2.3) Managing Tasks Copy

Keeping track of your tasks is really important, it’ll avoid any troubles and embarrassments when it’s time to hand them over to a client. Here’s how we make sure everyone stays organised at Travel Tractions:

Asana


You’ll be given an Asana login which will be linked to Travel Tractions Team. Asana is a task management program. Every time you start a task, be it writing a post or sending an email, add it to your Asana tasks, and when you complete it, mark it complete in Asana.
Besides acting as your personal task log, Asana can also be used by others to track the progress of your tasks, see what you are currently working on, and what you still need to complete. If you do not log a task in Asana, nobody will know that you completed it, and you will therefore not be credited with doing it when your performance is reviewed.

Working in Asana

You can duplicate, create, and share tasks on Asana. For every task that you do, you must have an Asana task with as much detail as possible. Include links, descriptions, and comments so that information is recorded for future use.

Task Templates

Many of our tasks have templates for you to duplicate and use as guidelines when completing a task. It’s important to make sure you have the correct template when doing a task – and to complete every subtask/step as you go.

My Task List

Your task list shows a list of tasks that you need to complete. You’re in complete control of this list – you can add tasks, complete them, and edit them as needed.

Sharing Asana Tasks

Whenever we need to share a task (for editing or just to show another team member) we make sure that all information is in the specific Asana task and then share the link into the relevant Slack channels.

Internal Task Sheet

We have a content sheet, with all writing topics. This is where you’ll pick up tasks that are briefed in, add tasks you’ve done, and keep track of your KPI points. While you are writing, keep this sheet up-to-date with your progress, to make sure that your work is tracked properly.

Client Status Sheets

Each client will have their own task sheet. These will include an SOP containing details on how to write for the specific website, as well as a list of tasks for that client. When you’ve completed a task, it needs to be added (with all necessary details) to the client sheet. We’ll explain this more in a few lessons.

Google Drive


All of the work we do is online. This helps in a number of ways:

  • Never lose work due to a crashed/lost laptop
  • Realtime editing and changes tracked
  • Easy sharing of documents

Your Google Drive will become your best friend, if it’s not already. We work in Google Docs for all our writing, Google Sheets for the more technical stuff and even Google Presentations for things like reports, workshops, etc.

How to Work in Google Drive

In your Google Drive folder, make sure you have all of your work documents organised neatly.

Create a Folder For Each Client/Project

Each client or website that you do any work for should have their own folder. This will help you find work in the future, and help when sharing folders.

Create Sub-Folders For Each Post/Project

We have a lot of clients who come back again and again, which is amazing! But having all of their work together is helpful and can eliminate problems in the future. So inside your client folder, should be folders for each post/task that you do for that client or website.
This is also useful for keeping track of all your work and progress you’ve made throughout your internship.

Create Images Subfolders

Inside your post folder, you should have your document(s); sheet(s); and a folder with your images (if applicable). This keeps things neat and easy to navigate.
Having all of your images in a folder allows you to ensure that they are correctly sized (below 200kb) and named.

Sharing Settings

VERY IMPORTANT
Once you’ve completed your post, you’ll need to share the entire task folder with an editor, and later with the client or project manager. As well as shared in an Asana task to keep track of your work progress. To share your folders:

Click on the SHARE button


Change the settings to “ANYONE WITH THE LINK”

Make sure you’re sharing with ‘EDITOR’ access

share to edit

Copy the link and share it where necessary


How To Video

Our Task Management Sheet

All of our tasks are kept organised on one Google Sheet. This sheet holds every task done by every team member, and keeps track of everyone’s KPI points.
You’ll use this task management sheet to claim tasks, add in points for tasks you’ve done (that aren’t already on the sheet) and even keep track of sick days and meetings.
This can all seem a bit overwhelmiing at first, but what you need to know now is:
All KPI points are added on this sheet – if you complete a task, make sure it’s on the sheet so that it counts. 
If you’re unsure of what to put where – just message the Slack #Training channel and someone will help you.

 

Over to You

Now that you know how we keep track of tasks, take a moment to set yourself up. Make sure you have your Asana logins, and a Google folder for your work files. Then follow the steps below:

  1. Open up a Google folder and name it ‘The Marketing Mill Internship Docs’. This will eventually hold any assignments that you need to do to complete this course.
  2. Go into asana, and create a new task in your list – name it ‘The Marketing Mill Internship assignments’, add it to the ‘training’ project, and set the deadline for the end of your 3-month internship.
  3. Now, go and get a shareable link for your Google Drive folder that you just created, and paste that link into the comments of your asana task. Get the link for the asana task and paste it into the Slack #Training channel.
  4. Make sure any docs and resources that you have for the course so far are saved in this folder.

Once you’ve shared your link, complete the quiz below – then you can click on ‘Complete’ and proceed to the next lesson.