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As a HR and Payroll company, we understand the chaos, you, as a HR and Payroll admin go through. Be it hiring and onboarding of new employees, engaging them or completing an employee separation process, there are umpteen number of tasks that you have to undertake systematically. These tasks being manual and interdepartmental just complicates things further. Most of the time, it gets really difficult to remember every task that has to be performed or assigned to someone. We believe that a HR in every organization, should be strategic in nature and a stressed, burnt-out HR team cannot aid to this. Keeping this in mind, we have developed the Tasks and Checklist module.

A quick walk-through of the Tasks and Checklists

The Tasks and Checklists is a simple and efficient tool to identify, streamline and automate various activities, within an organization.

Organizations, especially the HR & Finance departments, undertake activities that are recurring, need coordination between multiple stakeholders, follow-ups, collaboration and manual intervention, at all touchpoints. Such activities can lead to a lot of human error, stressed and burnt-out employees, and also difficult to manage and track. With Tasks and Checklists for your team, its work and the conversations around that work, all automated, organized and clear.

Benefits of having greytHR Tasks & Checklists:

  1. Complete automation in Task Creation & Delegation: To seamlessly accomplish your task, the event automatically triggers and the task is assigned to the stakeholders, once a checklist is configured and mapped with greytHR.

  2. Accountability within the Organization: The Tasks and Checklists help in maintaining transparency and accountability within various departments in an organization. Example, when an event triggers, a set of tasks are automatically created and assigned to the respective person.

  3. Timebound & SLA Driven: The tasks within a checklist have a completion timeline. These help the task owner decide the priority of the task and track it well.

  4. Error Free: The systematic and streamlined process of checklists helps in an error free and accurate output. This could also be used as a tool for quality assurance as there are minimum chances of skipping steps, in any process.

  5. Productivity Booster: Gives a sense of accomplishment, boosts motivation, reduces manual efforts & transactional costs.

Within an organization, you, individually or along with your colleagues, can collaborate on tasks to accomplish an activity. For example, there are five employees onboarding today and three departments are involved in this activity. Hence, a task is created and delegated parallelly to the departments involved. All the on going activities can be monitored by the Admin.

Checklists

Did you realize there are some tasks connected to a similar work you do, after creating a bunch of tasks?

You can group them under a Checklist. A Checklist consists of a set of repetitive/ similar tasks that needs to be performed. You can create a Checklist and add tasks templates to it, example, an employee onboarding checklist.This checklist will consists of all the tasks to be performed when an employee on boards.

The owner of the checklist could be it’s creator or any other peer who is an admin user.

Creating a Checklist

To create a checklist, click  button in the task page. You will land on the Checklists page, from where you have to click Create Checklist. In the pop-up that appears, fill the checklist name, description, priority and map the event to the category. Select the event and the owner for the particular category. For events like employee joining or payroll cut off, a field- Triggers on appears. Select the suitable option to trigger the event, accordingly.

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The event category is a group of core HR and payroll events.

Events

An event is a systematic arrival of a significant activity, at a point of time. A checklist and event are interdependent on each other.

Events in greytHR are categorized under Core HR and Payroll. Activities like an adding an employee, employee's joining anniversary, birthday, last working day, and so on are Core HR event types. Activities like payroll processing, post payroll, payroll cut-off and so on are Payroll event types.

Creating Task templates

Task templates are like a list of “to-dos” before the event takes place. To create a task template, search for the checklist from the Search box and expand the Task Templates section. Now, click Add new task template or select the existing group by clicking the Select Task Template from Gallery button, to make your work a little easier.

To add a task template, perform the following steps:

  1. In the Checklists page, from the Search box, search for the checklist and expand the Task Templates section.
  2. Click Add new task template, fill in the fields and click Save.

To add the task template from the templates gallery:

  1. In the Checklists page, from the Search box, search for the checklist and expand the Task Templates section.
  2. Select the existing group by clicking the Select Task Template from Gallery button. A pop up appears.
  3. Select the group and click Add. A pop up appears with the task owners and the users.
  4. Click Okay. The task templates would be added to the Checklist. 

Once an event occurs, these task templates become the actual tasks.

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You can add new groups by navigating to Settings > System Settings > Checklist > Template Gallery.

Knowing more about the Checklist Instances

When there is an event related to a particular checklist, the instances are automatically created with the actual tasks that needs to be performed. You can view the tasks related to the Checklist Instance by clicking the View button. A task page with the related task(s) appears, from where, you can mark a particular task as completed.

The number of completed or open checklist instances are displayed in the Checklists page.

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If you have a bulk of instances and need to find a particular instance, use the search and filter option to refine your quest.

Filter

You can refine your search by clicking the filter icon adjacent to the search box and then, select the filter criterias available for you.

Tasks

Tasks are a list of “to-dos” that are performed to accomplish an activity. A task can be independent or within a checklist instance. You can create a task and assign it to yourself or delegate it to a colleague.

Creating a new task

To quickly add a task, click the . Give a task name and get started.

Mapping a task(s) to a Checklist Instance

You can map a task to the Checklist instance by clicking Add Checklist. Type and select the checklist instance from the search box that appears.

Assigning task(s)

You can add a colleague using the Assignee [image] field, while creating a task. They will receive a notification that you’ve assigned a task them.

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At first, assign a task to a peer who is interested to try Tasks and Checklist with you.

Prioritizing task(s)

Depending on the urgency of the task, you can mark its priority using the Priority [image] field. If the task you created needs to be done immediately then its priority would be the color Red.

Adding a Due date

A due date is added to determine the completion date of the task. You can add a due date using the Due date [image] field, while creating the task.

Adding Tag(s)

Tags make the tasks easily discoverable when a filter is applied. To add a tag, click the Add tags icon [image] and then type and select the tags from the drop down.

Adding Follower(s)

If you want someone to watch over the activities of a task, delegated to another colleague, simply click the Followers icon [image] and start searching for the follower you want to add. They will receive notifications on the various activities that happen on that task.

Adding Comment(s)

The comments section allows you to collaborate with your peers who are involved in the task.

Marking task(s) as completed

Once the task is completed, you just have to check the task [image]. The mission accomplished kind of feeling, right?

You can also view the number of tasks completed or open in the task page.

Grouping task(s)

You can group tasks based on the Checklist, Assignee and Priority or all the three together. Just drag and drop the label(s) in the space provided adjacent to the Search Task(s) box. Click the group to expand and view the tasks under them.

Sorting task(s)

You can also sort and view the checklists in the below given ways:

  • Task, Checklist and Assignee are displayed in an alphabetical order 
  • Priority is displayed based on the high to low or vise versa
  •  Due On is displayed based on the due dates and over due dates

Just hover the mouse pointer on any of the labels and click the arrow to sort.

Have a lot of tasks with the same activity but need to find the one with the highest priority and earliest completion date? Relax, we have that sorted for you.

You can use the Search box in the Home page to find a specific task. Just type the keyword and the tasks start appearing below.

Filters

To refine your search, click the filter icon [image] adjacent to the search box and select the various filter criterias available for you. After selecting the filter options, click the Apply button.

You can remove the filters anytime by clicking the Reset Filter button.

We have added a few tasks and checklists for you to practice. You can clear the demo data and start afresh when you feel like a pro, already!

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To get started, you can first add a checklist and add tasks for yourself. List out the things you want to do now, tomorrow or any other day. You can also learn from the pre-loaded tasks added for you.


Related Links

Tasks and Checklists FAQs

Learn more about the process by watching the video here.

 

 

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