Optimizing Task Management for Large Teams

Small teams get away with informal coordination because everyone sees everything. That stops working at scale, and the fix isn’t more communication — it’s structure that makes work findable and ownership obvious without anyone asking.

At scale, structure is what stops work getting lost.

1. Organise with Workspaces and Folders

Assigning people at folder level saves granting access project by project as the team grows. By default, only workspace owners and administrators can create folders and change their settings.

Instructions:

1. Go to Settings › Workspaces and select Add Workspace, or use Create a New Workspace in the workspace switcher at the top of the sidebar. Extra workspaces are a paid feature.
2. Name the workspace for its purpose — “Marketing Department” or “Client A”.
3. Create folders inside it to group related projects.
4. Assign team members to the folder. They get access to every project inside it at once.

2. Assign Tasks and Set Expectations

An assignee and a priority are what turn a note into work somebody owns.

Instructions:

1. Open the Inbox or a Board and find the task.
2. Select Assign Team Member on the task, the control with a person icon and a chevron (tooltip Select a team member to assign), and pick who is responsible. Once set it shows their avatar and name, with an X to unassign. Its tooltip then reads Assigned to: their name. Only one person can be assigned: this is the responsible owner, not a list.
3. Set the priority, and add any detail in a comment.
4. Add anyone else who needs to follow the task through the separate notify control, tooltipped Add users to notify about this task. Notifying someone does not assign them.

3. Use Visual Collaboration

Pointing at the thing is faster than describing it, and it removes the round trip of asking which element was meant.

Instructions:

1. On the Projects screen, find the project with the website or design.
2. Select Open on its card.
3. On a website, select Comment in the bar at the top of the page, then select the area you want to comment on. On the website itself, with the plugin or the Chrome extension, the switch is in the bottom bar.
4. Use Annotate screenshot to highlight, point or draw. It’s a paid feature.

4. Run the Board

1. Open Boards and, on the Tasks tab, open the Task status board.
2. Move tasks between columns as their status changes.
3. Add tags and set priority to mark what matters.
4. Select one project, then filter by assignee to see one person’s queue.

5. Automate the Routine

1. Open Workflows in your workspace.
2. Set a trigger — a task marked Critical, or a specific tag being applied.
3. Define the action, such as notifying the right people or pushing to a connected tool.
4. Test it with a real task before rolling it out.

Workflows are a paid feature. Each run uses 10 credits, plus whatever any AI steps in it use. Team Members don’t see Workflows by default.

6. Connect the Tools You Already Use

Bringing Atarim to the tools your team already lives in beats asking everyone to adopt another tab.

Instructions:

1. Go to Settings → Connected Apps → Integrations.
2. Connect the tools your team works in — Slack, Jira, Trello and others.
3. Use them to send tasks and updates to those tools.

FAQs

Common issues

• Work falls through the cracks — check for unassigned tasks. On a large team those are effectively invisible.
• People can’t find their projects — review folder structure and assign access at folder level.
• A teammate isn’t getting notifications — check Assigned Tasks Notifications in their profile, then the workspace switches in Notifications.
• A dragged task didn’t move — if an upgrade card opened, your plan doesn’t include changing status and priority. Otherwise, open the task and set its status directly.
• An automation isn’t firing — check the trigger conditions still match how you work.
• An integration isn’t in the workflow list — connect it and switch it on in Settings first, then reopen the builder.
• The board doesn’t reflect reality — statuses aren’t being updated. A weekly review keeps it honest.

Conclusion

Large teams need structure rather than more coordination. Workspaces and folders make work findable, assignment makes ownership explicit, boards make status visible, and automation removes the manual chasing.

The one habit that matters most is assigning an owner as tasks arrive. Everything else can be tidied later; an unassigned task on a large team simply disappears. Discover How To Handle Backlogs And Bottlenecks