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Why Organize Your Tasks?

Effective task organization helps you:

Find Tasks Quickly

Locate specific tasks without searching through long lists

Prioritize Work

Focus on what matters most at any given time

Meet Deadlines

Stay aware of upcoming due dates and plan accordingly

Manage Workload

Understand your capacity and balance your work

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Using Tags

Tags are flexible labels you can add to tasks to categorize and group them.

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What Are Tags?

Tags are flexible labels like:
  • Project names: acquisition-acme, q2-planning
  • Work types: urgent, review-needed, documentation
  • Clients: client-xyz, vendor-abc
  • Departments: finance, hr, operations
  • Themes: process-improvement, training, compliance

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Adding Tags to Tasks

You can add tags when creating a task or by editing it.
1

Open the Task

Navigate to Tasks & Work > My Tasks or Team Tasks and click “View” on a task, then click “Edit Task”. Or, click + New Task.
2

Find Tags Section

Look for the Tags field in the task panel.
3

Add New Tag

  • Type to search existing tags
  • Or type a new name and press Enter to create a new tag
4

Add Multiple Tags

You can add multiple tags to one task.Example: A task might be tagged with urgent, finance, and q2-planning
5

Save

Tags are saved when you “Create Task” or “Save Changes”.

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Tag Naming Conventions

Create a consistent tagging system:
Tags are automatically converted to lowercase.Good: urgent, high-priorityBad: URGENT, High-Priority
Separate words with hyphens:Good: process-improvement, client-onboardingBad: process improvement, client_onboarding
Find the right level of granularity:Good: finance, hr-onboarding, q2-2025Bad (Too broad): stuff, work, tasksBad (Too specific): sarah-john-meeting-may-15-follow-up

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Priority Levels

Priorities indicate how important and urgent tasks are. This is a required field when creating a task.

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Understanding Priority Levels

High Priority

  • Critical deadlines
  • Blocking other work
  • Executive requests
  • Time-sensitive issues
Do these FIRST

Medium Priority

  • Standard work
  • Normal deadlines
  • Regular responsibilities
  • Planned tasks
Do these AFTER high priority

Low Priority

  • Nice-to-have items
  • Future planning
  • Optional improvements
  • Fill-in work
Do these WHEN TIME ALLOWS

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Setting Task Priority

1

Open the Task

Open the “Create New Task” or “Edit Task” panel.
2

Find Priority Setting

Look for the Priority* dropdown.
3

Choose Priority Level

Select High, Medium, or Low based on:
  • Urgency: How soon must this be done?
  • Importance: How critical is this task?
  • Impact: What happens if delayed?
  • Dependencies: Are others waiting on this?
4

Save Changes

Priority is saved when you click “Create Task” or “Save Changes”.

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Priority Decision Matrix

Use this matrix to decide priority:
Urgent?Important?Priority
YesYesHigh - Do immediately
YesNoMedium - Schedule soon
NoYesMedium - Plan and execute
NoNoLow - Do when time allows
If you mark too many tasks as High Priority, the priority system loses meaning. Reserve High Priority for truly urgent, critical work (10-20% of tasks).

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Changing Priority

Priorities can change as circumstances evolve:
  • Deadline moved up
  • Situation became urgent
  • Someone is blocked waiting for this
  • Management escalated it
  • External deadline appeared
Add a comment explaining why priority increased.
  • Deadline extended
  • Other work became more urgent
  • Dependencies delayed
  • Scope reduced
Add a comment explaining the change.

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Due Date Management

Due dates help you plan work and meet deadlines:

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Setting Due Dates

1

Open the Task

Open the “Create New Task” or “Edit Task” panel.
2

Click Due Date Field

Find the Due Date field and click it.
3

Select Date

Choose the date from the calendar.
4

Save

Due date is saved when you “Create Task” or “Save Changes”.

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Due Date Best Practices

Give yourself enough time to do quality work:
  • Quick tasks (< 30 min): Same day or next day
  • Standard tasks (1-3 hours): 2-3 days
  • Complex tasks (> 1 day): 1+ week
Account for your existing workload.
Set due dates earlier than when you actually need completion:
  • Allows for unexpected issues
  • Reduces stress
  • Provides time for review
  • Accounts for dependencies
Example: If you need something by Friday, set due date for Wednesday.
If tasks depend on each other, set due dates in logical order:
  • Task A (due Monday) → Task B (due Wednesday) → Task C (due Friday)
Don’t set Task C’s due date before Task B can be completed.
Regularly review due dates:
  • Move dates if circumstances change
  • Extend if you’re blocked
  • Communicate changes to stakeholders
Don’t let tasks become overdue silently.

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Combining Organization Methods

The most effective task organization uses multiple methods together:

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Example: Organized Task

Task: Review Q2 financial report Organization:
  • Priority: High (needed for board meeting)
  • Due Date: Friday, June 14
  • Tags: q2-2025, board-meeting, urgent, review-needed
  • Workflow: Quarterly Board Reporting
This task can be found by:
  • Filtering for high priority
  • Filtering for due this week (using your own date range)
  • Searching for q2-2025 tag

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Common Organization Patterns

Filters:
  • Due Date: Today (or this week)
  • Status: New or In Progress
  • Sorted by: Priority (High first)
Result: Shows exactly what you should work on today, most urgent first.
Filters:
  • Status: Blocked
  • Sorted by: Priority
Result: All blocked tasks needing intervention, most urgent first.

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Best Practices for Task Organization

Create and stick to a tagging system:
  • Define your tag categories upfront
  • Document what each tag means
  • Use tags consistently
  • Train your team on the system
Consistency makes organization useful.
Set aside time each week to:
  • Review all your tasks
  • Update priorities
  • Adjust due dates
  • Add missing tags
  • Remove irrelevant tags
  • Archive completed tasks
Weekly reviews keep your system clean.
Organization is a tool, not a goal:
  • Don’t spend hours tagging tasks
  • Don’t create 50 different tags
  • Don’t over-categorize simple tasks
If organizing takes more time than doing the work, you’re over-organizing.
Not everything can be high priority:
  • Be honest about what’s urgent
  • Learn to say no or delegate
  • Focus on impact, not just activity
  • Communicate priorities with stakeholders
If everything is important, nothing is.

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Troubleshooting Common Issues

Solutions:
  1. Filter to show only tasks due this week
  2. Delegate or reassign low-priority items
  3. Discuss workload with manager
  4. Focus on high-priority items first
  5. Break large tasks into smaller subtasks
Solutions:
  1. Use search function with keywords
  2. Filter by status or priority
  3. Search by tags
  4. Sort by due date or priority
  5. Check archived or completed tasks
Solutions:
  1. Review priorities with manager
  2. Re-prioritize based on actual urgency
  3. Communicate capacity constraints
  4. Negotiate deadlines
  5. Consider what can be delegated
Solutions:
  1. Set more realistic due dates
  2. Add buffer time to estimates
  3. Review and adjust workload
  4. Address recurring blockers
  5. Communicate proactively about delays

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Next Steps

Use My Tasks

Apply these organization techniques in your task dashboard

Complete Tasks

Learn best practices for finishing tasks efficiently

Track Progress

Monitor your task and workflow completion

Create Team Tasks

Create organized tasks for your team members