Task stages and statuses

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Introduction

Task stages and statuses are essential tools for project management. They help track progress, maintain clarity, and improve accountability across teams. While often used interchangeably, stages typically represent the phases of a process, whereas statuses indicate the current condition or progress of a task within a stage.

Step-by-Step Instructions

  1. Define Your Workflow:
    • Identify key phases your task will go through (e.g., To Do, In Progress, Review, Done).

 

2. Create Task Stages:

    • Set up stages based on your workflow. These act as checkpoints or broader categories.
  • Assign Statuses to Each Stage:
    • Under each stage, define detailed statuses (e.g., Under Review, Waiting for Feedback, Approved).
  • Set Transitions:
    • Determine how tasks move from one status to another (manual or automatic transitions).
  • Configure Notifications (Optional):
    • Set alerts or reminders for specific status changes.
  • Test the Workflow:
    • Create sample tasks and move them through the stages to ensure clarity and functionality.

Tips

  • Use clear and simple names for stages and statuses to avoid confusion.
  • Keep the number of stages manageable (5–7 is often ideal).
  • Use color coding or visual cues for better readability.
  • Automated transitions where possible to reduce manual work.
  • Regularly review and adjust your workflow to reflect team or project changes.

     

    Key Difference: Task Stages vs. Statuses

     

    Feature

    Task Stages

    Task Statuses

    Definition

    Broad phases of task progress

    Specific condition within a stage

    Scope

    High-level

    Detailed

    Examples

    Planning, Execution, Closure

    Not Started, In Review, Completed

    Use Case

    Organizing workflow

    Tracking precise progress or conditions

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