Choosing a Task List vs a Project

edited 12/09/19 in Using Smartsheet
10/25/19 Edited 12/09/19

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

 

Comments

  • PPS SolutionsPPS 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 NewcomePaul 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.

    thinkspi.com

  • 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 StaråAndrée 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

    Did my post(s) help or answer your question or solve your problem? Please support the Community by marking it Insightful/Vote Up or/and as the accepted answer. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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

  • Andrée StaråAndrée Starå ✭✭✭✭✭

    @Rhonda Dubs

    Excellent!

    You’re more than welcome!

    SMARTSHEET PARTNER & CONSULTANT / EXPERT

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E: [email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me about help with Smartsheet, integrations, general workflow advice, or something else entirely.

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