Big goals or milestones can no doubt seem like mountains at the start. Standing at the base, staring up at the peak, you wonder how you’ll make it to the top. The trick is to break that mountain into smaller, more manageable sections of rock face to scale one at a time. By moving steadily bit by bit, you’ll have planted your flag at the summit before you know it.
If you’re not into rock climbing analogies, the takeaway here is that breaking large tasks down into smaller ones can make your workload infinitely more manageable and actionable. The benefits here are numerous: you can really dive into each task and be thorough, you gain greater perspective when looking at all the small pieces in context of the whole, and you can easily track your progress against abstract or macroscopic goals.
Using Timely, you and your team can now create tasks which sit between your projects and your time entries, allowing you to organize work into bite-sized pieces and empower your team to manage their backlog as you work towards milestones, big and small.
Creating and viewing tasks
There are a few places you can create and view Tasks in Timely, but the best place to start is undoubtedly the Hours page. You should be able to see a Tasks panel to the right-hand side of Hours; if you can’t, you just need to increase the size of your Timely window—or click the new checkbox dropdown icon in the right-most corner of your view.
Note: You can also click the "..." next to the button to add a new task to toggle whether or not to auto-place the tasks sidebar or you'd prefer to use the dropdown.
In the sidebar or the dropdown, tasks are organized as:
These tasks are those that were scheduled to be completed in the past or in the current week you have open in the Hours tab
These are tasks that are schedule for the next week or those that follow from what you have open in the Hours tab
These are tasks that have been completed
From here, you just click “New Task” as easily as you would pick up a pen or pencil to write a to-do for yourself. Add the name of your task, the project it belongs to and who it’s assigned to. Then, add an estimate for how many days or hours the task should take to complete, as well as what dates you want work to begin and when the work should be completed. When you’re done, click “Create”:
Note: If you need to create another task in rapid succession, just click "Create and add new".
For the project managers of the world, you can select a colleague from the top-right corner while in Solo view to see all their tasks or create new ones, if need be:
Equally, you can view their tasks and create new ones by opening their individual user page:
To create or review tasks across your entire workforce, head to the Tasks tab inside the People and Projects pages. These views let you filter tasks according to your context—whether you want to see all upcoming work for a specific project, or review the capacity of a specific group of people.
Note: You must be a Manager or Admin-level user and be a member of the same projects as the user you intend to create tasks for.
Once you’ve added tasks, head to your Hours tab to log or plan time against them! Timely will prioritize your list of upcoming work in the right-hand panel according to due dates. Simply drag and drop tasks onto your calendar to start setting up your schedule:
To speed things up further, just click the “+” button and select a task from your most recent history as you would when logging time to a project:
For larger tasks that need to be broken up over a longer period, you can adjust the amount of time budgeted for one day then use Timely’s keyboard shortcuts to drag and copy the tasks across other days on your work week:
Provided you have the appropriate permissions and access to the same projects, Managers and Admins can schedule tasks for other users in the same way.
Logging time to tasks
To log time to a task, simply drag it to your calendar and fill in the details for the time you worked on it, as you would with a normal time entry. If there’s still work to be done, just click “Submit” – your task progress bar will update to show how much work you still have to do on your task. You can drag and drop the task to your calendar across multiple days until you’re finished working on it, plugging in the time you put into it each day:
Note: Dragging and dropping a task on the current day in the Hours tab will add the work as logged time while dragging and dropping to a date in the future will add the task as planned time.
If you've already added a task to one of the views in the Hours tab as planned time, you can simply click to edit the entry, add any logged time and then click "Submit":
You can also hover over any day in the Hours tab while in Week or Month view to quickly log or plan that task on the fly:
⚠️ 🚧 Seen a warning sign against one of your tasks? That’s Timely telling you that you’re falling behind on a certain task. This occurs when you haven’t logged the estimated hours required to meet the task’s deadline. It’s a handy way to see how the rest of your work is affected whenever someone slips a new piece of work onto your desk, as well as manage others’ expectations around certain deliveries.
Once you’ve completed all work against a specific task, open the task in the sidebar, then click "Mark as Complete” to mark the task as finished. Nice work, by the way! 🎉
Where else can I mark tasks as complete?
You can mark tasks as complete from anywhere you find a Tasks tab in Timely! You can use the checkboxes to select then bulk update, open individual tasks or click the "..." next to any task to mark as complete:
What does the Capacity information in a new task mean?
Broken down, the capacity information within a new task means the following:
The booking time is the time between starting and end dates or how long someone has to complete a task as scheduled.
The user's daily capacity is how many hours a user is scheduled to work in a way. This is set either on the workspace level for your entire team or on an individual user level.
The average daily capacity utilization is how many hours and minutes a user would need to work on the task each day from the start date until the end date to finish the work on schedule.
How does Timely calculate the planned time per day when I drag and drop a task in the Hours tab?
Timely uses the average daily capacity utilization numbers when you drag and drop a task to the timesheet as a suggestion.
Are there any keyboard shortcuts for creating tasks?
Indeed there are! You can use the following keyboard shortcuts to create and manage tasks:
Create tasks: Control + "T" (Mac) / Alt + “T” (PC)
Create and add a new task: Alt + Enter
Autofill a task from the dropdown on Day/Week/Month view: Option + Click and drag (Mac) / Alt + Click and drag (PC)