Task Management: Track Onboarding, Offboarding, Time Offs, Time Tracking, and Initiatives in One Place

Effectively managing your tasks and staying aligned with team and organizational initiatives is crucial for productivity. The Task Management feature offers a dedicated space to achieve this, providing a centralized overview of everything that requires your focus. Accessible through the Task Management icon in the main menu (which displays the total number of tasks requiring your action), the left-hand menu of the Task Management page organizes your workload into key sections:

• Initiatives:
  This section allows you to effectively track and manage initiatives across
  various levels of the organization. Navigate through initiatives categorized by: Personal, My Team, Department, and Organization.:
• Personal: View and manage initiatives that are specific to your individual goals and responsibilities.
• My Team: See the initiatives that your direct team is working on (where they are the owner or a contributor).
• Department: Gain insight into the broader initiatives being pursued within your department.
• Organization: Get a comprehensive overview of key initiatives at the organizational level.
•  Shared Initiatives: See initiatives shared with specific employee groups and individuals, allowing everyone to work together and stay informed.

Note: The number in brackets next to each level (e.g., Personal [5]) indicates the quantity of initiatives displayed for that view.

• Action Required: This section provides a clear and immediate view of tasks that need your attention. It is further broken down into specific areas:
• Onboarding: Here, you'll find a count of onboarding tasks that are currently pending. Clicking on the Onboarding card will display a list of these pending onboarding tasks. Selecting a specific task from the list will then redirect you to the dedicated Onboarding tasks page, where you can take the necessary actions.
• Offboarding: This section displays the number of offboarding tasks that require action and are currently pending. Clicking on the Offboarding card will show a list of these pending offboarding tasks. Selecting a specific task from the list will take you to the relevant Offboarding tasks page to manage these items.
• Time Offs: This section displays the number of time off requests that have a New status and are awaiting your action. Clicking on the Time Offs card will display a list of these new time off requests. Selecting a specific request from the list will direct you to the Time Offs management page, where you can review and respond to that particular request.
• Time Trackings: This area shows the number of time tracking requests that are awaiting your approval. Clicking on the Time Trackings card will display a list of these pending time tracking requests. Selecting a specific request from the list will direct you to the Time Tracking approval page.
• Requisitions: This section displays the number of new job requisitions that require your review and action. Clicking on the Requisitions card will show a list of these new and pending requests. Selecting a specific requisition from the list will direct you to the Requisitions management page, where you can take the necessary actions.

Creating Initiatives

To create an initiative, follow these steps:

1. Click the Task Management icon in the main menu.

2. First, choose the level for whom you want to add the initiative (Personal, My Team, Department, Organization, Shared Initiatives). This determines the scope and visibility of your initiative.

3. Click on the Add Initiative button to begin creating a new initiative.

4. In the opened sidebar window, define the following fields:

   • Title: Give your initiative a clear and concise title.
   • Attachments: Choose a file to upload. (Attach supporting documents related to your initiative).
   • Measurement: Select the measurement type for tracking progress (Percent, Number, or Reached/Not Reached) and specify the Start Value and Target Value for your initiative.
   • Percent: Tracks progress as a percentage of completion from a start to a target.
   • Number: Measures progress by a numerical count or value towards a specific target.
   • Reached/Not Reached: Indicates if a goal has been achieved or not.
   • Branch Offices:  Assign the initiative to one or more specific branch offices within your organization:
   • Departments: Link the initiative to the relevant departments responsible for its execution.
   • Tags: Apply keywords or labels to categorize and easily search for your initiative.
   • Due Date: Select the target completion date for the initiative.
   • Set Priority: Set the priority of the initiative (High, Medium, Low) to indicate its importance.
   • Private: By default, an initiative is private and visible only to the team selected in the Assign Team section. Turn this off to share the initiative with other teams.
   • Share With: Make the initiative visible to chosen employee groups or individual employees.
   • The field is visible when the Private toggle is OFF.
   • Assign Team: Select an Owner (responsible for the initiative) and Contributors (team members who will help with the work).
   • Strategic Alignment: You can also choose Pillars and Perspectives within the Strategic Alignment section to link your initiative to broader strategic goals.
5. Click Cancel or Save to add the initiative

