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Task Tracking

  • 1.  Task Tracking

    Posted 01-08-2020 02:05 PM
    ​Hello Friends!

    Happy Year End! I'm a wee bit more bald than I was the last time you saw me.

    We have a complicated spreadsheet wherein we track tasks such as …
    • Every Monday do this
    • Every 10th of the month do this
    • Every December 15th do this
    • Every August do this
    • Every Quarter do this
    • Every third business day of June do this
    • Every second to last Friday of the month do this

    From this spreadsheet we print out checklists for staff to be sure that things get done and don't miss a critical task. For example, "On Wednesday, January 8th, Sally is assigned these three things." This spreadsheet is a bear with macros and eats a lot of labor to maintain and update. I am writing to ask the hive mind if someone has discovered a software tool that does something similar? I'm sure someone has crossed this bridge and found a better tool. I am aware of things like google calendar and outlook. But this is a bit more complicated than that. I'd much appreciate suggestions of how you overcome similar needs. I'll investigate your suggestions and see how they might fit. I could probably create an access database to tackle this, but I'm lazy as heck and need a nap. Let me know your thoughts. Thank you!


    Aaron Forrest
    Senior Director
    University of Rochester

  • 2.  RE: Task Tracking

    Posted 01-08-2020 02:37 PM

    Aaron, have you looked at Todoist? Though it's designed to be used at work and with teams, I've relied on it for at least a couple of years only for personal stuff that I do on a regular basis (bills, chores, etc.).





    Carol BC Jones

    Senior Prospect Researcher

    Institutional Relations and Development

    University Hospitals

    11100 Euclid Avenue

    Mailstop: WLK-5062

    Cleveland, OH 44106

    Phone: (216) 983-5637; Fax: (216) 201-5211


  • 3.  RE: Task Tracking

    Posted 01-08-2020 04:52 PM
    Aaron, I have not personally used but I am very impressed with its functionality.  It appears to do what you are looking for:


    John H. Taylor
    John H. Taylor Consulting, LLC
    2604 Sevier St.
    Durham, NC   27705
    919.816.5903 (cell/text)

    Serving the Advancement Community Since 1987

  • 4.  RE: Task Tracking

    Posted 01-08-2020 09:23 PM

    I would recommend SmartSheets. We are able to track tasks, automate reminders, develop forms, track many different projects and tie them together. We have people actually submit to us some request via SmartSheets. My Assistant Directors then can assign and priority tasks for their staff. What I like about it is, it is very customizable.  

    Here are some samples. 

  • 5.  RE: Task Tracking

    Posted 01-09-2020 12:00 PM

    I can second John's sentiment on this.  I have used it and it's a very good project and task management platform.




    Eric Valdescaro

    Senior Director, Advancement Services

    University Advancement

    The University of Memphis




  • 6.  RE: Task Tracking

    Posted 01-09-2020 12:04 PM
    Our advancement departments are using Wrike and our department is scheduled to use it in the next few weeks.

    Our communications and IT departments really like it.

    Laura Weibel

    Associate Director

    Department of Prospect Development

    Miami University

    Oxford, OH 45056


    Image result for miami university logo

    "The most beautiful campus that ever there was"- Robert Frost

     "This message is intended for the use of the person or entity to which it is addressed and may contain information that is confidential or privileged, the disclosure of which is governed by applicable law. If the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution, or copying of this information is strictly prohibited. If you have received this message by error, please notify me immediately and destroy the related message."

  • 7.  RE: Task Tracking

    Posted 01-09-2020 12:08 PM
    Hi Aaron,
    I would look into Trello- you can do A LOT with just their free services.  You can create teams and have one free plug-in - which I suggest you use for the calendar view. And with their new "butler" features you automate these tasks and then assign to the proper individuals.  

    I like it because it is very flexible and easy to manipulate for your specific needs.

    Karen Pogoda
    Systems Strategist

  • 8.  RE: Task Tracking

    Posted 01-10-2020 07:58 AM
    I highly recommend using Asana. 

    It has free functionality, and you can schedule recurring tasks and who is assigned to them. Then, there is a calendar view in which you can see everything that is due. You can even export the data for analysis, etc. 

    Happy tracking!

    Gina Wegener
    Director of Gift Administration & Records Manageme
    University of Denver