Choosing a Task List vs a Project

Sebastian US

So, I have a question that on the surface might have obvious answers but want to think through the potential implications for choosing a Task List vs a Project.

In theory a Project should have a defined start and finish for all tasks.  A Task List essentially becomes a "to do" list.  

Tell me what I might be missing please.

Task List Pros:  

*  Can be set up quickly

*  Preset to enable due dates and check boxes for completion

*  Can still assign people tasks and associated task status

*  Can still set up reminders for "Assigned To" resources

Task List Cons:

*  Dependencies are not available

*  Workflows not available

 

PPS Solutions

HI Sebastion, you are mostly correct although workflows are available and you could use cell linking within your sheet or to/from other sheets to mimic dependencies.

Dan

Paul Newcome

Dependencies can still be available on a task list.

 

The only real difference is essentially what you have mentioned already. Evolving "To Do" vs static list of tasks working towards a common goal.

 

The biggest driving factor for what is "best" is going to depend on your specific use case.

.

Do you need to just keep track of day-to-day tasks and your regular workload? Task List.

Do you need to keep track of everything that needs done to accomplish a defined goal? Project.

Rhonda Dubs

What is the best way for my "project" Contributors to update their respective tasks in a project plan and have the same information flow to project task list and personal task list? Additionally, what is the best to set up/configure personal task lists for resources that have daily/weekly tasks and project tasks? Think small non-profit, very small, Office Administrator. Thanks!

Andrée Starå

Hi @Rhonda Dubs

I hope you're well and safe!

It depends. 😉

• What Smartsheet Plan do you have?
• Can the users access everything, or are there any restrictions?

If it's ok that they can access the project plan, I'd recommend using a current user filter and reports with the current user set in the configuration.

Make sense?

Would that work/help?

I hope that helps!

Be safe and have a fantastic 4th of July weekend!

Best,

Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

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Rhonda Dubs

Perfect! Thank you so much for the help. I appreciate it.

Andrée Starå

@Rhonda Dubs

Excellent!

You’re more than welcome!