What is Microsoft To Do

6 Tips for Better Task Management with Microsoft To Do

Between personal tasks, such as when to put out the trash and recycling, and work tasks dealing with project deadlines and appointments, there are multiple things the average person needs to keep track of on a regular basis.

Dropped balls and missed deadlines are often due to the lack of task and reminder management.

Being disorganised can cause project budget overruns and decrease productivity due to things like having to look for tasks that were sent in an email or missing a sales opportunity due to a forgotten task deadline.

Companies that properly manage tasks and projects using the right practices waste 28x less money than those that don’t.

One cloud solution that is not only free and simple to use, but also completely integrated with Office 365, is Microsoft To Do.

Microsoft To Do allows you to manage both work and personal tasks and collaborate on projects with others.

Features of Microsoft To Do

Some of the standard features of this task management app include:

  • Access lists and tasks from any device, any location
  • Share lists and coordinate tasks with others
  • Add due dates and set reminders
  • Break down larger tasks into small steps
  • Integrated with Outlook Tasks
  • Attach files up to 25 MB to a task

Get a Handle on Tasks with These Easy Tips

The simplicity of Microsoft To Do is one of the features that makes it stand out from other task management software. The uncomplicated interface makes it easy for you and others to pick up and start using immediately. User adoption is an important success indicator for any type of cloud-based software.

Here are some tips for using Microsoft To Do for better task management, resulting in better project outcomes and fewer missed deadlines.

1. Sharing Lists and Tasks

One of the most useful business features of Microsoft To Do is that you can invite anyone with a Microsoft account to share a list and the tasks within that list. This also allows you to assign tasks to specific colleagues and know when each task is completed.

To share a list simply open the list and click the sharing link at the top right. You can then create an invitation link and share your list with anyone.

2. Break Down Large Tasks into Steps

Microsoft To Do allows you to add steps, or subtasks, to each task, which makes organising workflow easier.

For example if you’re working with a team to create a sales flyer, beneath the sales flyer task, you can create steps such as “find a printer,” “proof final artwork,” etc. and then assign each of those subtasks to a different team member to more easily distribute the workflow.

Adding subtasks also gives you a place to add bullet point notes to yourself about a particular task.

3. Use My Day to Help You Stay Focused

During the week there are any number of different tasks we have to complete, often many more than is possible, which is why prioritising tasks is vital to keeping forward motion.

The My Day feature in Microsoft To Do is designed to help you stay focused. Use this personalised daily planner to list your 2-4 highest priority tasks that need to be completed that day. As you use the program, My Day will begin helping you out by suggesting tasks for you.

4. Use Grouping to Manage Projects

Microsoft To Do can be expanded from a list and “to do” manager to a project management tool. It allows you to group multiple lists together according to a topic.

For example, you could create a project topic called “Migrate to Microsoft Teams” then create your lists of tasks  that need to be done for that migration to happen and group them all under the main project.

5. Differentiate Lists with Colorful Backgrounds

Another organisational tool you can use within Microsoft To Do is to use background colors to keep lists differentiated according to topic.

Such as, giving any lists dealing with money or budgets a green background and those dealing with marketing or content creation an orange background.

6. Let Microsoft To Do Handle the Follow Up

Just because you add something to task list doesn’t mean you’ll automatically remember to do it. The reminders and alerts in Microsoft To Do can help reduce the chance of dropped balls and free you from having to do continual follow up with team members to remind them of deadlines.

Task reminders can be set up for one time only or recurring. Just set up a due date for your task, then choose the day/time that you’d like to have the push alert reminders sent.

You can also use Microsoft To Do task notifications within Power Automate. For example, you can set an automation that will send you a Microsoft To Do notification if you receive an important business email in Office 365 Outlook.

Let GKM2 Help You with a Customised Microsoft Cloud Service Setup

Often, businesses aren’t taking full advantage of their Office 365 subscription or other complimentary tools that Microsoft offers. GKM2 can help you harness the power of Microsoft cloud services to get the most out of your subscriptions.

Contact us today for a free cloud consultation. Call +61 2 9161 7171 or reach out online.