If you’re trying to keep your team on track without spending half your day herding cats, this is for you. Maybe you just started using People, maybe your boss tossed it over the wall and said “figure it out,” or maybe you’re just tired of things falling through the cracks. Either way, you want to assign tasks, make sure folks actually do them, and not drown in reminders or clunky spreadsheets. Let’s get you set up in a way that’s actually sustainable.
1. Get Your Team and Projects Organized
Before you start assigning tasks, you need a solid base. People software is designed to help, but it’s only as organized as you are.
- Add everyone to your workspace. If someone’s not added, they won’t see their tasks. Double-check emails—typos here are the stuff of nightmares.
- Create projects or groups. Don’t just dump tasks into a single pile. If your work is split by client, campaign, or department, set up those groups now.
- Set clear permissions. Not everyone needs to see everything. Decide who can assign, complete, or edit tasks. More cooks = more mess.
Pro tip: Don’t overthink structure at first. Start simple—adjust as you go.
2. Assign Tasks the Right Way
Here’s how to actually give someone a task in People—and make sure it doesn’t just sit there ignored.
Step-by-step: Assigning a Task
- Click into the right project or group.
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If you assign tasks in the wrong place, you’ll lose them. Trust me, it happens.
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Hit the “New Task” button.
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Obvious, but sometimes People buries this under a plus icon or in a dropdown.
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Write a clear, short title.
- “Fix bug #45 in login flow” beats “Bug.”
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Avoid inside jokes or shorthand only you understand.
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Add details in the description.
- What’s the actual goal?
- Any links, files, or screenshots that help?
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Who can they contact if they get stuck?
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Set a due date.
- Deadlines aren’t evil—they just keep things moving.
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If you don’t give one, expect the task to be finished “whenever.”
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Assign it to a person (or a few, if needed).
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Make sure you’re picking the right person—People sometimes fills in the last assignee by default.
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Set priority, if that’s an option.
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Don’t turn everything to “urgent.” If everything’s a fire, nothing is.
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Save or send.
- Double-check one last time—sometimes tasks save as drafts if you don’t hit the final “create” or “assign” button.
What works best: - Be clear and specific, but don’t write a novel. - Give folks enough info to do the job, not just “do this.”
What to ignore: - Overly complex tagging or color-coding. You’ll never keep up. - Assigning to “everyone.” If it’s everyone’s job, it’s no one’s job.
3. Make Task Tracking Actually Useful
Assigning is just step one. If you want things to get done, you have to check in—without becoming a micromanager.
Use Views and Filters
- Kanban boards: Great for visual folks. Drag tasks from “To Do” to “In Progress” to “Done.”
- List view: Good for quick scanning, but easy to ignore overdue stuff.
- Calendar view: Helpful to see what’s coming up (and who’s about to get swamped).
Watch for Red Flags
- Tasks sitting in “To Do” for ages.
- Due dates keep getting pushed back.
- No comments or updates from the assignee.
If you see these, don’t assume laziness. Maybe the task wasn’t clear, or the person’s overloaded. Ask before you nag.
Notifications: Tame the Noise
People software loves reminders—but too many, and everyone tunes them out.
- Customize notifications. Set up alerts only for tasks you care about.
- Encourage your team to do the same. If they’re ignoring emails, nobody wins.
Pro tip: Once a week, spend ten minutes cleaning up old tasks. Nothing kills morale like a backlog of “zombie” work that should’ve been closed or deleted.
4. Keep Communication Tight
Assigning a task is not the end of the conversation. Here’s how to keep things moving:
- Use comments wisely. Ask questions, share updates, or clarify requirements right in the task.
- Tag people when you need their input. Don’t assume they’ll see it; @ them.
- Don’t use tasks for chit-chat. Keep it relevant—save the memes for your group chat.
If a task changes, update it. If you finish early, mark it done. If it turns out not to matter, archive it. The less clutter, the better.
5. Check Progress Without Micromanaging
You don’t need to hover, but you do need to know what’s happening.
Set up a simple check-in rhythm:
- Weekly review: Skim open tasks—what’s overdue, what’s blocked, what’s done?
- Monthly cleanup: Archive or delete old, irrelevant tasks.
- Quick chats: If you see someone struggling, ask if they need help—don’t just fire off reminders.
Reports and Dashboards: Use, Don’t Abuse
People software probably has some reporting features. Use them to spot trends—not to build a wall of charts nobody reads.
- Look for bottlenecks. Who’s overloaded? Which tasks always stall?
- Celebrate wins. Marking “done” is motivating—don’t skip it.
Honest take: Most teams overthink reporting. If you’re spending more time tweaking dashboards than working, you’re missing the point.
6. What Doesn’t Work (and What to Avoid)
- Assigning tasks in meetings and not recording them. If it’s not in People, it didn’t happen.
- Letting tasks pile up. Regular pruning keeps things healthy.
- Relying only on email reminders. People tune out inbox noise fast.
- Making everything “high priority.” Urgency inflation leads to burnout and apathy.
7. Iterate and Keep It Simple
Task management is a moving target. What works for a three-person team might break at ten. The best advice? Start simple. Assign clear tasks, check in regularly, and don’t be afraid to tweak your setup.
If something’s not working—too many notifications, too much clutter, people ignoring tasks—talk about it and change it. The goal isn’t to have a perfect system; it’s to actually get the work done (and maybe keep your sanity).
Stick to the basics, adjust as you go, and remember: the tool is there to help, not to run your life.