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Last Updated On 2025-02-05

Optimizing Task Management for Large Teams

Maximize efficiency and accountability with Atarim’s advanced task management features.

Managing tasks across large teams can be a complex process, especially when clarity, accountability, and progress tracking are essential for success. Atarim offers a suite of tools specifically designed to make task management more efficient, transparent, and collaborative for teams of any size. This guide will take you through strategies and features to help large teams optimize their workflows using Atarim.

Relevant For

  • Project Managers
  • Design Leads
  • Team Members

Prerequisites

Familiarity with Atarim’s dashboard and collaboration tools.
  • An active workspace with assigned projects in Atarim.

Step-by-Step Guide

1. Organize with Workspaces and Folders

Managing a large team often involves handling multiple projects simultaneously. Atarim allows you to create workspaces for organizing projects by department, client, or brand. Within each workspace, you can create folders to further group projects based on themes, timelines, or other criteria.

Why It’s Important: This hierarchical structure ensures that team members can find relevant projects quickly and focus on their work without unnecessary distractions.

Instructions:

  • Navigate to the Workspaces section on the dashboard.
  • Create a new workspace and name it according to its purpose (e.g., “Marketing Department” or “Client A”).
  • Within the workspace, create folders to categorize projects. For example, a “Marketing Campaigns” folder can house all ongoing and completed campaign projects.
  • Assign team members to the folder to automatically grant them access to all its projects.
Workspace -> Folder -> Project

Tip: Think of workspaces as broader categories and folders as the finer breakdown for better organization.

2. Assign Tasks and Enable Notifications

Clear task assignments are key to ensuring accountability and reducing confusion in large teams. Atarim allows you to assign specific tasks to team members and send automatic notifications to keep everyone informed.

Why It’s Important: When every team member knows what they are responsible for, it reduces delays and ensures seamless workflow.

Instructions:

  • Open a Inbox or Board and navigate Project ->Task.
  • Select a task from the list or create a new one.
  • Click on the Assign To dropdown menu and choose the team member responsible for the task.
  • Update priority level, and add any necessary details in the task description.
  • Enable notifications to ensure the assignee receives updates about task changes or comments.
Assign who is responsible for the task
Set priority

Tip: Use statuses like “Open,” “In Progress,” and “Pending Review” to provide clarity on task stages.

3. Use Visual Collaboration Tools

Communication is often the biggest bottleneck in task management. Atarim’s visual collaboration tools let users leave precise feedback directly on designs, web pages, or other assets.

Why It’s Important: Instead of lengthy email threads or unclear instructions, this feature ensures everyone is on the same page by pointing out specific areas for feedback.

Instructions:

  • Go to the project containing the website or design you want to review.
  • Click on Visually collaborate on this project icon.
  • Hover over the area you want to comment on and click to leave feedback.
  • Use annotation tools to highlight sections, add arrows, or draw shapes for added clarity.
Project screen
Creating new task

Note: This is particularly useful for client-facing projects where precise feedback reduces back-and-forth communication.

4. Leverage Kanban Boards for Workflow

Kanban boards provide a visual representation of your team’s workflow, making it easier to track progress and identify bottlenecks. Each task appears as a card that can be moved across columns representing statuses like “To Do,” “In Progress,” and “Completed”.

Why It’s Important: Kanban boards give an at-a-glance view of task statuses, allowing managers to quickly reassign resources or reprioritize work.

Instructions:

  • Navigate to the Boards view in your project.
  • Drag and drop tasks into different columns as their status changes.
  • Add tags or priority markers to highlight critical tasks.
Moving task to new status from Board page
Adding tag from Board page

Tip: Use tags to identify tasks belonging to specific teams or priorities. You can access task pop over by clicking on task card inside the column on the board page.

5. Automate with Workflows

Automation in Atarim saves time by handling repetitive actions like notifying team members about urgent tasks or categorizing tasks based on tags.

Why It’s Important: Automation reduces the manual overhead of project management, allowing your team to focus on critical tasks.

Instructions:

  • Access the Automation Settings in your workspace.
  • Set triggers such as “When a task is marked critical, notify all team members.”
  • Define the actions, such as changing the task status to “Urgent” or assigning it to a specific team member.
Setting up automation

Recommendation: Regularly review and update automations to match evolving team needs.

6. Monitor Productivity with Time Tracking

Tracking time spent on tasks provides insights into team efficiency and helps with resource planning.

Why It’s Important: Accurate time tracking ensures fair workload distribution and supports client billing where applicable.

Instructions:

  • Use Time Tracking feature in your Inbox or Board page.
  • Ask team members to start and stop the timer while working on tasks.
  • Review time entries in the Reports section to analyze productivity.
Time tracking button
Time entry page

Tip: Use time tracking reports to identify tasks that consume the most time and optimize them.

7. Streamline with Integrations

Description: Atarim integrates with popular tools like Jira, Slack, and Trello to ensure seamless collaboration across platforms.

Why It’s Important: Integrations allow teams to continue using their preferred tools while leveraging Atarim’s features for task management and collaboration.

Instructions:

  • Go to Settings > Integrations in your workspace.
  • Connect your Atarim workspace to external tools like Slack or Jira.
  • Use these integrations to sync tasks, receive updates, or streamline communication.
Connecting with third party platform

Recommendation: Use Slack integration to receive instant notifications about task updates.

FAQs

Can I assign a task to multiple team members?

Atarim currently supports assigning tasks to one team member to maintain clear accountability. You can choose to notify others though.

Is there a way to track revisions to a task?

Yes, Atarim logs changes to tasks, including status updates and assignments, in the task modal for easy reference.

Tips & Tricks

  • Regularly Review Workflows: Schedule periodic reviews of tasks and workflows to identify bottlenecks and opportunities for improvement.
  • Prioritize Tasks with Tags: Use tags and priority markers to highlight urgent or critical tasks.
  • Communicate Effectively: Encourage team members to update task statuses regularly to ensure transparency.
  • Leverage Integrations Wisely: Set up integrations with Slack or Jira to keep all communication and task updates in one place.

Summary

By following these steps and fully utilizing Atarim’s tools, large teams can optimize their task management processes, ensuring clarity, accountability, and timely project delivery. Remember, the key to successful task management lies in consistent communication, clear responsibilities, and effective use of automation.

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