Task management is at the heart of successful project execution, and AdminProject provides powerful tools to streamline assignments, track progress, and ensure accountability. Whether you’re coordinating a small team or managing a large EU-funded project, mastering task management in AdminProject will help you stay organized and efficient.
What You’ll Learn in This Task Management Guide:
✅ Creating and assigning tasks
✅ Tracking progress
✅ Best practices for task descriptions
Creating and Assigning Tasks for Better Task Management
Tasks in AdminProject break down project work into manageable actions. Here’s how to create and assign them effectively:
Step-by-Step Task Creation
- Go to Tools > Tasks and click Create a new task.
- Fill in the Name (keep it clear and concise).
- Set Start & End Dates to define deadlines.
- Select the relevant Work Package (WP) (if applicable).
- Assign Priority
- Choose Responsible Users (marked in blue) and Observers (marked in yellow).
- Add a detailed description (what needs to be done, expected outcomes, and any special instructions).
- Attach files (reference documents, templates, or related materials).
- Click Save to finalize.
🔹 Pro Tip: Assign tasks to specific individuals rather than entire teams to avoid confusion. For example, if a task is finance-related, assign it only to the finance team members. This improves clarity and supports efficient task management.
Tracking Task Progress
Once a task is assigned, team members can update their progress, and managers can approve completed work—key aspects of effective task management.
How Progress Tracking Works
- Responsible users move the progress slider (% complete) as they work.
- Comments can be added for updates, questions, or file attachments.
- Owners (task creators) should approve tasks once completed by marking “Approved: Yes.”
📌 Email Integration: Users can reply to task notifications via email, and their responses will appear as comments in AdminProject—no need to log in!
Best Practices for Task Descriptions
A well-written task description eliminates ambiguity and ensures clarity. Follow these best practices:
✔ Be Specific – Instead of “Prepare report,” write “Draft the financial report for WP3, including budget analysis.”
✔ Include Deadlines – “Complete by 15.10.2024.”
✔ Attach Reference Files – Link templates, guidelines, or previous versions.
✔ Set Clear Expectations – Define what “Done” looks like (e.g., “Submit final PDF version”).
🚀 Example of a Good Task Description:
“Review and edit the project dissemination plan (attached) by 20.10.2024. Ensure it includes social media strategy and partner responsibilities. Upload the revised version before marking as complete.”
Final Thoughts
Effective task management in AdminProject ensures smoother workflows, better accountability, and fewer missed deadlines. By:
✔ Clearly defining tasks
✔ Tracking progress in real-time
✔ Using structured descriptions
✔ Leveraging the To-Do List
…you’ll keep your projects running efficiently.
🔗 Need help? Check out our User Guide or contact support!