Tips

Productivity Tips for Individuals

This section is designed to provide useful tips to increase your productivity when working on Cloudship. From optimum search to customizing your task and resource details, you can apply these tips to your workflow.

Search

With hundreds of tasks to complete, task management can become quite overwhelming. Cloudship makes searching for tasks and resources easy and quick with the use of simple parameters.

To begin a search, select the search box and type the keywords and/or tags you want to search for. Cloudship then retrieves tasks that contain all of the keywords and tags you have entered.

Using our Van Gogh project as an example, if you write:

Van Gogh #painting

Cloudship will search for tasks that contain the keyword “Van” and Gogh” as well as the tag “#painting”. Moreover, the search is performed in the task content, the task note, the task tags within the current task list (e.g., Todo, Today, Flag), comments, checkitems, and attachment file names.

Note: If you are viewing the Todo list, Cloudship will only retrieve Todo tasks that meet the specified parameters.

Nested Tasks vs. Checkitems

On Cloudship, a task can be divided into two kinds of subtasks: nested tasks and checkitems. The choice would depend on the urgency (schedule and due date) of the subtask. At the end of the day, the goal is to break a task into smaller pieces to make it more manageable and organized.

Nested tasks appear in your current task list/s whenever you log in to Cloudship. Simply create and drag a task underneath another task until you see a blue line indicating the task hierarchy. You can then assign a due date, track time, add task details, flag the task, and assign hash tags, just as you would with an ordinary task.

Checkitems are an alternative to nested tasks in that it keeps your task lists shorter and more focused. You can use checkitems if you do not see the need to assign a due date, add a tag, or track time for the subtask.

By clicking on the Details icon, you can find the Checkitems list at the top right portion of the screen. Click on the text box to type the checkitem and press Enter (Return) to create it. Once a checkitem is done, just tick the box to strike it out of the list.

Reorder Task Details

Cloudship allows users to customize one’s task and resource details based on importance. By clicking on the specific box, dragging and dropping it to the preferred location, you can easily rearrange a task’s attachments, checkitems, notes, and comments to display the most prominent details first.

For example, if you want to create a resource that showcases photos, you can drag and drop the attachments box to the left, since this location offers more screen space. The three remaining boxes (i.e., comments, checkitems, and notes) will be moved to the right.

Clone Tasks

When working on one or several projects, you may find yourself creating the same tasks at different stages of the project. Some examples include “Research on…”, “Send an email…” and the like.

It’s time-consuming and inefficient to re-type and recreate these tasks over and over. To solve this, Cloudship allows you to clone repetitive tasks to help you save time and to keep your focus on what’s most important.

To do this, right-click on a task and click “Clone task(s)”. A dialog box will appear on the screen with two options: Project and Owner. Select the project and the owner of the task to complete the action.

Reminders

With so many tasks to work on, there is always the tendency to forget and lose track of your work progress. On Cloudship, you can use task reminders to help you stick to your schedule and not miss out on a task at any time.

It’s easy to set reminders to individual tasks. Simply right-click a task and select “Set reminder”. Click on the date you would like Cloudship to remind you about the task to complete.

At this point, you may be wondering what the difference is between a reminder and a due date. The difference between the two is the approach used to reach task completion. With that said, you can use reminders in tandem with due dates.

For example, you would set a due date for a task to indicate that it must be completed on this date. This can be in a week, two weeks, or a month from today. You can then set a task reminder for tomorrow to ensure that by tomorrow, you will start work for this task.

Productivity Tips for Teams

Collaborative projects can be a handful, especially when the amount of information created and shared on a project escalates as it progresses.

This section aims to provide tips to help you work efficiently and productively on collaborative projects.

The Dashboard

Focus is vital to maximum productivity, especially when working on a collaborative project. The dashboard is a dedicated space that only shows tasks assigned to you.

For example, you’re working with two other students on the Van Gogh research project. It’s been three weeks and there are over twenty tasks created. With so much going on, you’d want to focus on your own tasks each time you log in.

To do so, click on “Dashboard” found at the left-side portion of the screen. Doing so shows the following:

  • Your list of projects via a drop-down menu
  • A text box where you can create new tasks, with or without tags
  • All tasks and tags assigned to you.

This way, you only have to focus on getting your tasks done. If you need to check tasks assigned to other members, just click on the project from the Projects list below the Dashboard.

Flags and Tags

Flags and tags are used frequently to indicate a task’s urgency and for easier search within the app. To ensure that you don’t get lost in the sea of flags and tags, you can only see your own flagged tasks and tags when working on a project. You cannot see another member’s flagged tasks and tags, and vice versa.

For example, you’re working on a project with two more members. One member has tagged a task as “high-priority.” To you, this task may not be of high priority after all. Since you can’t view other members’ tags, you can focus on tasks that you deem as high-priority and not get distracted by what isn’t important to you.

Of course, there are instances when you and other project members would like to work on tasks with shared tags. At this point, Cloudship doesn’t support this. A workaround would be to agree on a particular “tag” format that is understandable to all the project members. For example, you can use “@tag” for shared tags.