3 Reasons to Move Your Daily To-Do Lists from Paper to SharePoint

3 Reasons to Move Your Daily To-Do Lists from Paper to SharePoint

by: Asif Rehmani Tuesday, January 30, 2018

Even after a company has adopted SharePoint and Office 365, you will find that many employees are still writing their to-do lists on paper. It's okay to jot a reminder on a post-it note but it's not ideal to continue making lists of daily things to do on sheets of paper, especially after the right tools have been deployed in your organization.

SharePoint gives you a smarter way to create, manage, and secure your work-related tasks lists.

Many times, it's hard to abandon your pen and paper for the routine but with some efforts, the habit can easily be broken.

SharePoint empowers you with an out-of-the-box functionality that is well optimized for typical daily to-do lists. When a list of subtasks is large enough to morph into a project, the feature will expand to synchronize with Microsoft Project Server or Project Online. And, when you need a more convenient way to work with your tasks, the feature dynamically connect with Microsoft Outlook.

Once you try the SharePoint Tasks List feature, you may never find a reason to go back to your sheets of paper.

There are plenty of reasons why you need to transition to SharePoint; chief among them are management flexibility, collaboration opportunities, and integration capabilities.

Let's break down each of those advantages.

Management Flexibility

Whereas sheets of paper avail limited space, the SharePoint Tasks List feature affords you space generous enough to host a to-do list that can cover several days.

You may have noticed how hard it is to edit a to-do list item after it's been written on paper. The digital freedom that comes with SharePoint gives you the ability to make changes without such limitations.

Like any SharePoint List, not only can you delete items on your Tasks List with one click but also keep the history of all your productive activities. Should you wish to check something in the future, your to-do list record will be right there. You can even leverage the SharePoint security features to keep it safe and, if it’s in the cloud, be able access it from anywhere on any device.

A visual timeline displays progress on your tasks and your entire project. This functionality comes in very handy when a task contains a long list of subtasks. And, when you have a large number of individual tasks to complete, a visual representation of your progress will inform your management decisions very effectively.

Also, you will find all the most common functionalities of a project management application:

  • Every time you add a task to your to-do list, the app prompts you to add a start and finish date;
  • Mark a task as priority and, when done, change the status to complete;
  • Easily add even more metadata to your tasks.

As you get familiar with the tool, you will start discovering workflows that respond to your needs.

To master the feature faster, contextual step-by-step walkthrough bubbles will help. Take a look at how they work in this VisualSP demo.

Collaboration Opportunities

No one can do everything alone. If you need help, just delegate some of the tasks to your colleagues. A simple configuration will enable you to send a notification email to anyone who may contribute. The ability to assign a task to a team member is definitely among the major incentives to make the transition to this paperless habit.

Another plus of using the SharePoint Tasks List feature for your to-do list is the option to allocate resources to individual tasks on your list, just like a typical project management application.

To bring scalability to your tasks, you can take advantage of the integration capabilities so you can include even more people to your project.

Integration Capabilities

If a group of tasks blows in size, just send your project to Microsoft Project, Server or Online. Once the connection is complete, the two versions of your project become synchronized; every change you make in SharePoint is reflected in Project. With this dynamic connection, you can leverage the power of project management features native in Project without having to create your to-do list from scratch. This is useful especially when you have a project manager that needs to supervise multiple projects in Project.

You can always return to the simplicity of the SharePoint Tasks List feature when the size of your future to-do lists allows.

If you spend a lot of time in your inbox, you may prefer to manage your tasks in Microsoft Outlook. This is very convenient. Just connect your SharePoint Tasks List to Outlook and you will be able to work with your to-do list right from within your mailbox.

It is easy to establish the connection. The short video below explains the steps.

You may find more video tutorials on the subject here.

In many digital workplaces, it is common to find employees who are still holding on the old ways of working, jotting a list of tasks on a sheet of paper is just one of those habits.

With some effort, you can transition to the SharePoint Tasks List feature and get access to many ways of managing your tasks, collaborating with your team members, and leveraging the power of other integrated applications from the Office 365 family. The boost in productivity that comes with the transition is worth the effort.

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