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Best way to create weekly to-do lists?

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njek20
New Contributor

Hi folks

 

I'm new to Teams, and am looking for the best way to create weekly to-do lists for my teams.  These should ideally be visible only to those with tasks assigned in each list, though it's no big deal I suppose if they're visible to all members of the team.

 

What are the suggestions?

 

Thanks!

14 Replies
Well if you’re going to use Planner for this which is a natural thing to do here, this means all members have read/write!

You can structure this in many ways but may be a create buckets with the different weeks and then create tasks under each of them. Then assign the tasks to your members accordingly!

@adam deltinger  Thanks Adam for your suggestion.

 

We have a hierarchical structure, whereby 3 managers have subordinates, who in turn have subordinates.  I have created buckets for each of the managers.  Is there any way of creating sub-buckets to these, so that each manager's subordinates can have a separate bucket?

No sorry! Basically, in Planner, what you see is what you get!

Adam
You could make To-do a tab in Teams and use that for your personal to-do list. My Team used to prefer just using a SharePoint custom list for Tasks. We would add basic columns such as Task Name, Description, Status, Due Date. Then build views setting the default view to show Tasks filtered by [Me] which would show the person loggged in tasks. Then you can change the views to some premade views such as "Completed past 2 weeks", All Tasks by Team (Need a team column), etc.

It's the most flexible IMO, only downfall is not a great mobile experience, but if you mostly work from a PC and Teams desktop client works great.

@njek20 The vision with Office 365 and Teams in particular is flat structure and sharing. So requirements involving hierarchies and confidentiality are going to be tough to implement.

 

Private channels are in the works, but at this point we don't know exactly what they will look like.

 

I would also have suggested Planner, which has 3 hierarchy levels: bucket, task, checklist. You could use the copy feature to duplicate a task for the next week. Assignments are at the task level.

 

For stricter permission management, you would have to use multiple Planner plans, which sounds complicated in your case. It might be better to use another application (To Do or SharePoint Tasks list), and display it as a tab in the channels.

@njek20 Buckets would be the top level to match your line managers, then tasks at the next layer are assigned to one or more users. Each task can then have a checklist of specific actions to be checked. You should have enough layers there to meet your needs.

Or put the manager name as a label. You can filter by label, and they’d learn their label color. And use the buckets for project names or other special groupings
3 layers is kinda true, but still not! The checklist is just a checkbox without any features outside of the task itself! Aka assign, due dates etc is related to the entire checklist and the task itself,
Depending on the requestors use case it might work somehow to use it this way of course but it seems a flat planner structure might be a better idea, where all managers and subordinates have the ability to use all the planner features with buckets / tasks

@adam deltinger The advantage for a 'weekly tasklist' as the OP requested is that you can copy/duplicate a task for each week.

SharePoint list with a flow attached and repeat or reoccurrence drop down can make that work ;).

@Chris Webb Thanks Chris, this seems very interesting, but I'm afraid my experience with SharePoint is about as limited as my Teams experience!  Therefore, would you be able to run through this in a bit more step-by-step detail for me?  Thanks again!

If I could I would, but no need to reinvent the wheel, plenty of youtube content out there such as this one for Creating lists, it's a year old but still holds true for the most part to get your started: https://www.youtube.com/watch?v=EFojgadmpzQ

And Modifying views in Modern:https://www.youtube.com/watch?v=OzPN6r1xZI0

If you have any specific questions let me know and i'll try to respond, but you should be able to get started there.

@Chris Webb Thanks again Chris...I'll have a watch of those videos!

@njek20 While you can't do subordinate buckets per say, when a person logs into Teams they can go to "Activity" and see only the things assigned to them in any planner within 365. 

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