Task Management flow
Overview
In today's collaborative business environments, ensuring that task details are both accessible and tailored to specific user roles is critical. A recent upgrade in our task management software showcases this by displaying varying levels of task details depending on a user's role. This case study will provide an overview of the task details visibility feature and its implications for improving the efficiency and clarity of task management.
The Challenge
The previous version of the software displayed the same task details to all users. This often led to confusion and unnecessary access to information irrelevant to certain user roles. Managers voiced concerns about the need to streamline the details and provide more role-specific information. Furthermore, there was a need to empower managers with the ability to edit certain fields.
The Solution
The task page was redesigned to display task details based on user roles. The structure was as follows:
Universal Information (visible to all users):
- Created Date
- Task Type
- Description
- Photos and Videos
- Task Type Specific information
Role-specific Information:
- Initiator: Displayed only to Managers, Suppliers, the initiating Service User, and the Super Service User within their organisation.
- Principal Asset: Visible to Managers, Suppliers, and Service Users, but only if they were linked to the asset in question.
Additionally, managers were given the capability to edit the "Description" and "Task Type specific information" fields, offering them more control over the task details.
Results
- Increased Efficiency: Users no longer needed to sift through irrelevant information, saving time and reducing confusion.
- Enhanced Clarity: With users only viewing information pertinent to their role and involvement, tasks were carried out with clearer context and understanding.
- Managerial Control: Managers felt more in control with the ability to edit specific fields, ensuring that task details remained relevant and up-to-date.
Conclusion
User-specific visibility for task details has proven to be a transformative feature. By providing users with only the information they need, and empowering managers with editing capabilities, tasks are managed more efficiently and transparently. The feature serves as a testament to the power of role-specific user interfaces in task management software.
