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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 28 days ago
    I also highly recommend trello. You can collaborate on one board assign certain cards to specific team members etc.

    Leah Heit
    Database Coordinator
    Community Action Partnership of Orange County

  • 9.  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

  • 10.  RE: Task Tracking

    Posted 05-18-2021 05:47 PM
    Hi Aaron, 
    I came across your post and I am interested to see if you selected a task management platform? It has been well over a year since you asked so I'm curious if you were able to integrate something. Looking for advice and suggestions on these platforms. 

    Lissette Cerda
    Advancement Services Manager
    Albuquerque Academy

  • 11.  RE: Task Tracking

    Posted 05-18-2021 07:04 PM
    I am a fan of smartsheet-particularly if process printed people will use it.  I feel it's pretty intuitive-loves that you could assign tasks, track completion set reminders, etc.  

    Really robust. I have not yet tried it, but I understand that it integrates with Microsoft teams. 

  • 12.  RE: Task Tracking

    Posted 05-18-2021 08:10 PM
    I wrote a program to do this for me. It runs daily and checks a table of tasks and determines if any alerts need to be sent out. I add to the table things like "You should be receiving football season ticket sale information." and the appropriate dates (start date and expiration date.) It sends out an email to an event-specific distribution list until the event is deactivated or expires. If an event is deactivated, it automatically reactivates for next year after the event expires.. 

    It is very simple, but it works very well.


  • 13.  RE: Task Tracking

    Posted 05-19-2021 07:46 AM
    We use Microsoft Planner - it has its limitations, but it's free to us and handles the basics.

    Matt Bain
    Executive Director, Advancement Services
    Division of University Advancement
    Kennesaw State University

  • 14.  RE: Task Tracking

    Posted 05-19-2021 09:13 AM
    Hi Lissette,

    Business process management software (BPMS) is the category name for this kind of application. They combine management of non-project work with workflow visualization, automation, and approvals. In many cases they stretch into other functional areas like CRM/Sales, and offer integrations with other tools so they can respond.

    If you're looking for reminders and task assignments, a lightweight approach like MS Planner or Trello could be a good fit. If you're looking to really manage workflows and engineer processes involving tens of people or more, it starts to make sense to consider tools like, Workato, and Process Street. I will say that Monday stands out to me, from some client experiences, as reasonably suitable for smaller shops that make use of only part of its functionality.

    Thank you,
    Isaac Shalev
    CRM Expert
    Sage70, Inc.
    (917) 859-0151

    Schedule a 30-minute consultation now:

  • 15.  RE: Task Tracking

    Posted 05-20-2021 10:44 AM
    Thank you all for the suggestions and information!

    Lissette Cerda
    Advancement Services Manager
    Albuquerque Academy