Submitted By: Team Sorted
Team Members
Lovepreet Kaur
Gurpreet Kaur
Chetna Rani
Manjinder Kaur
Submission Date: 11, October 2024
Objective:
This assignment's goal is to assess various task management systems to assist SORTED in
choosing the best one for internal usage. The main components of this review will include its
usability, time management capabilities, collaboration features, and the program's capacity to
accommodate the team's varied working styles. To maximize effectiveness, a personal task
management system will also be examined.
Research and Test Task Management Programs
Steps Taken:
Software Selected for Testing:
Asana
[Link]
Trello
Click Up
Jira
Evaluation Process: To evaluate each software's feature set and usability, an example
project was used for testing. The emphasis was on:
Comfortable for users
Delegating tasks and working as a team
Combination with additional instruments
Adaptability and expandability
Tracking and time management skills
Pros and Cons Evaluation
Software Evaluations:
Software Pros Cons
Asana An easy-to-use interface and - The free edition offers less
robust tools for cooperation flexibility
- Facilitates the tracking of -There are fewer connectors
deadlines and job allocation than other choices.
[Link] - Simple visual task tracking -Costly when it comes to
- Powerful communication premium features
tools - New users' learning curve
- Workflows that are
incredibly adaptable
Trello - Easy to use interface -Inadequate features for
- Excellent for small tasks sophisticated project
- Complies with Kanban management
approach -Not the best for difficult jobs
Click Up - Extremely adaptable and - High learning curve
adjustable - Small teams may find it
- Packed with features for daunting
several sectors
- Facilitates time tracking
Jira - Excellent interaction with – Difficult to use interface for
developer tools like GitHub non-tech teams
- Optimal for technical teams – Overly preoccupied with
software development
Software Recommendation
Recommended Software: Click Up
Because of its adaptability and capacity to serve a variety of teams, Click Up is advised.
Because of the software's great degree of customization, SORTED can design unique processes
that complement the business's emphasis on productivity and time management. Click Up is a
perfect fit for SORTED's project demands because of its time-tracking capabilities, task
dependencies, and integration possibilities, which allow the team to collaborate effectively while
respecting various work styles.
Key Features Supporting Recommendation:
Lovepreet Kaur
Examining Calendar/Schedule:
My current system is Trello for task and project management, and Google Calendar for setting up
meetings and deadlines.
Features: Trello assists me in graphically organizing and tracking activities, while Google
Calendar is excellent for managing time-sensitive events. Scheduling and task tracking should
not be separated, as this leads to inefficiencies such as constantly comparing data between the
two platforms.
Changes in This Methodology?
Yes, there are situations when using two different systems results in missed deadlines or
scheduling mistakes. My workflow would be streamlined, and it would be simpler to prioritize
jobs and deadlines if everything was combined into a single platform.
3. Is it ready for prime time?
Not quite. If I combined my tasks and due dates onto one platform, my task management would
be more effective. I would have more visibility and wouldn't have to jump between platforms as
much.
4. Organization & Consolidation:
I can transfer my Trello project tasks to Google Calendar, utilizing colour coding to distinguish
between tasks, deadlines, and meetings. This will result in the creation of a centralized system
where all jobs and things with a deadline are readily apparent.
5. Improvement Observation:
I understand that having just one platform will simplify my process. I can concentrate more on
time blocking and effectively prioritizing activities now that everything is organized into Google
Calendar.
Manjinder Kaur
Aspect Details
1. Examining Schedule/Calendar
System
Current System Excel is used for long-term project tracking, and Google
Keep is used for task reminders.
Functionality Excel is used to monitor project progress; Google Keep
is useful for making short notes and reminders.
However, the division between the two platforms may
cause significant duties to become dispersed and
challenging to efficiently monitor.
2. Could This Methodology Use a
Shake-Up?
Issue Identified It is inefficient to use two platforms—Excel and Google
Keep—as this results in work fragmentation and less
visibility.
Proposed Improvement Reducing tool switching and increasing visibility would
result from combining both tasks into a single platform.
3. Is It Optimized?
Current Efficiency Not operating at full capacity. While each tool functions
effectively on its own, there isn't a simplified way to
manage tasks and projects.
Suggested Change Efficiency gains would result from moving to a unified
platform such as Click Up or Trello for both short- and
long-term tasks.
4. Consolidation & Organization
Action Taken Getting ready to switch from Excel to Click Up or Trello
for project tracking. You can still take brief notes with
Google Keep.
Benefits enhanced project tracking and task organization.
5. Improvement Note
Next Step Switching to Trello or Click Up will centralize work,
lessen platform dependency, and boost productivity all
around.
Chetna Rani
Aspect Details
1. Examining Schedule/Calendar
System
Current System
Relies on Asana for managing tasks and sticky notes
for daily task lists.
Functionality
Asana is beneficial for monitoring projects and
future objectives, whereas sticky notes offer
prompt and conspicuous prompts for everyday
duties. Nevertheless, relying on sticky notes for
daily tasks is not dependable and ineffective
because they have the potential of being misplaced
or overlooked.
2. Could This Methodology Use a
Shake-Up?
Issue Identified
Yes, depending on physical sticky notes is no longer
current and not effective. Transferring all tasks,
including daily priorities, to a digital platform like
Asana would create a more dependable system.
3. Is It Optimized?
No, it is not optimized. Sticky notes are easily lost
and do not integrate with Asana, which can lead to
overlooking daily tasks. Merging daily
responsibilities into Asana would be a major
enhancement.
4. Consolidation & Organization
Action Taken
I will begin using the "My Tasks" tool on Asana to
organize my daily tasks. This brings together all
tasks in a single location, removing the necessity of
sticky notes and improving the monitoring of daily
priorities and deadlines.
Benefits
enhanced project tracking and task organization.
5. Improvement Note
Next Step
Transitioning your daily tasks to Asana results in a
more organized and dependable system. Asana's
reminders will make sure nothing is overlooked,
leading to increased overall efficiency in the system.
Gurpreet Kaur
1. Examining Schedule/Calendar System:
• Current System: Website for project management: Notion; For meetings management,
appointment, or any reminder: the Outlook.
• Functionality: Tasks and projects can be organized flexibly using Notion while Outlook deals
with mails and events calendars. However, task updates from Notion do not integrate with
Outlook which translates into a disconnect between tasks and meetings.
2. Could There Be a Change in This Methodology?
Yes, that it is possible to use two completely different systems for tasking and scheduling can cause a lot
of issues because the two always need to be cross-referenced. A change needs to occur to integrate more
projects for them to function as a system for matching project likelihoods with the due dates.
3. Is It Optimized?
Partially optimized: Notion allows for relative customization for tracking down the tasks assigned to the
users. Although scheduling was separated from the Outlook, there is potential for development at the
integration of the two systems.
4. Consolidation & Organization:
Action Taken: The connecting of Outlook Calendar to Notion will ensure that meets and deadlines are
seen in the same system without the use of other tabs. This integration is also useful to view timelines
beside the project next to the schedule of meetings, time management.
5. Improvement Note:
Scheduling is easier when it operates within the Notion, giving better control over both projects and
meetings. This minimizes lateness, and also makes it easier to properly sequence work.
References: -
Castillo, M. (2019). Managing tasks with Asana. The Journal of Productivity, 45(2), 123-135.
Asana Review 2024: Features, Pricing & More – Forbes Advisor
[Link] Review 2024: Features, Pros & Cons – Forbes
Trello Review 2024: Features, Pros & Cons – Forbes Advisor
Jira | Issue & Project Tracking Software | Atlassian
