TodoList
A todolist or task overview should be the first to provide quick insight into who is doing what and when it should be ready. In many cases, those involved know what it is about and not much additional information is needed to eliminate the action item. It simply has to be done. This yields the following specifications:
an overview of tasks, todo's or topics
- be able to see who is doing a topic
- when it is finished
- what the status is
Practice
Actually that is all and this can easily be kept in a word document. And that's exactly what happens. The action points are included as an appendix to the minutes, containing the latest agreements, insights and priorities. They will be discussed again at the next meeting. This is how it happens with us and with many other working groups.
Why TodoList
If this works to your full satisfaction, then you should definitely continue with it. But if it gets a bit bigger and the developments within an action point move quickly, there is a need to communicate more quickly about the progress of the action points. It is also possible that other working group members come up with ideas and want to add comments or remarks. "I happened to hear that the school is also working on this subject and is looking for cooperation in the layout and distribution of the folders. Is it something to make contact with them? I hear you." For example, we heard from one of the team members via an email sent to 9 people. Only one team member was not included in the email and that was exactly the team member who should have read the email. Therefore, it would be good if a to-do list:
- is online and everyone can access it
- team members can leave their comments
- a history of the developments within action points is visible. Very useful if someone else is going to take over the action item (or has to take over because a team member is too busy with other topics, or has become ill) and wants to read in and be informed about what has already been done for this action item.
Pricing
Todolist is free.
Definitions
Issue
Topic whose developments should be controlled and monitored.
Owner
The person expected to direct and control the topic. He accounts for the progress.
Status
A code that indicates how far the developments around the subject have progressed.
Due Date
The date on which the subject must be completed.
Status
The user can define any status that is desired. There is no restriction and there is no hard and fast definition of the state values. These include:
- Active: the topic is actively being followed.
- Hold: the topic is temporarily suspended because there are other developments to wait for.
- Stopped: the topic is no longer discussed and followed.
- Archived: the topic has been archived and will only be to be sure, not yet removed from the list.
Issues can be:
Comment
Any topic can be commented on, of course to improve the progress and monitoring of the topic. The following applies:
- a comment can NEVER be deleted or changed.
- When a comment is added, the name and the date and time when the comment was added is automatically recorded and closed with a vertical line.
Filters
The filters allow the users to make selections to make the overview:
- per user.
- per status.
- all information or just a so-called header overview.
Data Lists
So-called data lists are available for the following headings:
Searching
Search is done by using the keys CTRL-F. This can be done in any overview.
User groups
Three user groups have been created:
- adminstrators: a group that can enter, change and delete everything,
- readers: a group that can only read the information.
- admin: a group that can make changes that the others can't reach, such as inviting new users.
