Break the project into task lists, tasks and milestones, so everyone knows what needs doing, who is doing it and when it is due.
| What | Organise the work into task lists, assign tasks, add milestones and link tasks that depend on each other. |
| Why | A clear structure makes progress easy to track, and keeps time, budgets and reports organised by phase. |
| Who | Project managers and project administrators. |
This is step 2 of 7 in the Project Manager onboarding path. About 20 minutes.
Structure the work
1. Set up your task lists
Use one task list for each phase or workstream, such as Discovery, Design, Build and Launch. Every task must sit in a task list.
- Create or rename task lists to match how this project runs.
- Put them in the order the work happens.
- Optionally set defaults for each list, such as assignee, tags or billable time, so new tasks pick them up.
2. Add and assign tasks
- Add a task for each piece of work, with a clear name that starts with a verb, such as "Write homepage copy".
- Assign each task to a person, team or company.
- Add a due date, and a description or files if the assignee needs context.
- Break bigger tasks into subtasks, each with its own assignee.
3. Add milestones
Add a milestone for each key deliverable or sign-off point, such as "Design approved". Link the task lists that lead to it, so you can see what must be finished first.
4. Link tasks that depend on each other
If a task cannot start until another finishes, add a dependency. When the first task moves, Teamwork.com can shift the dates of the tasks that depend on it.
Tip: Use the Table, List or Board view to see the work the way that suits you. Board view works well for tasks that move through stages.
Done when
- Every phase of the project has a task list.
- Every task has an assignee and a due date.
- Key deliverables are set as milestones.
Next step: Step 3: Estimate and schedule the work.