Projects & Tasks

Transcript

00:01 Okay, in this video, we are diving into something huge. Projects and tasks for your clients. So I am on a client page and down at the bottom, you will find under the internal project management area, projects and tasks. 00:18 So projects are created automatically when a new client is created, um, if they're coming back to you for a subsequent project, you'll need to do it manually. 00:26 And it's created at the quote stage. So there are different profile checklists between when we are on new lead and quote issued then when we are onboarding. 00:38 So this video is going to discuss everything you see from onboarding on. This video is not about the quote part. 00:46 We cover that in a different lesson. So go check that out if you need to understand more about how we issue quotes. 00:54 But in this video we are going to be talking specifically about project management. So you'll see that whenever the project status changes to onboarding our profile checklist updates and it shows that we need to have a start date and we can optionally have an expected completion date. 01:12 I want to see more details about this. So of no is that you can go ahead and put the project start date here. 01:19 So if I wanted to make that today then I could do that and I could set the completion date as well. 01:25 My projects are four weeks, so one, two, three, four. This is what I would guess. And then if I wanted to upload a before photo of my clients forums, I could do that here in addition to uploading an after. 01:39 But these are really just kind of the big overview things that I think you may want to see at any moment, but there's a lot more detail involved. 01:47 So if I open this up, it'll open inside peak automatically. Of course, I can always make it full page and you'll see that again my project details are showing here for my project checklist. 01:59 Now if I were to change this to in progress you'll see that this updates even more so we need to add down these strategy session URL. 02:09 This is showing as a checkmark because I already added this via another video that is in this course. So that's showing is done but if it weren't filled in it would be showing in red here. 02:21 Now, the big thing to know, the big thing I want to make sure you understand is that part of what is included in the setup OS is my exact project breakdown. 02:31 It's every single task that I do for every single done for you project. And this used to be something I sold individually. 02:41 It was a click upward, and it was one of the most expensive things in the shop because this is literally my secret sauce. 02:47 This is how I get a Depsado setup done, within a confined timeline, how I make sure everybody gets the same quality of work done. 02:57 And it's how I make sure that I can pass off tasks to my virtual assistance so that I'm not responsible for every little thing. 03:04 So this is huge. This is a huge, huge inclusion that seems small because this whole product is so big as it is, but but this is going to be something that is so valuable for you. 03:17 So the big thing to know is that in order to get these tasks created, you need to click this button. 03:23 So when I open up the project page and I scroll down, I click this button. And the only tasks included for this RV done for you dumps out of tasks. 03:31 So if you offer a strategy session or an audit or something like that, you're not gonna use this button for that, you're gonna need to make those tasks manually or make your own project template, which there's a whole lesson on in the advanced module. 03:45 But in this module, we are only talking about the done-for-you-depsado tasks. So the biggest thing I need to hit home for you is you must make sure that the project start date is set to the process mapping session date before clicking the button below because that is going to automatically map all of 04:05 the due dates for the tasks that are created. And so just make sure that you got the project start date and I would set it to the day that you are doing the process map. 04:17 Now, the other thing to know is that we're going to have two sections here, open tasks and project plan. Both of them have helpful directions that you can toggle open to reveal more information that may help you with understanding it. 04:30 So I'm going to scroll back up and see that my project start date is set. So my profile checklist is making sure that I do the thing that needs to be done before I click this button. 04:39 So it is set. And so I'm going to click, create DFI Debsato tasks, and then I clicked it to aggressively since it highlighted. 04:46 I'm just going to click it. And now it's going to say, confirm that I want to continue, click continue. So we need to give it a minute or two to complete, and then you will see that this section gets filled out completely. 04:58 I'm going to go ahead and make it full page at this time. So now you'll see we have all of these tasks sorted by phase. 05:04 This is the phase that I recommend completing these in. So for example, you have probably heard me now or you will later say that, you know, you can complete all of phase one from the onboarding questionnaire. 05:18 So when I say that, here's what I mean. I literally mean that you should be able to do everything from phase one and before with only the information from the onboarding questionnaire. 05:27 And then phase two is where you need the content approval questionnaire. So having that complete is the very first step in the process. 05:35 So these are all of the tasks. And so in addition to the columns being sorted by phase, they are also sorted by status. 05:43 So everything up here is marked not started. And then if we scroll down, there's an in progress section and a done section. 05:49 And you can change that directly from this board view. So if I wanted to say I did this and I can mark that done, if I want to say that this is scheduled, I'll say done, and then, okay, I'm still pre-mapping the processes, so I'm going to change that to in progress. 06:05 And so now, when I scroll down, you'll see that pre-map processes is in in process, and then done are these items. 