Hi All

Long time no post!

I was wondering if anybody has advice about using Excel (intermediate user level) to track tasks and for multiple users? Essentially what I am trying to do is keep on top of issues that although maybe sanctioned, cannot be actually actioned for some time, weeks, perhaps even months. Rather than use sticky notes etc, I would like to use Excel for this. I have googled it and of course there is lots out there but would really appreciate some direction. There would be different levels of Excel proficiency among those who would be accessing the task tracker.

Many thanks

Ady

Is there a particular reason you want to use Excel?

There are lots of tools out there for collaborative working which is what it sounds like you are trying to do... trello is the one that springs to mind.

Thanks a mill for the quick response.

Staff across the sections have access to Excel so that's why I thought it would be best. I'm not sure of course but I doubt there would be much appetite to purchase new software. Plus I want to make this as easy as possible so that people will 'buy' into the idea. I oversee a few areas that overlap with each other in terms of operational procedures; trying to get a bit of order on things, and a move away from the sticky is tricky!!

I admit that I am not familiar with trello - could you fill me in a bit? :)

Ady

How about a RAG status? Have the tasks evaluated on two (or more) criteria, say risk and complexity (or % complete and priority) etc add the criteria together to give you a number and then format Red/Amber/Green based on that.

It's a nice simple visual way to track tasks.

Ah okay. How are you sharing the excel file? Is it saved on a shared drive or something? I guess I'm still missing some context to properly understand what you're trying to do. Excel doesn't seem like the obvious tool for something like this.

Here's a youtube video for trello:

It's basically a project management system but it's free and really easy to use. The only down side is that it's hosted online and not currently available offline which is a limitation for some projects I imagine. But, I use it extensively for managing collaborative projects.

Thanks to AOE26 and Into the Spiral for your really useful inputs - lots to think about.

The excel file will be on a share drive with 15-20 staff having access to it. It's a university setting so different areas of central administration could be inputting special instructions or permission for students to attend a class, register late, cancel something, take something outside their course etc. However, the student could make contact with somebody who knows nothing of their special circumstances; it's not great when it's the student who is telling you something for the first time!!! This 'Excel task tracker' would be a way of holding information so we could all see.

I'll have a look at the youtube video for trello - thanks for uploading it.

Ady

It seems to be a bit old-fashioned, but always use paper planners (for example - free pdfs from this site https://onplanners.com/daily-planner-templates-printable )