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Task Management in upcoach for Coaches

Master upcoach's Tasks feature for effective coaching: Goal-setting, team projects, client engagement tips & more in this essential guide.

Written by Mert Hurturk
Updated over a year ago
Mastery Series: Task Management in upcoach

Welcome to the comprehensive guide on using the Tasks feature in upcoach! Tasks are a fundamental component of any coaching program, providing structure and clarity to both coaches and clients. This feature allows you to create, assign, and manage tasks efficiently, ensuring that every goal and action step is tracked and accomplished. Whether you're a seasoned coach or new to digital coaching tools, this guide will help you leverage the Tasks feature to maximize productivity and success in your coaching programs.

Maximizing Impact: The Role of Tasks in Coaching

Assigning tasks to clients is a pivotal component of the coaching process, offering significant benefits to both coaches and clients.

For the Coach

  1. Structured Progress Monitoring: Tracks the client's application of coaching in practical steps.

  2. Evidence of Effectiveness: Completed tasks affirm coaching methods and motivate the coach.

  3. Better Engagement: Keeps the client actively involved in the coaching process beyond sessions.

  4. Enhanced Accountability: Sets expectations for client responsibility, boosting productivity.

  5. Tailored Coaching: Insights from task completion guide personalized coaching strategies.

  6. Feedback Mechanism: Provides a loop of feedback for continual adjustment and improvement.

  7. Client Retention: Demonstrated progress through tasks can increase client satisfaction and retention.

  8. Refinement of Coaching Techniques: Responses to tasks help refine and develop more effective coaching methods.

  9. Professional Development: Identifies areas for the coach’s growth based on client task performance.

  10. Success Stories: Showcases client achievements as marketing material for future coaching engagements.

For the Client

  1. Clear Direction: Offers a focused path towards achieving desired outcomes.

  2. Sense of Accomplishment: Builds confidence through the completion of tasks.

  3. Skill Development: Encourages the development of new skills and habits.

  4. Improved Self-Discipline: Enhances discipline, benefiting all life areas.

  5. Increased Self-Awareness: Reveals personal strengths, weaknesses, and response to challenges.

  6. Active Participation: Engages clients actively in their own growth process.

  7. Empowerment: Boosts clients' control over their change and development.

  8. Real-World Application: Applies coaching insights to practical, real-life situations.

  9. Immediate Feedback: Offers quick feedback, crucial for learning and strategy adjustment.

  10. Stronger Commitment: Reinforces commitment to goals and the overall coaching process.

Example Use Cases

The Tasks feature in upcoach is versatile, catering to a wide range of coaching scenarios.

Goal Setting

Assign tasks as milestones for your clients' personal or professional development goals.

Project Management

Track progress on various projects by creating and assigning tasks with checklists and due dates.

Course Assignments

Automatically assign tasks and homework to clients during course enrollment to reinforce learning.

Program Accountability

Enhance client accountability in programs by setting visible tasks for them and tracking completion.

Feedback and Reflection

Create recurring tasks for clients to submit regular feedback or reflections on their progress, enhancing self-awareness and learning.

Pre-Session Preparation

Assign tasks for clients to complete before coaching sessions, such as preparing questions or reviewing session materials, to make sessions more effective.

Post-Session Action Items

Set tasks for clients to implement learnings from coaching sessions, ensuring that insights lead to actionable change.

Team Collaboration

In group coaching or team development programs, assign tasks that encourage collaboration and teamwork among participants.


Deep Dive

Properties

Title and Description

Title succinctly summarizes the essence of the task, making it easily recognizable at a glance. The description provides a detailed overview of the task. It’s the space to elaborate on the task's objectives, expectations, and any specific details necessary for completion. Rich text formatting in the description allows for better organization and emphasis of important information.

Priority

You can assign a priority level to each task to signify its importance and urgency, helping to organize the workflow and focus attention on critical items first. Task priorities are denoted by the color of the status checkmark circle. Tasks can be filtered by their priority.

