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What are some best practices for updating and maintaining your task tracking template?

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Task tracking templates and examples are essential tools for managing your projects, workflows, and deadlines. They help you organize your tasks, assign responsibilities, track progress, and communicate status updates. But how do you keep your task tracking template up to date and effective? Here are some best practices for updating and maintaining your task tracking template.

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Henrik Spandet

Say goodbye to stress, overwhelm, and burnout, and hello to greater productivity, success, and fulfillment. Experienced…
John Russell

Retired Construction Management & Operations Leader

1 Choose the right template

The first step is to choose a task tracking template that suits your needs and preferences. There are many types of templates available, such as Kanban boards, Gantt charts, to-do lists, calendars, and spreadsheets. Depending on your project scope, complexity, and goals, you may want to use different templates for different phases or aspects of your project. For example, you can use a Kanban board to visualize your workflow, a Gantt chart to plan your timeline, and a spreadsheet to track your budget. The key is to choose a template that is easy to use, flexible, and compatible with your tools and systems.

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Henrik Spandet

Say goodbye to stress, overwhelm, and burnout, and hello to greater productivity, success, and fulfillment. Experienced efficiency trainer with Amazon, Novo Nordisk, Mars, CP Kelco, Power Corporation and many more.
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Ivy Lee was a time management expert who lived from 1877 to 1934. Lee's most significant contribution to time management was the creation of a simple, yet highly effective task productivity system. The Ivy Lee Method involved a simple six-step process: 1. At the end of each day, write down the six most important tasks to accomplish the following day. 2. Prioritize these tasks in order of their importance. 3. When you arrive at work the next day, begin working on the first task and don't move on to the next one until it's complete. 4. If you don't complete a task, move it to the next day's list. 5. Continue working on the tasks in order of their importance until the end of the day. 6. Repeat this process each day.

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2 Update your template regularly

Once you have chosen your template, you need to update it regularly to reflect the current status and changes of your project. Updating your template helps you monitor your progress, identify issues, and adjust your plans accordingly. You should update your template at least once a week, or more frequently if your project is fast-paced or dynamic. You can also use automation tools or integrations to sync your template with your data sources, such as your email, calendar, or CRM. This way, you can save time and avoid errors or inconsistencies.

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Henrik Spandet

Say goodbye to stress, overwhelm, and burnout, and hello to greater productivity, success, and fulfillment. Experienced efficiency trainer with Amazon, Novo Nordisk, Mars, CP Kelco, Power Corporation and many more.
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Implement a weekly tactical command meeting; I recommend on Friday. This is the meeting where you take control and ensure the right focus. A meeting focused on prioritization - and you. I think this is the most important recurring activity you can give yourself as a strong form of self-love. You set aside 1 or 1 ? hours for this meeting and ignore current pleasures for bigger rewards to come. Objective of the meeting: A) Determine the order of meetings and tasks for next week. B) Review goals, set goals for next week/s. C) Mind dump, peace of mind, free up mental RAM. D) Know my “3” most important tasks (milestones) and meetings next week. E) Review the current week. What worked well/not so well? Habits to adapt?

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John Russell

Retired Construction Management & Operations Leader
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I have found that regular monitoring (daily) and tracking notes regarding the progress of the task allows you to complete the item much sooner. Part of this is reaching out to others who have tasks on the list to give them a friendly reminder that timely completion of the task will keep the project moving forward.

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3 Share your template with your team

Another best practice is to share your template with your team and stakeholders. Sharing your template helps you improve collaboration, transparency, and accountability. You can share your template via email, cloud storage, or project management software. You can also set permissions and access levels to control who can view, edit, or comment on your template. Sharing your template also allows you to collect feedback, suggestions, and questions from your team and stakeholders. You can use comments, annotations, or chat functions to communicate and resolve issues on your template.

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John Russell

Retired Construction Management & Operations Leader
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The team needs to be accountable to one another, including yourself to the team. By sharing the updates people are making in completing their tasks, it holds others on the team accountable and gently applies peer presure.

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4 Review and optimize your template

Finally, you should review and optimize your template periodically to ensure that it is still relevant and effective. Reviewing your template helps you evaluate your performance, measure your results, and identify areas for improvement. You can review your template at the end of each project phase, milestone, or sprint. You can also use metrics, reports, or dashboards to analyze your data and insights. Optimizing your template helps you streamline your processes, eliminate waste, and enhance your productivity. You can optimize your template by adding, removing, or modifying features, fields, or categories to suit your needs and goals.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are some best practices for updating and maintaining your task tracking template?

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1 Choose the right template

2 Update your template regularly

3 Share your template with your team

4 Review and optimize your template

5 Here’s what else to consider

Task Management

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