Task List

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:

1. record any outcome that belongs on the Contact/Property;
2. create another task if a new future action is agreed;
3. 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.

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Detailed screen and field reference

The sections below restore the detailed operating instructions that were present in the earlier full version of this page. The workflow summary above reflects the newer Standout navigation and processes. Where terminology differs, use the current screen names shown in Standout.

Tasks list

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:

Dropdown list             will show all teams that the user is a member of, all staff within the branch

For                               the user who has been assigned the task

Created by                  the user who created the task

Date                            the date that the task is to be completed by

Subject                        the subject of the task (by holding the mouse over, will display the description – only if one has been entered)

Reference                   if a task has been created against a property, the reference will be displayed

Property Address        if a task has been created against a property, the address will be displayed

Contact                       if a task has been created against a contact, the contact name will be displayed

By clicking on:

Date / Subject                                     opens the task in the Diary

Reference / Property Address            opens the property in a new tab

Contact                                               opens the contact details in a new tab

Create a task

Allows you to create a task – this will NOT be associated with either a property or a contact

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)

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

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)

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

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

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

From the Diary

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.

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).

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.