Task Management Software

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Step 6. Sharing training agency tasks  

Step 6. Sharing training agency tasks


Efficient team building and collaboration techniques point to one and the same idea: there should be the tasks which are individually assigned as well as the task which are sharable among the team members. Task sharing is the basis for efficient team collaboration. The capability to share tasks, goals and calendars allows to extend the collaborative relationships to the point when each team member can do his job for the sake of common mission and effectively communicate with colleagues and manager. VIP Task Manager provides the task sharing functionality through using Permissions Panel, Notifications Panel and Task e-mailing. This functionality can be efficiently introduced into Training agency solution with purpose to create collaborative environment.

Permissions Panel
The first step the training manager can do to share tasks is to configure resource permissions to tasks and task groups. Permission Panel allows to set the following access attributes: View, Create, Edit, and Delete. Depending on responsibilities and duties, each user will get his/her permissions to the tasks/categories. For examples, the 'Training Programme - Successful Project Management' task group has the tasks which are assigned to trainers. All the tasks in this task group are shared that is permitted to be viewed and edited by trainers. Each trainer can watch the progress of the tasks assigned to colleagues. At the same time none of trainers can delete the tasks as they are denied to do it. This gives additional secure options for the training programme and makes task sharing more efficient.

Notifications Panel
When tasks are shared, trainers begin to work and implement the training programme. But they may have no time to track each task in shared to-do lists and so they can miss some important events because of intensive work. This becomes very significant if the training programme is vast and there are many tasks. For example, the 'Extension courses' task group has over 50 tasks to be completed during the training course. Trainers may be lost in this task multitude but they need to track task changes. To resolve this problem,VIP Task Manager offers to track task statuses and task changes by using Notifications Panel. The point is that when a task is changed, the system sends a pop-up notification or/and e-mail message to all assigned resources and supervisors. VIP Task Manager allows to notify trainers of current training programme status and monitor shared task list.
Task emailing
One more way to share tasks is to use task emailing functionality of VIP Task Manager. The ability to send tasks and to-do lists as email messages with attached training materials and documents to multiple users can be helpful. For example, the training analyst prepares materials for training event in PowerPoint format. These materials will be used by trainers in order to present training programme for all participants of the training event. To show the PowerPoint presentation, the training analyst can attach them to the task 'PowerPoint training guide' and send to trainers by e-mail.


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