Managing Initiatives

Within the Initiatives section, you can perform the following actions:

• Add Initiative: Create a new initiative from scratch, defining its title, goals, and team members.
• Filter by Priority, Progress, and Status: Use the Filter by Priority,  Filter by Progress, and Filter by Status options to narrow down the initiatives displayed based on their assigned priority (High, Medium, Low), their current progress status (Behind, Low Chance, On Track, Not Set), and their overall stage of completion (Not Started, In Progress, Overdue, Completed, Archived). This helps you quickly identify initiatives that need immediate attention or those that are progressing as planned.
• By default, all active initiatives are displayed (Not Started, In Progress, Overdue). Completed and Archived initiatives are not shown in this view.
• You can filter initiatives by department, branch office, owner, contributor, due date, and tags using the Filter button.
• Report Progress: Update the status of an initiative. Regularly reporting progress ensures everyone stays informed and potential roadblocks are identified early.
• Add Comment: Allows you to leave specific notes or feedback related to that initiative.
• Edit: Modify the initiative's details, such as its title, due date, priority, assigned team members, measurement values, and strategic alignment. This ensures the initiative information remains accurate and up-to-date.
• Delete: Remove the initiative from the system. 

• View Team: Allows you to see the team members currently assigned as owners and contributors to this initiative. 

Initiative Statuses: 

• Not Started: An initiative that has just been created with 0% progress.

• In Progress: An active initiative with ongoing progress, with its end date still in the future.

• Overdue: An active initiative that has not yet been completed, and its end date has passed.

• Completed: An initiative that has been finished and has reached 100% progress.

• Archived: An initiative that has been manually hidden from the main list.

How to Request to Become a Contributor

If you are not an owner or an existing contributor of an initiative, you can submit a request to join the team.

Requesting to Join:

1. On the initiative page, click the View Team button to open the sidebar.
2. In the sidebar, enter your request in the text box, then click the Become a Contributor button to send your request.

Once you have sent your request, the initiative owner will receive a notification.

1. The owner will see a number highlighted next to the View Team button, indicating there are pending requests.
2. The owner can click this button to open the sidebar and review your request.
3. The owner can then either approve or reject your request. You will be notified of their decision.
• The owner can also remove other contributors from the initiative.

Reporting Progress

To report progress on an initiative, use the Report Progress button or open the Actions menu by clicking three dots and choose the Report Progress item.

In the opened sidebar window, you will see the following information and options:

• Initiative Title: The title of the initiative you are reporting progress on is displayed at the top for confirmation.
• Attachments: This section indicates any files attached to the initiative.
• Last Update: Shows the date of the last progress report.
• Due Date: The target completion date for the initiative.
• Priority: The assigned priority of the initiative (High in the example, indicated by a red flag).
• Start and Target: Displays the starting and target values for the initiative's measurement
• Progress Visualization: A visual representation of the progress towards the target is shown (a horizontal bar with markers for "Expected" and "Check Ins").
• New Value: Enter the current value reflecting the progress made on the initiative's measurement.
• Expected Value: It is a calculated value that represents the anticipated progress of the initiative based on its start value, target value, and due date.
• New Status: Select the current status of the initiative by choosing one of the radio buttons:
• Behind: Indicates the initiative is not on track to meet its due date or target.
• Low Chance: Indicates the initiative is unlikely to meet its due date or target.
• On Track: Indicates the initiative is progressing as planned and is likely to meet its due date and target.
• Comments: This tab displays and allows you to add feedback related to the initiative's progress. The number in parentheses indicates the current count of comments associated with this initiative.
• Progress Reports: Here, you can view a chronological history of all submitted progress updates for this initiative. The number in parentheses represents the total number of progress reports recorded.
• Modifications: This tab tracks any changes made to the core settings and details of the initiative, such as due date, assigned team members, or target values. The number in parentheses indicates the total number of modifications made to the initiative over time.
• Cancel: Closes the Report Progress window without saving any changes.
• Report: Click this button to submit your progress update.
• Comment: Type your comment in the text field, then click the Send button to post your comment. This will attach your comment to the current progress update, making it visible to other stakeholders of the initiative.

With these tasks at your fingertips, you can optimize your HR operations and boost overall team efficiency.