Skip to main content

Tasks

Tasks represent the individual actions that move a project forward.

If projects define what the work is, tasks define what needs to be done.

What Is a Task?​

A task is a specific, actionable item.

Examples:

  • Review a site plan
  • Call the client
  • Update a drawing set
  • Submit a report
  • Schedule a field visit

Tasks are intentionally small and focused. They exist to capture work that someone needs to do.

How Tasks Fit Into the System​

Tasks always exist within the context of a project.

They help answer:

  • What still needs to be done?
  • Who is responsible?
  • When is it due?
  • What is blocking progress?

Tasks provide visibility into the day-to-day work behind a project.

What Tasks Belong To​

Every task:

  • Belongs to one project
  • May be linked to:
    • A deliverable
    • A person or team
    • A due date
    • A status

Tasks cannot exist on their own without context.

Tasks vs. Projects​

Projects organize work.
Tasks execute work.

A project may contain dozens or hundreds of tasks, all contributing to the same goal.

Tasks vs. Deliverables​

Tasks describe actions.
Deliverables describe outputs.

For example:

  • Task: Draft drainage memo
  • Deliverable: Drainage Report

Multiple tasks often support a single deliverable.

Task Status​

Tasks move through simple states to show progress.

Typical statuses include:

  • Not Started
  • In Progress
  • Blocked
  • Complete

Task status helps teams quickly understand what needs attention.

Assigning Tasks​

Tasks can be assigned to:

  • Individuals
  • Teams or roles

Assignment clarifies responsibility and avoids ambiguity about who owns the work.

Due Dates & Priority​

Tasks may have due dates to:

  • Highlight urgency
  • Support scheduling
  • Drive reminders

Reordering tasks allows teams to set informal priority without changing dates.

Viewing Tasks​

Tasks can appear in multiple places, depending on how you work:

  • Task Board (focused daily work)
  • Project view (contextual)
  • Gantt or timeline views (scheduled tasks)
  • Calendar views (time-based tasks)

These are different views of the same tasks—not separate copies.

Completing Tasks​

When a task is completed:

  • It is marked as complete
  • It remains visible for reference
  • It contributes to project progress

Completed tasks provide a record of work performed.

What Tasks Do Not Do​

Tasks are intentionally lightweight.

A task:

  • ❌ Is not a deliverable
  • ❌ Does not define scope by itself
  • ❌ Is not a schedule booking
  • ❌ Does not represent billable time automatically

Tasks focus on what needs to be done, not how long it takes or how it is billed.

Why Tasks Matter​

Tasks help teams:

  • Stay organized
  • Avoid missed work
  • Track progress realistically
  • Coordinate across roles
  • Maintain accountability

They are the connective tissue between planning and execution.

What’s Next​

Now that tasks are defined, the next concept explains how work is grouped and measured:

➡️ Deliverables & Milestones

Deliverables describe what the work produces, while milestones track key checkpoints along the way.