Delegate Update?

[bs]

I stopped using MLO a while back primarily because there was no elegant method for delegating tasks and managing others' work. As I browse the web site, it does not appear there has been a change to this functionality but I wanted to check. There are many things I very much like about MLO and had used it for many years. But I interact with too many people so I need this capability.

Did I miss a delegate capability in the latest list of features?

Thanks much,

-bs

[Joel Azaria]

Hey bs, 

Not entirely following what you want to see or find.  I mean, how does this work?  Would a simple context of @waiting or @delegated (or even @John, @Susan, etc.) suffice?  If not, why?  What kind of function do you hope to find?

J.

[Dwight]

Hi, bsohn. There's no explicit functionality for delegation added recently. MLO does not contain the kinds of functionality you would want in a multiperson project manager like Gantt charts, resource scheduling, critical path detection, etc. MLO does have some stuff to support collaboration and some people are using it for delegation.

The most recent enhancement is branch sync, #4 below, and it has been around for a long time.

Here are four possibilities

1 context and print
Create contexts like @Alice, @Bob, @Carol for your co-workers. Print out listings (or email screenshots) for each coworker showing active tasks (what they should be working on now) or available tasks (active tasks plus what's coming). They can mark up the lists with current status and send them back to you. Pro: simple and easy. Con: A lot of work for you to periodically enter status updates and pull new listings. Also, the listing will truncate some fields, like Note.

2 share to email
Like #1 but instead of sending a listing you send each task as an email, using the SHARE feature of Android (or equivalent on Apple). (Disclaimer: I haven't tried this).
Pro: your coworkers might find it easier to understand and work with the emails,  and there's no problem with truncated fields.  Con: needs a mobile platform,  doesn't work on windows.  Also you still have to enter your coworkers' status updates.

3 shared cloud file
Set up a separate profile for the shared work. Get all of your coworkers onto MLO and use cloud sync to share the profile.  Pro: everyone can see and understand the whole project, which is usually good for productivity. Everyone can enter their own status updates. Con: everyone needs to learn MLO. Also, the ability to see and change every task could be a negative if you dont trust your coworkers.

4 branch sync
Make a separate branch in your outline for each coworker. Set up a separate cloud file for each coworker and use branch sync to populate each person's cloud file with just your branch of your outline. Everyone gets mlo and syncs with his or her own cloud file. Pro: Everything is need-to-know. No one sees someone else's tasks. Everyone enters their own updates. Con: you have to set it all up. Because delegated tasks are in separate folders,  you can't use "complete in order" to enforce sequencing. You can code in explicit dependencies to enforce sequencing in your own copy but I tend to doubt that the sequencing will apply to the exported branches. Also: if you put all of your cloud branches under a single cloud subscription, a clever and industrious coworker could get into other people's branches. If you are actually worried about that kind of risk then you should make a separate cloud subscription for each branch. There will be fees to be paid.
-Dwight
Mlo betazoid on Android sgn2

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-Dwight
Mlo betazoid on Android sgn2-Dwight
Mlo betazoid on Android sgn2

[Martin.G]

I find that Wunderlist provides a good example of the sort of functionality that is being requested.  Everyone involved has to have the app installed on a phone (or a PC version is available), and it allows you to share lists and delegate tasks to others in the group.  Other people can only see the lists/tasks that you have allowed them to see.  

But it really needs a decision to move away from a single-user concept to shared task lists.

[pottster]

I agree with you Martin. I'm using Wunderlist to share and delegate tasks and find it easy and effective. Importantly, the people I use it with are either already using it, or find it simple to understand.

It would be a very big decision for MLO to move from single-user to collaborative. A better course to take may involve developing integration through apps like IFTTT and Zapier, or improving the export options e.g. opml.

[Jonathan]

I'Being signed up to this group

[Jonathan]

In my opinion you're barking up the wrong tree in expecting MLO to accommodate delegation. MLO is simply a database optimized for personal task management. Project management beyond the individual level requires a system incorporating a variety of tools. Maybe you should be using MS Project, or developing your own database. MLO may be a useful cog in the machine but don't expect it to be what it's not.

On Sunday, 20 September 2015 02:53:55 UTC+10, bs wrote:

[bs]

My interest is not nearly as elaborate as others are assuming. I'm not looking for project management capability or any type of cross-user interactivity. I'm really just looking for something as simple as a field where I could enter the person (or persons) who are responsible for doing something. Yes, I am aware of the workarounds that are listed here. Using a context or including the name in the header is reasonable....but it's not as elegant as having a dedicated field to assign ownership. With such a field, I could more easily create reports, sort by owner, assign tasks, etc. When I'm working on a project, I could see who all is doing things. When I sit down with a person, I could easily see all the things that person is responsible for doing.

It's really a simple need and pretty core to any task manager. I've used MLO for a very long time. This has just been a notable gap in my mind. With all the latest efforts, I was hoping that gap would be closed. Alas.

-bs

[Stephen Jones]

BS,

I use MLO a lot with delegation to my 10 staff. I have previously used a context for each employee but have moved away from that.

I now have one context for delegated items. I have the auto formatting set up so that all items with that context in are purple and italics so I can see them easily in any list. Each task delegated starts with the initials of the person. I use the review function only for delegated tasks and I have a review tab that I check each day to see what I need to follow up. I also have a waiting on view that I check in my weekly planning to ensure that nothing slips through the cracks.

Cheers

Stephen J

 

On Sunday, 20 September 2015 02:53:55 UTC+10, bs wrote:

[Joel Azaria]

Given the power of MLOs custom views I believe you could create your 'report' as easily with contexts as with a custom field.  I use context in a vast number of ways including delegation.  

I have dedicated @name contexts for ppl I often either delegate too or have agendas with.  Examples are my assistant, biz partners, key supply partners, clients while they have projects active (some projects are multi-year, many are a couple months) and also my close/immediate family (my brother for example) with whom I often work with and/or for.  I also have one 'catch all' generic @agenda context for one-off agendas, etc. that don't merit their own context and I use my generic @waiting-for context for non-typical 'delegations', like asking my sister to help me with x for y's birthday party.  I don't often 'delegate' to my sister but occasionally, it happens.

It might sound like a lot but it's not as many as it sounds (there's about 15 right now after 2 years, 3 of which have presently have tasks) and frankly, it's not really that high a maintenance.  

I only add an @name context to the system when it's really warranted and then I just include those in a 'meta' context I created (I use *Agendas) and then use the meta context's inclusion to avoid having to update various views that use itb.  With only some minor snags, so far so good.

If you use certain of those views often (ie a Delegated view), create a tab for it and lock it as default (tabs may be new for you, depending on how long you were away.)  

I lock all my key views that way and use it for delegation/agendas, tracking JIT inventory for projects (from order/backorder to delivery to jobsite,) to my daily errands, calls, Inbox and NAs.

Your request for a dedicated field isn't outlandish, but I think with just a wee bit of creative effort you'll find you don't actually *need* it.

hth.