If you’ve ever tried to keep a sales team on the same page, you know it’s like herding caffeinated cats. You want everyone to follow up, nothing to fall through the cracks, and a way to see what’s actually getting done. This guide cuts through the fluff and shows you—step by step—how to assign and monitor sales tasks using Extrovert in a way that’s actually useful for real people. Whether you’re managing a small sales crew or just trying to keep yourself organized, this is for you.
Why Task Assignment Matters (and Why Most Tools Make It Harder)
Let’s be honest: most “collaboration” tools are either too basic or so overloaded with features that nobody uses them. The goal here isn’t to create busywork. Good task assignment should:
- Make it clear who owns what.
- Cut down on “Did you do that yet?” emails.
- Help you spot bottlenecks before deals die.
- Actually save time, not waste it.
Extrovert’s task features are solid—if you use them right. If you’re just checking boxes to please a dashboard, you’re missing the point.
Step 1: Set Up Your Sales Workflow in Extrovert
Before you start assigning tasks, make sure your workflow matches how your team actually sells. Don’t just copy the default pipeline unless it fits.
To do this:
- Map out your real-life sales stages on paper or a whiteboard first. Don’t get fancy—just the steps deals go through.
- In Extrovert, go to your pipeline settings and rename or reorder the stages as needed.
- Decide which stages need specific tasks (e.g., “Call prospect,” “Send proposal,” “Follow up in 3 days”).
Pro Tip:
Don’t add a stage or task unless it’s truly necessary. The more steps you cram in, the more likely people are to ignore the system.
Step 2: Assign Tasks That Are Actually Useful
With your workflow set, it’s time to create and assign tasks. Here’s how to do it in a way that doesn’t just add noise.
How to Assign a Task in Extrovert
- Find the deal or contact you want to work on.
- Click “Add Task” (usually a button near the activity or task section).
- Choose a task type (call, email, meeting, follow-up, or custom).
- Set a due date and reminder—don’t skip this, or tasks get lost.
- Assign the task to the right teammate. If it’s you, great. If it’s someone else, type their name.
- Add a note if there’s context they need (“Prospect is only available after 2pm,” etc.).
- Save it and move on.
What Works
- Clear, specific tasks: “Call Sarah re: pricing questions,” not “Follow up.”
- Realistic deadlines: Don’t assign everything for today. Stagger them.
- Single owner: Each task should have one person responsible. Group ownership = nobody owns it.
What Doesn’t
- Generic tasks: “Touch base” is code for “I don’t know what to do next.”
- Over-assigning: Don’t dump every possible action on everyone. Prioritize.
Step 3: Monitor Progress Without Micromanaging
You want to know what’s getting done—but nobody likes a taskmaster breathing down their neck. Here’s the balance.
Using Extrovert’s Task Views
- Task Dashboard: Use the main task dashboard to see what’s overdue, due today, and upcoming. Filter by user, deal, or date.
- Pipeline View: Click into any deal to see all tasks tied to it—past, present, and future.
- Notifications: Set up notifications for overdue tasks or task completion (but turn off the ones you don’t need, or it’s just noise).
How to Actually Monitor Without Annoying Everyone
- Daily glance: Start your day with a quick look at overdue and today’s tasks. Don’t obsess—just check for fires.
- Weekly team check-ins: Instead of nagging, set aside 10 minutes in a team meeting to review any stuck tasks. Focus on what’s blocking progress, not blaming people.
- Use comments, not emails: If a task needs clarification or follow-up, use Extrovert’s comment feature. It keeps context in one place.
Honest Take:
Don’t use tasks as a tool for surveillance. If you’re constantly chasing people about every little thing, it’s a sign your process is broken—or you don’t trust your team.
Step 4: Make Adjustments as You Go
No sales process—or task list—survives first contact with reality. Expect to tweak things.
- Watch for patterns: Are tasks piling up at a certain stage? Are people ignoring certain types? That’s a clue something’s off.
- Get feedback: Ask the team what’s working and what’s not. If they’re bypassing the system, there’s a reason.
- Prune ruthlessly: Delete or adjust tasks that aren’t helping move deals forward. Less is more.
What to Ignore
- Overly detailed tracking: You don’t need a task for every single email or call. Focus on key actions.
- “Gamification” features: Points, badges, and streaks sound fun, but they rarely drive real results. Don’t waste your energy.
Step 5: Keep It Simple—And Human
Sales is about conversations, not checklists. The best tools stay out of your way and help you focus on actual selling.
- Automate routine stuff: Use recurring tasks for things like weekly pipeline reviews or standard follow-ups.
- Celebrate wins: When a deal closes, mark all related tasks complete and move on. Take a second to acknowledge progress.
- Stay flexible: If a hot lead comes in, don’t get bogged down updating every task. Use the tool to support your work, not dictate it.
Wrapping Up: Iterate, Don’t Overthink
Task assignment in Extrovert should make your life easier, not harder. Start with the basics: clear ownership, realistic deadlines, and regular check-ins. Skip the features you don’t need. If something’s not working, change it. Collaboration isn’t about more tools—it’s about making sure the right things get done, together. Keep it simple, stay skeptical, and don’t be afraid to tweak your process as you go. That’s how real teams get real results.