14.06.2017   06:19    Project Management
How to manage tasks with Deskun: step-by-step instruction

Deskun is an affordable solution for efficient task management, built inside familiar Gmail interface. This software enables you to:

  • Organize working groups (called Queues here);
  • Assign tasks to specific employees;
  • Delegate responsibilities;
  • Set deadlines for task completion;
  • Create checklists (subtasks);
  • Rank tasks by priority;
  • Share notes and much more.

If you already have a Google Chrome extension installed, you can proceed with the configuration on Deskun Control Panel.


Step 1. Create a queue for each company department

Let’s assume there are 3 departments in a company:

  • IT
  • Finance
  • Marketing

We will create a separate queue for each one to ensure effective task distribution. If you have a small project or a startup, you can create a separate queue for each employee.

Click on "Create new project" button. Your first queue is created alongside with the project.

We recommend filling out the following: the name of the project = company name, queue name = department name.

At this stage, you can invite agents -- department employees - to the queue. Prior doing this, enter their Gmail or G Suite addresses. These employees will be able to see new tasks in the current queue and create their own, delegate them to each other, share notes, etc. If necessary, you can provide extended access rights to an employee – by assigning the role of "administrator" to them.

The next step lets you specify the objective of Deskun usage. Since we are going to set it up for task management, select the appropriate option.

If you have already specified the addresses of employees who are subscribed to the queue, just save the settings and click “Next”. To continue creating other queues, click the “Complete” button. Then create the queues for other departments by clicking “Create new queue” button.

When you are all set, you’ll have a structure like this on your Control Panel:

And when you open Gmail, your project and queues will appear in a separate Deskun folder.


Step 2. Set a task

With Deskun, setting a task is as easy as sending an email. To create a task, click the New ticket button. You’ll see the compose window with advanced options. Email subject is used to formulate the task, and the body – to describe it in more detail. Let’s take a closer look at the new features:

You have five new opportunities for setting and concretizing the task.

  1. Choose the queues it goes to, i.e. the department.
  2. Indicate the priority of the task. By default, it’s set Common.
  3. If necessary, assign the task to a specific employee.
  4. Set the deadline.
  5. Create a checklist. It can be a list of subtasks or requirements for the task.


Step 3. Manage your workflow and monitor task execution

Your employees should also install Deskun extension to work with tasks, and accept an invitation to the project that will appear in Gmail interface. Along with a new task, your employee receives a notification. There’s an icon next to each queue showing the number of new tasks.

There’s an option to delegate the task to another employee. For example, you have created a ticket for the IT department chief. He can delegate it to any of his subordinates and decide for himself who will be responsible for task completion.

The whole process of working on the task is displayed inside the ticket. Any deadline and priority changes, completing checklist items, leaving notes – it’s all fixed inside the ticket to ensure full transparency.


Managing tasks is even more convenient with Deskun features for Gmail

  1. Mailtracking. You’ve set a task, but there’s no reaction? Open the ticket and see if the employee has read it. If so, the eye icon under the avatar will be green, if not – gray. When you hover over the eye, you will see the date and time of reading. If the task was set for the entire department, Deskun will show information on each ticket open. Mailtracking for tickets in enabled by default.

  2. Message templates. This function will be useful when creating similar tasks, composing standard emails and answering typical customer requests. Templates are created in Control Panel. Simply select the template when setting a new task, and complete it with specific data.

  3. Send later. In Deskun, you can set any time to dispatch an email. This feature is convenient for sending reports.

  4. The Snooze feature is made to remind yourself of important tasks when you can’t react to them right away. Attach a timer to any ticket, and after the set period later it will appear in the list marked as “new”.

You can find out more on working with tickets in Deskun here.

24.06.2017   00:49    Project Management
How to supercharge Gmail for free: 4 Deskun features

22.06.2017   03:14    Project Management
Checklists in Deskun: User guide