06:12 And so these are pre-mapping based on the date of the process mapping session. So I put in that the process mapping session was today, which means that I needed to have the processes pre-napped three days ago, or that's when the task would have been initiated for me. 06:33 So that's what you're seeing here. Now the other really cool thing that you can do with these is you can actually do time tracking via these tasks. 06:45 So if I wanted to time track on pre-mapping these processes, I'm going to click on the task to open it up and I'm going to click start task here at the top of the page. 06:57 So now you'll see that under time tracking I have the date set to 245 pm today and that is based on the time that I clicked start task. 07:09 Now I am going to let this sit for a minute so that we actually get some time tracked. I'll cut the video but when you come back you're going to see the magic. 07:18 Okay it's been about two minutes so I'm going to go ahead and now I'm to click end task because I am done with this. 07:24 So I'm going to click end task. You'll see that logs in end time here. Here in a moment, you're going to see that this should update to two minutes and then it clears this out. 07:32 So this is an automation that I've set up a notion that is already ready for you. You shouldn't have to do anything to make it work. 07:37 You shouldn't even need to turn it on. It should all be functioning. And so this is going to always be tracking the amount of time that you have spent. 07:45 So if I were to click start task again, it will add that time. So I am going to do that. 07:50 I'm going to go ahead and click start task. And then while we let some time run, I am going to go in and show you another feature about time track. 07:57 So when I go back to this area, so I'm not on a specific task, I'm just on the general project. 08:04 Now, when I scroll back up to the open task section, you'll see that there is this section of active timer. 08:09 So that's what this is. And so this is here so that you don't end up with 20 tasks that you've started a timer on where you forgot to hit end task. 08:19 task. So any task that has an active timer running will show here. And so you can end that in a number of ways. 08:27 You can either click and task or if you were like, oops, I started this task yesterday and I forgot to end it. 08:34 I need to go ahead and manually log a time. Then instead you can click here and you can click the date that you finished it. 08:43 You will to turn on including a time and then you will be able to enter what time and you do do to do that from this screen. 08:51 So I'm going to have this be 3 p.m. So it is currently 2.48 p.m. I said that is 3 p.m. 08:57 We previously had two minutes on the timer. So when we go back into that pre-mapping processes task you should see more than two minutes. 09:07 So let's open that up. So now you'll see that we have 15 minutes tracked here. So this is tracking all of the time that we spend every time we click start and then tap. 09:18 So then the other thing that's really cool about this is now if I close this and I go back up to the top of my page, I am going to be able to see the progress that has been made. 09:29 So this is the percentage of tasks that I have marked as complete. And so if you'll remember, I marked two as complete to show you. 09:36 So that's 3.92%. And then the other thing is that it is going to be tracking the total amount of time that I have spent. 09:43 So if I had started time on a different task, then you would see 15 minutes for the pre-napping processes plus the five minutes that I spent on creating project statuses or whatever it is. 09:55 So all of that shows here for this particular project. Now if I want to go back out to the client that this is tied to, here in the internal project management area, the great thing is this is where we're seeing that progress. 10:12 And here is where we can see all tasks for all projects associated with this client. So if I had multiple projects for them going at the same time for some reason, it would be amazing because I would be able to see all tasks for this client in this spot. 10:29 And when I toggle between these task views, there's calendar view, there's board view, there's task list, and then there is another Active Timers view. 10:39 So you don't even have to go all the way into the project in order to see those active timers. So this is really helping you manage projects and tasks at the client level. 10:50 However, I'm probably working with multiple clients all at the same time. And so this is where when I go back to my homepage, it gets even better because here I can see all of the tasks that I have for all of my clients. 11:05 So, first of all, I can see open projects here under the quote calculator area. So these are going to be any projects where it's not marked complete and it's not marked as a lead. 11:16 And then when I go down to the tasks area, I have a list of all my current active timers across all my clients, not just one. 11:25 And then on my open task calendar, I would see all tasks for multiple clients here. So you can, for example, see that this one is set to test client, and then this one is just set for another client that I would have created at a different time. 11:40 So this helps you manage your tasks and your active timers globally, not just within the client profile, because it would be really annoying to have to open up every single client to try to see if you have any active timers running, or even to help like, even for you to try to prioritize the tasks that 11:58 you need to get done. So, the way that this is set up makes it so that you can see tasks at the client level. 12:05 And you can see tasks at the project level, but you can also see all tasks across all of your projects and all of your clients. 12:12 So, this is really, really cool. I'm really, really excited about this, and I hope that you find lots of success with managing your tasks this way. 12:20 And I also hope that that you find that the order that I've laid them all out in makes your setups much more efficient. 12:27 So this is a very multi-faceted feature here, very, very robust and it will of course be constantly improving. Make sure you're always looking for these helpful direction toggles, toggle them open to get even more information. 12:42 So thank you so much and keep on going to the next lesson.