Please help me organise MLO!

[tempo...@gmail.com]

Hi guys,

 

I’m hoping you can help me.

 

I’m about to subscribe to a pro version for Windows and also subscribe on my phone. I manage a company of 25 people so I’m hoping this will help me push all of our projects forward.

 

I’ve watched the videos and read the whole manual but, unless I’m being dim, I cannot see how I would mark a task/sub-task as ‘waiting on PERSON-ABC’, where PERSON-ABC would be one of my employees.

 

What I want is three different views:

1.       shows me all of the tasks, in their hierarchies – this is already catered for in Outline

2.       shows me all of my active tasks – i.e. things I can go and do right now – which is catered for in Active Tasks

3.       show me all tasks that don’t require action from me, but that I need to keep an eye on and ask ‘has this been done yet? - which is catered for by telling me to review an action every 3 days, say.

I don’t want views 2 and 3 to be in the same place because I have circa 100 tasks to track at any one time, but only 10 of those are things I’m going to be doing.

The problem is that when I mark a task as requiring as review it does not remove it from active tasks, which means even though this task is being done by Person-ABC it is appearing as a task for me to complete.

CAn anyone help me with this please?

Thanks,

David

[John Smith]

Hi David

There will usually be several ways of doing almost anything you can think of in MLO.   I only half understand your requirements but try:

A. Creating a dedicated folder at bottom of your list of all tasks for '3.' and then moving the relevant tasks into it.

B. If you want to focus on specific task you could try 

- making each one bold (Control/B)  or

- making each one highlighted (Control/H)

- giving each one a Star (Control/Shift/S)

If you use a Star you can filter on just them using the "Active Starred" view

C. I don't use the review feature myself but if it helps, one way to make things disappear on a temporary basis is to move it's start date into the future (e.g. to move a task 5 days into the future, type: Alt/S 5 D)

D. Regarding getting specific people involved, I suggest creating a Context with that person's name or initials.

Hope at least some of the above help  :)

J

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[robisme (Olivier R)]

Hi,

You may want to use contexts.

I could suggest one amongst a lot of possibilities:

- ad a context per Person: @A, @B, @C (your exemple)

- ad another context "@waiting for

for each task that is not assign to you specifically, set the context "@waiting for and a context @A or @B or @C

Then, build 2 views, :

1) [context contains "@waiting for"]

2) [context doesn't contain "@waiting for"]

make both view display task grouped by context

Can this help you ?

[Michael Emerald, CFA]

Hi.

 

You probably got an answer to this already.  Admittedly I’m super busy to read your whole email but from what I skimmed it sounds like you want to create a flag for the status you describe (and others) and then create a custom view using the “Advanced filter”.

 

HTH.

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[Stéph]

Hello David,  Here's one more reply; a little late, but with another way of doing it.

I use a Context called @waiting, for everything which has been delegated to someone else or for which I'm waiting for input from someone else.  When a task depends on someone else, I write that  person's name at the beginning of the note field, with a ? as a hashtag in front of it: ie ?Jim, ?Bob, ?Sarah, etc.

So, for view 2, I use the Active Tasks filter, but I've customised it to exclude items with context "@waiting" AND which have not reached their due date. (Anything which has reached it's due date appears back on my list, so I'm prompted to chase them up).

For view 3, all the items I've delegated, I filter on @waiting.

If I'm talking to someone and I want to check up on everything else they've been delegated or asked for, I do a quick text filter (top of the screen on the iPhone, or on the desktop it's Alt-F1 and go into the "text" group in the filter setup) on their hashtagged name. That way, I immediately get a quick prompt list of topics I need to follow up with them.

That's just another way of doing it - I have too many contacts to be able to give each of them their own Context.

Stéph