to happen before I start?"
- Your To-Do List contains so many items you can't easily identify what should be a priority.
3 Steps to a better configuration
Step 1: Filter your To-Do List
Use filters to give you a clearer picture of everything on your To-do list.
Filter By Status: Remove planned items.
If they're not ready for you to start (or in progress) they're not really ready for you "to do" yet.
Filter By Type: Remove work assignments.
If you need to view or report on Work Items, Karbon's Work Kanban board is a great tool. The To-Do List is better focused on specific actionable items.
Step 2: Make sure the status of items you need to do is being elevated automatically — you shouldn't need to update the status manually
For Email and Notes, adjust your Global Automators to set them as ready to start the moment they are assigned (remember if they are set as planned, your new To-Do filters from Step 1 will miss them).
For Tasks within Work Items, make sure your Tasklist Automators are changing task status to ready to start as soon as prior sections are complete.
Step 3: Be selective in the number of tasks surfaced on To-Do Lists
It's essential that someone on your team has clear ownership of every task, however there are more elegant ways to achieve this than simply assigning every line item individually.
For example, when constructing Work Templates, consider this example of two ways to build a section that outlines the same three tasks:
In the top example, the assignee will receive three line items in their To-Do List. That adds up quickly if you're serving 10-20 clients.
In the bottom example, the tasks are indented as sub-tasks under a main task. This creates a clear visual indication that completing the sub-tasks is required in order for the owner of the main task to mark the item as complete.
Furthermore, since only the main task is given an assignee, that person will only receive one item in their To-Do List (not three), which is perfectly adequate to draw their attention to this work item section. Once they navigate to the Work Item they will see the full list of required sub-tasks to complete.