If you’ve ever tried to herd a team through a project without a clear plan, you know the pain: missed deadlines, duplicate work, and mysterious “urgent” tasks popping up out of nowhere. If you’re using Kuration to manage your team’s work, this guide will show you how to actually build and assign tasks so people know what to do—and get it done. This isn’t just about clicking buttons. It’s about making sure the tool actually helps your team, not slows you down.
This guide is for anyone who needs to organize a small team: project leads, managers, or just the one person who always winds up making the to-do list. No jargon, no empty promises—just what works (and what doesn’t).
Step 1: Get Your Workspace in Order
Before you dive into tasks, make sure you’re set up to avoid chaos later.
- Check your team list. Is everyone who needs to do work actually in your Kuration workspace? If not, invite them now. Don’t wait until you’re assigning things.
- Set up your main project or collection. Kuration uses “collections” or “projects” (depending on version) as containers for tasks. Don’t overthink it—start with one for each real-world project.
- Decide on your task structure. Will you use categories, tags, or just a simple list? If your team is new to Kuration, keep it simple: one list, clear titles.
Pro Tip: Resist the urge to make a bunch of collections “just in case.” You’ll end up lost. Start with what you’re actually working on right now.
Step 2: Create Clear, Actionable Tasks
This is where most people mess up. A vague task like “Update website” means nothing. Be specific.
- Start with a verb. “Write homepage copy,” “Test form submission,” “Upload hero image.”
- Add details in the description. Don’t cram everything into the title. Use the task description field for links, steps, or details people actually need.
- Set a due date (only if it matters). If the date is “ASAP,” skip it—just be clear about the priority.
What Works
- Tasks that fit on a single screen (no novels).
- Breaking big jobs into smaller, assignable chunks.
- Making checklists for complex tasks right in the description.
What to Ignore
- Overcomplicating with dependencies unless you really need them.
- Adding tasks you “might someday” want to do—these just become digital clutter.
Pro Tip: If you can’t explain what “done” looks like, the task isn’t ready to assign.
Step 3: Assign Tasks (Without Creating Drama)
Assigning tasks is where the magic happens—or where feelings get hurt. Here’s how to keep things smooth:
- Pick the right person for the job. In Kuration, you can assign a task to one or more team members. Don’t assign things “just to get them off your list.”
- Let people know what’s coming. Kuration can notify users when they’re assigned a task, but don’t rely on this for anything urgent. If it’s a big task, mention it in your team chat or standup, too.
- Avoid overloading anyone. If someone’s already swamped, piling on more won’t help. Use Kuration’s workload view (if available) or just check in directly.
Honest Takes
- Assigning everything to yourself “for now” is a fast track to burnout.
- If you’re not sure who should own a task, leave it unassigned and discuss it first.
Pro Tip: Use Kuration’s comments or notes to clarify expectations. Don’t assume silence means agreement.
Step 4: Use Tags, Priorities, and Statuses—But Don’t Go Overboard
Kuration offers ways to organize tasks beyond just who’s doing what.
- Tags: Great for filtering (e.g., “marketing,” “urgent,” “review”). Don’t invent 20 tags no one will use.
- Priorities: Mark what’s actually urgent. If everything’s “high priority,” nothing is.
- Statuses: Most teams do fine with “To Do,” “In Progress,” and “Done.” You can add more, but don’t get carried away (looking at you, “Ready for QA Review Stage 2”).
What Works
- Reviewing priority tasks each week.
- Keeping the workflow simple—fewer status columns, easier tracking.
What to Ignore
- Color-coding everything because it looks pretty.
- Creating tags for every possible situation (“Tuesday tasks,” “Bob’s stuff,” etc.).
Pro Tip: Review your tags and statuses every month. If you’re not using one, kill it.
Step 5: Make Collaboration Actually Happen
A tool is just a tool. Here’s how to make sure tasks don’t just sit there:
- Use comments for updates. Ask questions, share links, or flag blockers right inside the task.
- @ Mention teammates. If you need someone’s input, tag them. Don’t assume they’re watching every task.
- Attach files where people will look. Kuration lets you add files or links directly to tasks. No more “what’s the latest doc?” scavenger hunts.
What Works
- Short, clear updates. (“Waiting on client feedback, due Friday.”)
- Calling out blockers early. (“Can’t finish until design assets are ready.”)
What to Ignore
- Endless comment threads debating details. If it goes past three replies, hop on a call or chat.
Pro Tip: If people aren’t using comments, they’re probably not using the tool. Check in and ask what’s missing.
Step 6: Review, Reassign, and Clean Up
Tasks aren’t “set and forget.” Regular upkeep is what keeps things moving.
- Weekly check-ins: Review what’s done, what’s stuck, and what’s coming up.
- Reassign as needed: Projects change. If someone’s out or priorities shift, move tasks around. Don’t let things sit idle.
- Archive or delete old tasks: If something’s not relevant anymore, clear it out. Clutter kills momentum.
What Works
- Quick weekly reviews to keep everyone honest.
- Celebrating finished work—not just ticking boxes.
What to Ignore
- Perfectionism. Not every task needs to be perfectly documented.
- Keeping every task forever “for reference.” Use your actual documentation tool for that, not your task list.
Keep It Simple and Keep Going
Task management in Kuration isn’t magic, but it’s a heck of a lot better than email threads or sticky notes. Start simple: clear tasks, obvious owners, and as little friction as possible. Don’t stress about getting it perfect—just get started and tweak as you go. The real trick? Make sure everyone knows what matters this week, not just someday.
And if you ever feel lost in the tool, stop and ask: “Does this help my team get work done?” If the answer’s no, change it. That’s what the best teams do.