Quick Start - Schedule Tasks

The ways of proceeding

There is no one best way to capture and structure tasks for all users adequately. The following two ways of proceeding are typical and obvious.

Suppose you are very familiar with the project (e.g., many years of experience managing similar projects). In that case, the first approach may be suitable.

We recommend the second approach as it is usually more efficient and means less rework. By following the steps:

1. Prepare Task List

First, we need to know what tasks need to be done for the project, and we are familiar with input when thinking. However, from the point of view of input efficiency, we recommend having a task list ready before inputting.

In general, it may be sufficient for small projects to have a task list in mind; for large or complex projects, it is better to use a tool to create the task list.

A mind map is a suitable tool for thinking about what needs to be done and preparing the list, and we can use it to develop the task names in a tree structure. QuickPlan supports creating a new project by importing it from a mind map file in OPML format.

Of course, we can also prepare the task list in an Excel file, a plain text file, and even on paper.

2. Organize tasks in a Tree

Enter tasks in order, then change the task's outline level to create the tree structure. If needed, we can move the task up / down to adjust the order of tasks.

2.1 Construct Task Tree - Input the task names continuously

There is an option to control the default date of the new tasks - let the date of the new task be the same as the previous task, or let the start date of the new task be the same as the end date of the previous task.

QuickPlan for macOS 5.1 introduces a new way to help planning more efficiently for some cases.

2.2 Construct Task Tree - Change task outline level

On iOS devices, QuickPlan supports changing the outline level of tasks using "quick left/right" gestures, which are more intuitive and efficient. To adjust the outline level of all project tasks, our practice is to sync (or transfer) the projects to the iPad and perform this step on the iPad.

2.3 Construct Task Tree - Adjust Task Sequence

We may need to adjust the task sequence in a task group or across multiple task groups

3. Link Tasks if needed

Click the "task link" button on the toolbar, then to follow the tips (which moves with the mouse) to link tasks

QuickPlan for macOS 3.3 introduces a new method to maintain the task directly (without the need to enter the "task link-state," as described in the preceding approach).

4. Adjust Task Date and Duration

QuickPlan for macOS provides several methods for changing the task date and duration - please choose the most efficient and appropriate method for the situation. If we familiarize ourselves with these methods in advance, it will be a great help in improving work efficiency.

For example, how many methods are there to change the task start date? Below, please check the methods.

Then another question for you - how many methods can we use with QuickPlan to change the task duration? .

By changing task finish date

  • Edit the "finish date" cell in the outline list.
  • Mouse move at end of the selected taskbar on the Gantt Chart.
  • Edit the finish date in the inspectors.
  • Copy / Paste from other "finish date" cell in the Outline list.

By changing task duration

  • Edit the "duration" and "days" cells in the Outline list.
  • Alternatively, update task duration and task workdays in the Inspectors.
  • Copy / Paste from other "duration" or "days" cell in the Outline list.
  • ⌘ 1…9 ("Command" + "1 ~ 9") to change task duration to 1 ~ 9 days
  • ⌘⌥ 1…9 ("Command + "Alt" + "1 ~ 9") to change task workdays to 1 ~ 9 days
  • Edit on the Touchbar

QuickPlan does its best to provide as many methods as possible - some effective, some intuitive. There is no one best method for all cases - it depends on our experience and how familiar we are using the app.

To be efficient, a basic principle is to "avoiding keyboard typing." In most cases, using the mouse to select and the keyboard shortcut to type is more efficient than typing. When typing, QuickPlan provides additional buttons and keyboard shortcuts when possible. For example, in the duration input window, there are some buttons that we can use to change the duration quickly.

Skills for being productive
5. Then switch to other aspects.

Then switch to other aspects (e.g., resources, labor, and cost), one at a time, using similar options as the previous process for task date and duration. We can be super-efficient if we have enough practice in the skills.

Next topic: Team Sharing

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