|Est?||A request from a co-worker asking you to put a time estimate in the Est field so that a priority can be decided. After setting Est, clear P1. This addresses a common problem in which the person who entered the task needs to know a time estimate from the person doing the task, in order to decide on priority. For example, if the task will take 10 minutes, it might be given high priority, but if 10 hours, it might be given low priority.|
|0||Emergency priority—don’t overuse it. (For example, web site is down.)|
|1||High priority—don’t overuse it (if everything is high priority, nothing is high priority).|
|4 … 9||Even lower priority.|
|Msg||Used for e-mail and memos. Note: To send a message to several people, you can use multiple selection in the Owner drop list of the Create Task dlg. Set P3 to Msg—not P1 nor P2—you usually don’t need approval to send a msg. Do not use Msg for asking whether to do a task or an opinion on a task—that is what P1, 2, and 3 are for.|
|Auto||Tasks you do automatically on an ongoing basis (e.g. bookkeeper paying bills, staff meeting, and so on). Auto tasks are a special type of Periodic task wherein you don’t need to be reminded to do the task. There is no need to mark them done. Keeping track of these tasks is useful because it helps to know how time is spent. Create appropriate Auto tasks based on the things you do. To create an Auto task: Click the + Button; P3 = Auto, Owner = yourself; fill Location and Action; set period to the approximate number of days between the times you do the task (e.g. 1 for daily, 7 for weekly, etc); set Est to the approximate average time you spend on the task each time. Auto tasks will not show in the normal Todo view; they will show in the Periodic view.|
|Bypass||Task done without waiting for manager to set priority.|
|Meet||Indicates that the item is for discussion in a meeting. Set P1 to Meet directly in most cases—not P3 nor P2. Consider showing a list of people at the first line of the Action field.|
|Wait||Postpone task indefinitely or until something else occurs.|
|Skip||Decided not to do task (keeps a record of the decision to skip).|
|Note||Notes (reference information such as contacts, special numbers, ideas, facts and other random information)|
|Dupe||Task is a duplicate of an existing task (shows co-workers that the task was not deleted).|
|Progress||Log of major accomplishments. For example, after finishing 50 tasks to revamp a website consider entering a single Progress task, “Revamped website”. Generally, enter 0 for Act. Set P3 to Progress directly. Generally, it is recommended only to enter tasks in which you spent at least 40 hrs and to put time in Est, not Act. Mark the task done if done. To see tasks in which P3 = Progress, select Progress from the View droplist.|
Adding new priorities
The Admin mode of TaskRing allows to add new priorities. For example, here are a some we use internally at TaskRing:
Irrep – Problem reported but could not be reproduced.
Goal – General goal
Today – Task must be done today.
Watch – Monitor something
Strategy – Strategic notes that might not be immediately actionable.
WasOK – Used as a “marker” in P1 to flag software functions that were working before – helps programmers identify sources of problems.