Task Types & Status

Task Types

Remote Tasks (R)

• Virtual Meetings: Conducted via video conferencing platforms.

• Online Collaboration: Utilizing cloud-based tools for shared work on documents and projects.

• Remote Software Development: Coding and software testing done from any location.

• Digital Marketing Campaigns: Managing online marketing activities remotely.

Location Dependant In-Person Tasks (L)

• Hands-On Equipment Maintenance: Requires physical presence for machinery or hardware.

• Client Face-to-Face Meetings: Necessary for building certain business relationships.

• On-Site Inspections: Essential for real estate, construction, or manufacturing.

• Physical Inventory Checks: Best done on location to assess goods and materials accurately.

Hybrid Tasks (H)

• Flexible Workshops and Training: Can be conducted both in-person and remotely.

• Project Kickoffs and Reviews: Initial meetings in-person with ongoing remote work.

• Network Setup and Testing: Initial hardware setup in-person, followed by remote monitoring and management.

• Client Relationship Management: Combines face-to-face interactions with remote follow-ups.

Independent Tasks (I)

• Content Creation: Writing, designing, and media production that can be done from anywhere.

• Data Analysis and Reporting: Access and analysis of data can happen remotely.

• Strategy Development: Strategic planning and documentation that doesn't require a specific location.

• Customer Support: Providing support through calls, emails, or chat systems from any location.

Task Status Structure

Task Status Categories

The task status categories are designed to reflect the lifecycle of tasks in community improvement projects, from planning to completion, with several intermediate stages to address the diverse nature of tasks:

• Planned - Task has been defined but not yet started.

• Assigned - Task has been assigned to a team member or volunteer.

• Accepted - The assigned individual has accepted the task, acknowledging they will undertake it.

• In Progress - Active work on the task has started.

• On Hold - Task progress is paused (reasons might include awaiting resources, decision-making, or external dependencies).

• Needs Review - Task is completed but requires review by a peer or project manager.

• Revised - Task has been reviewed and sent back for corrections or further work.

• Completed - Task has passed review and is fully completed.

• Verified - An independent verification by a project leader or external contractor confirms the task completion meets all standards and requirements.

Priority and Severity Levels

To facilitate effective management and ensure critical tasks are prioritized:

• Low Priority - Regular tasks that do not impact immediate project outcomes.

• Medium Priority - Tasks that are important to project progress but are not immediate blockers.

• High Priority - Tasks that are critical to project deadlines and must be addressed immediately to avoid delays in project timelines.

Task Interaction and Notifications

Task status updates are primarily manual to maintain flexibility and personal responsibility among team members:

• Manual Updates - Team members update task statuses, with changes requiring acknowledgment or approval from another team member or leader.

• Notifications - Automated notifications inform relevant stakeholders about status changes:

  • Assigned/Accepted - Notify project managers and team members.

  • Needs Review/Completed - Notify reviewers or project leaders.

  • On Hold/Revised - Notify all project members to ensure visibility and planning adjustments.

Integration and Flexibility

Given that SEAMS is being developed from scratch:

• The system should be built to allow easy updates and modifications to the task status workflow.

• Consideration for API integrations that could pull or push data to other tools (like calendars, communication platforms) as SEAMS evolves.

Reporting and Tracking

Standard reports that help manage projects efficiently should include:

• Task Status Reports - Show current status of all tasks across projects.

• Progress Reports - Highlight progress toward major milestones or deadlines.

• Resource Allocation Reports - Detail which resources (people, equipment, etc.) are tied up, available, or bottlenecked.

Special Status Considerations

For tasks that involve external stakeholders or are critical to project funding and support:

• Stakeholder Review - A status specifically for tasks that require approval or review from external stakeholders.

• Funding Dependent - Marks tasks that cannot proceed without secured funding or resources, highlighting them for immediate attention.

This structured approach to the task status system for SEAMS aims to enhance the management of community projects by providing clear, actionable, and trackable categories that align with the project’s goals and the diverse roles of its participants. The focus on visibility, flexibility, and communication ensures that all team members remain engaged and productive.