Introduction to Tasks

Tasks allow you to create and track actions that need to be performed by you or by one of your co-workers. A task can be created as a stand alone object or can be linked to a feature in the system.

When creating a stand alone task, you can keep it isolated or you can choose to link it to another record in the system to track them together or to track actions that need to be performed in regards to that record. For example, this could be related to specific actions that need to be done in relations to a stakeholder or related to a specific action related to an inspection in the Monitoring & Evaluation module.

Using tasks helps you organize and see the list of things that need to be done in relation to a specific action or stakeholder.

Tasks can be accessed from the Main menu as well as from the lower left hand record menu after you access a record (communications, individuals...).

Should You Create an Activity or a Task?

While the two might seem similar at first glance, they are used for different purposes:

  • Tasks are tools given to you to track actions you need to perform. Upon completion of one of your tasks, you can then decide whether you want to create another to track actions you need to perform and better organize your schedule.
  • Activities are part of an engagement plan where actions need to be performed to complete the engagement plan. Activities can be used to create all the necessary tasks when the same actions need be performed with multiple stakeholders. Upon completion of an activity, you do not get to choose whether you want another activity or not; one would be assigned to you based on the requirement of the engagement plan. They can also be tracked as KPI to measure the completion of an engagement plan.

Task Features

Examples of Use Cases

Tasks and their accompanying features can be used in a number of ways to support your internal processes and help you keep track of your day-to-day actions.

  • Follow-up with a stakeholder after a meeting can be created from the communication record

  • Assign a task to validate the information in a record, for example if you are unsure if the contact information is up to date on a stakeholder record

  • Use recurring tasks to schedule regular stakeholder communication touchpoints, such as monthly progress updates, quarterly stakeholder meetings, or annual surveys.
  • Task completion checklists can be employed to ensure that all necessary steps for effective stakeholder engagement, including sending invitations, preparing presentations, and gathering feedback, are systematically followed.

  • Recurring tasks can be set up for periodic media/government outreach, press releases, lobbying, or any other activity to engage with stakeholders, the public, the media and or government officials.

  • Task completion checklists help PR and communications teams stay organized and ensure that all aspects of their campaigns and government relations efforts are executed successfully.

  • Use recurring tasks to schedule regular land related activities such as communications with land owners, regulatory reports and compliance checks to ensure that land use regulations and permits are up-to-date.

  • Task completion checklists can help land management teams systematically assess and address requirements, such as environmental monitoring activities, land use changes, or permit renewals.

  • Recurring tasks can be set up for managing the negotiation and execution of easements, lease and rental agreements, including periodic payments, property inspections, and agreement renewals.

  • Task completion checklists assist land managers in tracking critical tasks related to land agreements, ensuring that all terms and obligations are met.

  • Set up recurring tasks for regular compliance inspections, or audits.

  • Task completion checklists can ensure that each step of the compliance process is correctly followed and documented.

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