Task and Activity Lists for Each Team Member
Calls, tours, tickets and renewals are gathered into one list per person. Whatever has slipped past its date sits at the top of that list.
Why separate lists fall short
A community manager may keep a notebook, the front desk may keep notes on a monitor, and the owner may send jobs through a group chat. An email thread covers the fit-out. No single list shows what the centre owes people by Friday. Work that lives in six places gets done in the order of who shouted last. A single list lets the quiet jobs, such as a renewal call due next fortnight, stand beside the loud ones. It also makes cover during leave a short handover and not a hunt through pockets and chats.
One list, four sources
What it changes
A typical day for a community manager
Think of the hours, not the features. A list helps most when it matches the day, because a manager who must open three screens to find a callback will go back to a notebook. Keep every task one click from the record it belongs to.
Agreeing what is worth logging
- Calls that change a rate, a date or a promise
- Every tour, even a short one
- Fixes that needed a vendor
- Skip routine greetings and small talk
- Leave out anything the invoice or ticket already shows
Where the tasks originate
Agree the evidence before signing off this part.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Renewals to raise
What happens to existing dues when the next renewal is stopped?
For “Renewals to raise”, test a cancellation near the renewal date. Agree the last service period and how any existing balance is handled before recurring work starts.
Background reading: ERPNext: recurring billing
Frequently asked questions
Does every task have to be typed in?
No. Promised calls, open complaints and approaching renewal dates surface from the records behind them. Only a one-off job needs to be typed in by hand.
Can the owner see everyone’s list?
Yes, across centres. A manager sees their own team, which keeps the screen usable.
Is this measuring staff?
Not by design. The list holds what is pending and what has slipped. Read as a scorecard, it can lead people to stop logging things.
What about a task for two people?
Give it one owner and record the second person’s involvement on the task. A task with shared ownership is easily missed.
How do recurring jobs fit in?
Servicing and renewals of annual contracts can be set as repeating tasks. Agree the list of recurring jobs during scoping, so they appear on the right person’s list.
What happens to a task when someone leaves?
Their open items are reassigned in one step, and the history stays on the records they touched.
Can tasks be linked to a member?
Yes. A task raised from a ticket, a renewal or an enquiry stays tied to that record, so the context is a click away.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements