Revision as of 20:01, 29 August 2026

Tasks

Tasks are for actions that need to happen later. They should answer three questions: what needs doing, who owns it, and when should it be done?

Create a task when

a customer asks for a call back;
a vendor needs chasing after a valuation;
a solicitor needs chasing;
a landlord/tenant action cannot be completed immediately;
an Opportunity Finder lead needs following up;
another member of staff must do something by a date.

Do not use a task as a substitute for recording the result of something that has already happened.

Creating a useful task

A good task has:

a clear action-oriented subject;
the correct staff owner;
a realistic due date/time;
the related contact/property where possible;
enough notes to understand why the task exists.

For example:

Call Mrs Jones for valuation decision. Valued 24/08 at £325k. She wanted to speak to partner over weekend.

is better than:

Call Mrs Jones.

Tasks from a Contact or Property

Where the task relates to a specific record, create it from that Contact/Property so the relationship is retained.

Completing a task

When the action has been done:

record any outcome that belongs on the Contact/Property;
create another task if a new future action is agreed;
mark the original task complete.

Do not repeatedly change the same task date to hide unfinished work if the underlying situation has changed. Update the note/next action so the history remains understandable.

Daily task discipline

At the start of the day, deal with overdue tasks before future tasks. At the end of the day, complete finished tasks and move genuinely unfinished work to a realistic date.

@@ Line 1: / Line 1: @@
-= Tasks list =
+= Tasks =
-[[File:Task List.png|none|thumb|1200x1200px]]
+Tasks are for actions that need to happen later. They should answer three questions: '''what needs doing, who owns it, and when should it be done?'''
-Tasks lists allows you to keep track of all tasks within the branch. By default, the logged in user will be shown in the dropdown list and all outstanding tasks will be shown. These tasks will show:
+== Create a task when ==
+* a customer asks for a call back;
+* a vendor needs chasing after a valuation;
+* a solicitor needs chasing;
+* a landlord/tenant action cannot be completed immediately;
+* an Opportunity Finder lead needs following up;
+* another member of staff must do something by a date.
-Dropdown list             will show all teams that the user is a member of, all staff within the branch
+Do not use a task as a substitute for recording the result of something that has already happened.
-For                               the user who has been assigned the task
+== Creating a useful task ==
+A good task has:
-Created by                  the user who created the task
+* a clear action-oriented subject;
+* the correct staff owner;
+* a realistic due date/time;
+* the related contact/property where possible;
+* enough notes to understand why the task exists.
-Date                            the date that the task is to be completed by
+For example:
-Subject                        the subject of the task (by holding the mouse over, will display the description – only if one has been entered)
+:''Call Mrs Jones for valuation decision. Valued 24/08 at £325k. She wanted to speak to partner over weekend.''
-Reference                   if a task has been created against a property, the reference will be displayed
+is better than:
-Property Address        if a task has been created against a property, the address will be displayed
+:''Call Mrs Jones''.
-Contact                       if a task has been created against a contact, the contact name will be displayed
+[[File:Creating A Task.png|none|thumb|900px]]
+== Tasks from a Contact or Property ==
+Where the task relates to a specific record, create it from that Contact/Property so the relationship is retained.
+[[File:Create A Task Contact.png|none|thumb|900px]]
-By clicking on:
+== Completing a task ==
+When the action has been done:
+# record any outcome that belongs on the Contact/Property;
+# create another task if a new future action is agreed;
+# mark the original task complete.
-Date / Subject                                     opens the task in the Diary
+Do not repeatedly change the same task date to hide unfinished work if the underlying situation has changed. Update the note/next action so the history remains understandable.
-Reference / Property Address            opens the property in a new tab
+== Daily task discipline ==
+At the start of the day, deal with overdue tasks before future tasks. At the end of the day, complete finished tasks and move genuinely unfinished work to a realistic date.
-Contact                                               opens the contact details in a new tab
+[[File:Task List.png|none|thumb|1200px]]
-= Create a task =
-Allows you to create a task – this will NOT be associated with either a property or a contact
-[[File:CreateATask.png|none|thumb|1200x1200px]]
-Simply click on the righthand side on the “Create a task”, you will then see the Diary to then allow you to create the task. See below for detailed information.
-= Create a task – Property =
-Tasks can be created from Property List (saving you having to open a property to edit)
-[[File:Create A Task Property.png|none|thumb|1200x1200px]]
-Click Edit on the righthand side to open the dropdown menu options and choose Create a task
-Tasks can be created from within a Property
-[[File:Create A Task Property 2.png|none|thumb|1200x1200px]]
-Click More actions and then click Create a task
-See below for detailed information.
-= Create a task – Contact =
-Tasks can be created from Landlord, Tenant, Contact List (saves opening a contact to edit)
-[[File:Create A Task Contact.png|none|thumb|1200x1200px]]
-Click Edit on the righthand side to open the dropdown menu options and choose Create a task
-Tasks can be created from within a Contact
-[[File:Create A Task Contact2.png|none|thumb|1200x1200px]]
-Click More actions and then click Create a task
-See below for detailed information.
-= Creating a task =
-Once you create a task (regardless of where from within Standout) you will be presented with the Diary. Choose the day that you require the task to be completed by (or double click today and then change the “Target” date
-[[File:Creating A Task.png|none|thumb|500x500px]]
-Subject                        a quick description of the task
-Branch                         if you wish to assign this task to another branch/staff member
-For                               who is the task for (if not yourself)
-Target Date                 when is this task to be completed by
-Reminder                    if you wish to set a reminder
-Notes                          a detailed description of the task
-= Editing a task =
-There are two methods of editing a task.
-From the Tasks lists
-[[File:Edit A Task.png|none|thumb|1200x1200px]]
-From the Diary
-[[File:Edit A Task Diary.png|none|thumb|1200x1200px]]
-You can edit the details from this screen, if the task is assigned to a property or contact, you can click the “View” button to see those details in a new tab
-= Completing a task =
-There are two methods of completing a task.
-[[File:Edit A Task.png|none|thumb|1200x1200px]]
-You can simply click “Complete task” and this will mark the task as completed, it will then be removed from this list (but still visible in the diary).
-[[File:Edit A Task Diary.png|none|thumb|1200x1200px]]
-And by clicking the Complete tick box and then the Save button will complete this task.
-= Tasks created by Opportunity Finder =
-[[Opportunity Finder]] can create a follow-up task directly from an opportunity. The task is created in Standout's normal diary/task system and is linked to the relevant contact and property where available.
-Once created, the task is managed exactly like any other task: it can be opened from the Task List or Diary, reassigned where appropriate, edited, reminded and completed.

Task List: Difference between revisions

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