> ## Documentation Index
> Fetch the complete documentation index at: https://docs.stage3.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Tracking Workflow Progress

> Monitor workflow and task completion with progress indicators and status views

## Why Track Progress

Tracking workflow progress helps you:

<CardGroup cols={2}>
  <Card title="Stay On Schedule" icon="calendar-check">
    See if you're on track to meet deadlines
  </Card>

  <Card title="Identify Bottlenecks" icon="traffic-cone">
    Spot tasks or people that are blocking progress
  </Card>

  <Card title="Communicate Status" icon="comments">
    Give accurate updates to stakeholders
  </Card>

  <Card title="Plan Your Work" icon="list-check">
    Prioritize tasks based on workflow needs
  </Card>
</CardGroup>

## Viewing Workflow Progress

<Steps>
  <Step title="Open the Workflow">
    Navigate to **Process Framework > My Workflows** and click on the workflow you want to track.
  </Step>

  <Step title="View Progress Dashboard">
    The workflow overview shows several progress indicators at the top:

    * Overall completion percentage
    * Visual progress bar
    * Task completion count
    * Estimated completion date
    * Status badges
  </Step>

  <Step title="Review Detailed Task List">
    Scroll down to see all tasks with their individual statuses:

    * Completed tasks
    * In progress tasks
    * New / Available tasks
    * Pending tasks (waiting on dependencies)
    * Blocked tasks
  </Step>
</Steps>

## Progress Indicators Explained

### Overall Completion Percentage

<Card title="Task Completion %" icon="percent">
  Shows what percentage of all tasks are complete

  **Example**: "12 of 20 tasks complete - 60%"
</Card>

This is the simplest way to see how far along the workflow is.

<Info>
  Percentage is calculated based on **number of tasks**, not time or effort. A 5-minute task counts the same as a 5-hour task.
</Info>

### Visual Progress Bar

The progress bar shows completion status visually:

* **Green segment**: Completed tasks
* **Blue segment**: In progress tasks
* **Gray segment**: Not yet started tasks

Hover over the bar to see exact numbers for each status.

### Task Breakdown

<Card title="Task Status Count" icon="chart-pie">
  Shows how many tasks are in each status:

  * 8 Completed
  * 2 In Progress
  * 3 New
  * 5 Pending
  * 2 Blocked
</Card>

This gives you a detailed view of where tasks are in their lifecycle.

### Estimated Completion Date

<Card title="Projected Finish Date" icon="calendar-clock">
  Based on current progress and remaining tasks:

  **Example**: "Estimated completion: June 15, 2025"
</Card>

<Accordion title="How is this calculated?">
  The system considers:

  * Task completion rate (how fast tasks are being finished)
  * Remaining tasks and their estimated durations
  * Task dependencies and critical path
  * Historical completion times for similar workflows

  <Warning>
    This is an estimate, not a guarantee. Blocked tasks, delays, and changing priorities can affect actual completion date.
  </Warning>
</Accordion>

## Task Status Meanings

Understanding task statuses helps you interpret progress:

### Completed

<Accordion title="Task is Finished">
  * Work is done
  * Evidence is uploaded
  * Task is marked complete
  * No further action needed

  Completed tasks show:

  * Who completed it
  * When it was completed
  * Time taken to complete
  * Uploaded evidence
</Accordion>

### In Progress

<Accordion title="Someone is Actively Working">
  * Task has been started
  * Assigned person is working on it
  * Work is underway but not finished

  In Progress tasks show:

  * Who is working on it
  * When they started
  * Time elapsed since starting
</Accordion>

### New / Available

<Accordion title="Ready to Be Started">
  * All dependencies are met
  * Assigned person can start anytime
  * No blockers

  Available tasks are your action items - these are what you should work on next.
</Accordion>

### Pending

<Accordion title="Waiting on Dependencies">
  * Task exists but can't start yet
  * Dependencies aren't complete
  * Will become Available once dependencies finish

  Pending tasks show which other tasks must complete first.
</Accordion>

### Blocked

<Accordion title="Cannot Proceed Due to Issue">
  * Task cannot be completed due to a problem
  * Needs intervention to unblock
  * Someone has flagged an issue

  Blocked tasks show:

  * Why it's blocked
  * Who blocked it
  * What's needed to unblock it
</Accordion>

## Progress by Phase or Section

Many workflows organize tasks into phases or sections:

### Example: Employee Onboarding Phases

Phase 1: Pre-Onboarding (100% complete)

Task 1: Send offer letter

Task 2: Receive signed offer

Task 3: Order equipment

Phase 2: First Day Setup (66% complete)

