Manage Project Tasks
Use a project detail page to organize tasks and progress.
Project tasks show what needs to happen, who owns each item, and what is already finished. Use the project task list as the day-to-day workspace for delivery.
Add Tasks to a Project
- Open Productivity > Projects.
- Select the project.
- Open the tasks area.
- Create a task and keep the project selected.
- Add the title, owner, due date, status, priority, and description.
- Save the task.
Tasks created inside a project stay connected to that project automatically.
Create tasks from the project when the work belongs to that project. Create a general task only when it is not tied to a specific delivery effort.
Break Down the Work
Create tasks at the level where one person can own the next action. If a task needs several owners, phases, or approvals, split it into smaller tasks or use a milestone.
Keep task titles action-oriented so the project list can be scanned quickly.
Use milestones for visible delivery phases and tasks for the actual work inside those phases. A milestone should not replace the task list teammates use every day.
Keep Tasks Clear
Use task titles that describe the action, not only the topic. For example, use “Send kickoff agenda” instead of “Kickoff”.
Add a description when the assignee needs extra context, links, requirements, or handoff notes. Put decisions and updates in comments so the task history stays with the work.
Update Progress
Move tasks through the available statuses as work changes:
- Pending for work that has not started.
- In Progress for active work.
- Completed for finished work.
- Deferred for work intentionally moved out of the current plan.
Keep due dates current. If a deadline changes, update the task instead of leaving the team to guess.
During project review, filter for overdue, unassigned, blocked, and high priority tasks. These usually explain why a project feels stuck.
When a task changes scope, update the task title or description instead of only leaving the change in comments. The current task fields should show what the owner needs to do now.
Assign Ownership
Every active task should have an owner or an explicit reason why it is unassigned. During review, assign unowned tasks before debating deadlines. A task without an owner is not ready for execution.
If ownership is shared, split the task into separate owner-specific tasks. This keeps workload reports, due dates, and accountability readable.
Use Project Files and Activity
Attach files to the project when they belong to the overall delivery effort. Attach files to a task when they are needed for one specific action.
Review activity to see recent updates, completed tasks, and changes made by the team.
Close Tasks Cleanly
Before marking a task completed, confirm the deliverable, file, note, approval, or follow-up is attached where the next teammate expects it. Completed tasks should leave enough context for project review later.
Project Task Review
Before a client or manager update:
- Check open tasks by owner.
- Review overdue and blocked tasks.
- Confirm completed tasks are truly done.
- Add missing follow-up tasks.
- Link final files or documents to the relevant task.
- Update the project status only after the task list reflects reality.