Priority Level

Color

High

Red

Medium

Yellow

Low

Blue

None

Gray

Due Date

Set a specific deadline for each task to ensure timely completion, with support for recurring due dates to manage ongoing or repetitive tasks effectively.

Assignee

Designate an individual responsible for the task, either a coach or a client, to clarify accountability and streamline task tracking.

Checklists

Create easy-to-follow steps within a task using checklists. Add them through the task's description editor to organize action items. With multiple checklists per task, track progress visually as items are checked off directly in the checklist popover.

Program Block

The Tasks block within a program in upcoach is designed to allow clients to view and manage their tasks specific to that program. This focused approach ensures that tasks relevant to a particular program are easily accessible, enhancing the client's ability to concentrate on specific program objectives.

Block Options

  • Client Visibility Settings

    • Clients See Each Others' Tasks: Toggle this option to allow clients within the same program to view each other's tasks. It fosters a sense of community and shared progress.

    • Clients See Coach’s Tasks: Enable this to let clients see tasks assigned to their coach. This option can be used to provide transparency and model task management.

Regardless of visibility settings, clients cannot create or edit tasks for other clients, maintaining individual task privacy and responsibility.

Filtering Options

Filtering options in the Program Tasks Block work in combination, using an additive approach where all applied filters intersect (AND logic).

  • Assignee: Displays tasks of a selected assignee. Visible to clients only if the “See Each Others’ Tasks” option is activated. Coaches have constant access to this filter.

  • Status: Allows filtering of tasks based on whether they are 'Done', 'Not Done', 'Overdue' and other.

  • Priority: Enables sorting tasks by their assigned priority level, helping in focusing on the most critical tasks first.

These features of the Program Tasks Block are designed to provide both coaches and clients with a streamlined, program-specific task management experience, enhancing the efficiency and focus of the coaching program.

Course Block

The Course Task Block in upcoach is a feature specifically designed for coaches to assign tasks to clients as they progress through a course. This functionality links tasks directly to course lessons, enabling coaches to provide targeted homework based on lesson content.

Task Properties

Tasks created within a course include the following properties:

  • Title: Clearly defines the task's focus or objective.

  • Description: Provides detailed instructions or information related to the task.

  • Priority: Indicates the importance or urgency of the task.

Distinctive Aspects

  • Non-Recurring Due Dates: Tasks assigned via a course block cannot have recurring due dates.

  • Relative Due Dates: Due dates are set relative to the assignment date, such as 'X days after assignment', to align with course progress.

  • Automatic Assignee Assignment: Clients are automatically assigned tasks based on their course enrollment, ensuring relevance and personalization.

Interaction and Accessibility

  • Tasks assigned through course blocks can be interacted with both within the course and in the tasks block of the assigned program.

  • This dual-accessibility offers flexibility for clients to manage tasks either within the course context or as part of their broader program tasks.

Agenda Block

The Agenda Tasks Block provides a unique and interactive place for managing tasks within a specific agenda. This block is tailored to foster a collaborative environment, differing from the Program Tasks Block in several key aspects.

  • No Block Options: The Agenda Tasks Block is designed for simplicity and ease of use, omitting additional block options to streamline task viewing and management.

  • Universal Visibility of Tasks: All tasks, regardless of the assignee, are visible to every participant within the agenda. This feature enhances transparency and collective awareness of all tasks associated with the agenda.

  • Enhanced Client Interaction: Unlike the Program Tasks Block, clients in the Agenda Tasks Block have the ability to create and assign tasks to other clients. This functionality encourages peer collaboration and shared responsibility in task management.

Collaborative Advantages

  • Shared Task Management: This open environment allows all participants to view, create, and assign tasks, promoting a sense of team collaboration and mutual support.

  • Increased Engagement: The ability for clients to interact more freely with task creation and assignment leads to higher engagement and participation in the agenda.

  • Streamlined Communication: With tasks visible to all, communication about task progress, challenges, and completions is more efficient and transparent.