Task 4: Create email account

Task 5: Set up workstation

Task 6: Assign security badge \[IN PROGRESS]

Phase 3: Week 1 Training (0% complete)

Task 7: Schedule orientation \[AVAILABLE]

Task 8: Complete HR paperwork \[PENDING]

Task 9: Assign training modules \[PENDING]

This view helps you see:

* Which phases are complete
* Where you currently are in the process
* What's coming next

## Identifying Blocked Tasks

Blocked tasks prevent workflow progress. Identify and resolve them quickly:

<Steps>
  <Step title="Look for Red Warning Icons">
    Scan your task list for red blocked indicators.
  </Step>

  <Step title="Click the Blocked Task">
    Open it to see details about why it's blocked.
  </Step>

  <Step title="Read the Block Reason">
    Someone will have added a comment explaining the issue:

    **Examples:**

    * "Vendor hasn't responded to contract request - 3 days overdue"
    * "Cannot proceed without budget approval from Finance Director"
    * "Equipment delayed - new delivery date TBD"
  </Step>

  <Step title="Check Who Can Unblock">
    The block comment usually indicates:

    * What's needed to unblock
    * Who needs to take action
    * Any relevant people tagged
  </Step>

  <Step title="Take Action or Escalate">
    * If you can unblock it: Take action
    * If someone else must unblock: Follow up with them
    * If urgent: Escalate to workflow owner or manager
  </Step>
</Steps>

<Warning>
  Blocked tasks often create a domino effect. If Task 5 is blocked, all tasks that depend on Task 5 are also blocked indirectly. Address blocks quickly to prevent workflow stalls.
</Warning>

## Understanding the Critical Path

The critical path is the sequence of tasks that determines the minimum time to complete the workflow.

### Why Critical Path Matters

<AccordionGroup>
  <Accordion title="Determines Timeline">
    Workflow cannot complete faster than the critical path. If the critical path takes 30 days, the workflow takes at least 30 days.
  </Accordion>

  <Accordion title="Shows Priority Tasks">
    Tasks on the critical path should be prioritized. Delays here delay the entire workflow.
  </Accordion>

  <Accordion title="Reveals Flexibility">
    Tasks NOT on critical path have slack time. They can be delayed without affecting overall completion.
  </Accordion>
</AccordionGroup>

<Tip>
  Some systems highlight critical path tasks in red or orange. Focus on completing these first to keep the workflow on schedule.
</Tip>

## Tracking Your Personal Progress

View all your tasks across all workflows in one place:

<Steps>
  <Step title="Go to My Tasks">
    Click **Tasks & Work > My Tasks** in the main navigation sidebar.
  </Step>

  <Step title="View All Your Tasks">
    See every task assigned to you across all workflows:

    * Active tasks you're working on
    * Available tasks ready to start
    * Completed tasks (for reference)
  </Step>

  <Step title="Sort by Priority">
    Sort tasks to see what needs attention first:

    * **By Due Date**: Most urgent first
    * **By Priority**: High priority first
    * **By Workflow**: Grouped by workflow
    * **By Status**: Available first, then in progress
  </Step>

  <Step title="Filter Your View">
    Filter to focus on specific tasks:

    * Tasks due this week
    * High priority only
    * Specific workflow
    * Specific category (HR, Finance, etc.)
  </Step>
</Steps>

[Learn more about using My Tasks](/tasks/using-my-tasks)

## Progress Reports and Analytics

Many systems provide progress reports for workflows:

<CardGroup cols={2}>
  <Card title="Workflow Summary" icon="file-chart-column">
    Overall completion, timeline, and health metrics
  </Card>

  <Card title="Team Performance" icon="users-viewfinder">
    How quickly team members complete tasks
  </Card>

  <Card title="Bottleneck Analysis" icon="funnel">
    Which tasks consistently take longer than expected
  </Card>

  <Card title="Completion Trends" icon="chart-line">
    Progress over time compared to expected trajectory
  </Card>
</CardGroup>

### Using Reports Effectively

<AccordionGroup>
  <Accordion title="Identify Patterns">
    Look for tasks that:

    * Consistently take longer than estimated
    * Frequently get blocked
    * Often lack evidence
    * Show confusion in comments

    These indicate areas for process improvement.
  </Accordion>

  <Accordion title="Compare to Baseline">
    If you've run this workflow before:

    * Compare current progress to previous runs
    * Identify if you're on track, ahead, or behind
    * Understand what's different this time
  </Accordion>

  <Accordion title="Forecast Completion">
    Use progress data to forecast:

