Best Practices for Time Management and Task Prioritization
Streamline your workflow and achieve project success with Atarim's time management and task prioritization tools.
Relevant For
- Project Managers
- Design Leads
- Team Members
Prerequisites
- Access to Atarim
Step-by-Step Guide
1. Organize Tasks with Project Stages
Project stages in Atarim help break down your work into manageable phases, making it easier to track progress and ensure tasks are completed in a timely manner.
Instructions:
- Set up custom project stages, such as Planning, Design, QA and Final audit from project page.
- Create tasks considering their respective stages to ensure team members know what’s required before moving forward.
Tip: Conduct weekly reviews to ensure tasks flow smoothly through stages and identify bottlenecks.
2. Track Your Time with the Timer Tool
Atarim’s timer feature allows you to track how much time each task consumes. This data is invaluable for understanding project timelines and improving future work estimates.
Instructions:
- Start the timer from the Task Detail Section on the Inbox or Board Page when you begin working on a task.
- Pause or stop the timer when you take breaks or complete the task.
- Review logged time in the Time Entries Page to analyze task durations.
Recommendation: Use the tracked time data to provide more accurate estimates for upcoming tasks and improve your project planning.
3. Prioritize Tasks with the Urgency View
The Urgency view on the Board Page lets you see tasks categorized by their level of urgency: Low, Medium, High, and Critical. This visual prioritization helps you and your team focus on what matters most.
Instructions:
- Access the Board Page and switch to the Urgency View.
- Arrange tasks into columns based on their urgency level like Low, Medium, High, or Critical.
- Focus on Critical tasks first, followed by High, Medium, and Low.
Tip: Use this view during stand-up meetings to align the team on daily priorities.
4. Break Down Large Tasks into Subtasks
Simplify complex tasks by breaking them into smaller, manageable subtasks to improve visibility and reduce overwhelm.
Instructions:
- Use the task description or comments to outline the smaller steps needed for completion.
- Assign these steps to team members or designate deadlines for individual aspects of the task to ensure progress.
Tip: Regularly update the task’s status and notes as each step is completed to keep everyone aligned.
5. Automate Routine Actions
Automate repetitive tasks to save time and keep your workflow running smoothly. Atarim’s automation features allow you to trigger specific actions based on task activity.
Instructions:
- Go to Workflow Settings and configure automated triggers, such as task notifications or status updates.
- Example: Notify team members when a task enters the “Review” stage.
Tip: Regularly audit your workflows to ensure they align with current processes.
6. Conduct Weekly Reviews to Adjust Priorities
Conducting a weekly review of your tasks and projects helps you stay organized and adapt to any changes in priorities.
Instructions:
- Schedule a review session to evaluate completed tasks, logged time, and pending priorities.
- Adjust project stages and deadlines as needed to stay on track.
Tip: Use insights from the Time Entries Page to identify patterns and improve future planning.
FAQs
Use the Urgency view to drag and drop tasks between priority levels based on shifting needs.
No, it’s best to focus on one task at a time for accurate tracking.
Regularly review and adjust stages to match your team’s evolving workflows and project goals.
Tips & Tricks
- Tip 1: Use the timer tool consistently to track time accurately.
- Tip 2: Regularly update the Urgency View to reflect the most critical tasks.
- Tip 3: If tasks aren’t moving through stages as expected, check for bottlenecks and reassign resources as needed.