    * Realistic completion date
    * Resources needed
    * Potential risks
  </Accordion>

  <Accordion title="Share with Stakeholders">
    Export reports to share with:

    * Leadership (high-level summary)
    * Project managers (detailed metrics)
    * Team members (individual performance)
  </Accordion>
</AccordionGroup>

## Workflow Health Indicators

Beyond simple percentage complete, look at workflow health:

### On Track

<Card title="Healthy Workflow" icon="circle-check">
  * Progress matches expected timeline
  * No blocked tasks
  * Tasks completing at steady pace
  * All assignees engaged

  **Indicator**: Green status badge
</Card>

### At Risk

<Card title="Concerning Workflow" icon="triangle-exclamation">
  * Progress slower than expected
  * Some blocked tasks
  * Approaching deadline with tasks remaining
  * Some assignees not engaged

  **Indicator**: Yellow/orange status badge
</Card>

### Behind Schedule

<Card title="Troubled Workflow" icon="circle-xmark">
  * Significantly behind expected progress
  * Multiple blocked tasks
  * Deadline passed or imminent
  * Low completion rate

  **Indicator**: Red status badge
</Card>

<Tip>
  Address "At Risk" workflows before they become "Behind Schedule." Early intervention prevents crisis management.
</Tip>

## Communicating Progress to Stakeholders

When providing workflow updates to managers or stakeholders:

### What to Include

<Steps>
  <Step title="Overall Status">
    "We're 65% complete with 13 of 20 tasks finished."
  </Step>

  <Step title="Timeline Status">
    "On track to complete by June 15th as planned."

    OR

    "2 days behind schedule due to vendor delay."
  </Step>

  <Step title="Key Accomplishments">
    "This week we completed all Phase 2 tasks including equipment setup and account creation."
  </Step>

  <Step title="Current Focus">
    "Now working on Phase 3: Week 1 training and orientation."
  </Step>

  <Step title="Blockers or Risks">
    "One task is blocked waiting for budget approval from Finance. Escalated to CFO."
  </Step>

  <Step title="Next Milestones">
    "Next major milestone is completing all training by June 10th."
  </Step>
</Steps>

### Update Templates

<Accordion title="Weekly Status Update">
  Workflow: \[Name] Overall Progress: \[X%] (\[Y] of \[Z] tasks complete) Status: \[On Track / At Risk / Behind]

  Completed This Week:

  \[Task 1]

  \[Task 2]

  \[Task 3]

  In Progress:

  \[Task 4] - \[Person Name] - \[Expected completion date]

  Blockers:

  \[Description of any blocked tasks]

  Next Week:

  \[Planned tasks]
</Accordion>

<Accordion title="Quick Daily Update">
  \[Workflow Name] Update:

  Completed \[X] tasks today

  \[Y] tasks in progress

  \[Z] tasks available for tomorrow

  \[Any blockers or issues]
</Accordion>

## Best Practices for Progress Tracking

<AccordionGroup>
  <Accordion title="Check Progress Daily">
    Make it a daily habit to:

    * Review your workflows
    * Check for newly available tasks
    * Identify and address blockers
    * Update task statuses

    Spend 5-10 minutes each morning reviewing progress.
  </Accordion>

  <Accordion title="Update Status in Real-Time">
    Mark tasks complete as you finish them. Don't batch updates at end of day or week.

    Real-time updates provide:

    * Accurate progress for stakeholders
    * Immediate unlocking of dependent tasks
    * Better timeline projections
  </Accordion>

  <Accordion title="Address Blockers Immediately">
    When you encounter a blocker:

    * Mark the task as blocked right away
    * Document why it's blocked
    * Notify relevant people
    * Don't wait for someone to ask

    Fast blocker resolution = faster workflows.
  </Accordion>

  <Accordion title="Celebrate Milestones">
    When you complete a major phase or reach a milestone:

    * Acknowledge the accomplishment
    * Thank team members who contributed
    * Share the progress with stakeholders

    Recognition maintains momentum and motivation.
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols={2}>
  <Card title="Complete Tasks" icon="check-circle" href="/workflows/completing-tasks">
    Learn how to complete tasks and mark them as done
  </Card>

  <Card title="Upload Evidence" icon="upload" href="/workflows/uploading-evidence">
    Provide documentation for completed work
  </Card>

  <Card title="Use My Tasks" icon="list-check" href="/tasks/using-my-tasks">
    View all your tasks across all workflows in one place
  </Card>

  <Card title="Organize Tasks" icon="folders" href="/tasks/organizing-tasks">
    Use tags, priorities, and categories effectively
  </Card>
</CardGroup>