The Agenda Tasks Block is an excellent tool for coaching scenarios where collaboration, transparency, and peer interaction are key. By allowing clients to take a more active role in task management, this block not only facilitates smoother agenda execution but also enhances the overall group dynamic and effectiveness of the coaching process.

Weekly Task Planner

The weekly task planner view for tasks can be accessed via the Weekly view button found on the program tasks block, offering an intuitive and interactive task management experience. This feature transforms task management into an interactive, calendar-like experience, offering a weekly overview and easy scheduling.

Key Features

  • Overdue Column: Displays all overdue tasks, making it simple to reassign them to more suitable dates.

  • Backlog Column: Lists tasks without set due dates, serving as a holding area for unassigned tasks.

  • Daily Columns: Shows the weekdays of the current week, allowing clients to plan each day's tasks effectively.

  • Weekend Column: Combines Saturday and Sunday tasks for streamlined weekend planning.

  • Upcoming Column: For tasks designated for the next week, providing a forward-looking view.

Advantages

  • Easy Week Planning: Clients and coaches can visually plan and adjust tasks for the week ahead.

  • Drag-and-Drop Functionality: Move tasks between columns to easily update due dates and priorities.

  • Enhanced Visibility: A clear view of the week's commitments helps clients stay organized and proactive.

Weekly Task Planner is a dynamic and intuitive way to manage tasks, enabling coaches and clients to plan their week and tasks effectively, fostering better time management and goal attainment.

Homepage

Task management is an essential aspect of both coaching and personal development on upcoach. Understanding how it integrates with the Homepage enhances its effectiveness and ease of use.

  • Centralized Task Overview: Within the Homepage, the "Tasks" section offers a consolidated view of all your tasks. This integration allows for a quick overview and management without needing to navigate away from the Homepage.

  • Efficient Workflow: By accessing tasks directly from the Homepage, you streamline your workflow, saving valuable time and maintaining focus.

  • Seamless Transition: Moving between task management and other Homepage features such as "Courses," "Smart Documents," and "Community" is seamless, ensuring a fluid and cohesive user experience.

For further details on the Homepage, refer to our in-depth guide on the Homepage: A Central Hub for Coaches and Clients.

Notifications

Effective communication in coaching is essential, and upcoach's notification system is designed to keep both coaches and clients informed about task-related updates.

Triggers

  • Task Assignment to Client: When a coach assigns a task to a client, the client receives a notification, ensuring they are immediately aware of the new task.

  • Task Completion by Client: Once a client completes an assigned task, the coach who assigned the task is notified. This allows the coach to track progress and provide timely feedback or follow-up.

Customizing Notification Preferences

  • Organization Settings: Admins can set notification preferences for the whole organization in the admin area. This helps standardize how everyone receives task-related notifications.

  • Individual Preferences: Each user, whether a coach or a client, can tailor their own notification settings from their profile. This ensures they receive updates in a way that suits their personal preferences.

The effectiveness of notifications depends on individual settings. Both coaches and clients have the ability to customize how they receive notifications, which can include email, in-app alerts, or other methods as supported by upcoach.

Encourage users to regularly review and adjust their notification settings to ensure they align with their preferred method of communication and frequency.


How-To Guides


Tips and Tricks

Prioritize Effectively

Use the Priority setting to highlight the most critical tasks.

Regular Updates

Keep task descriptions and checklists updated for clear communication.

Visibility Settings

Utilize the Program Task Block’s visibility options to foster a collaborative or private task environment as needed.

Integrate with Agendas

Use Agenda Tasks Block inside agenda to ensure they are discussed and reviewed during coaching sessions.

Encourage Regular Review

Advise clients to review their task list regularly, ideally at the start or end of each day, to stay aligned with their goals.

Leverage Rich Text Formatting

Utilize rich text formatting in task descriptions to highlight important information, create checklists, or add links to external resources.

Track Progress with Checklists

Encourage the use of checklists within tasks to break down larger goals into smaller, actionable steps and track progress visually.

Recurring Tasks for Routine Activities

Set up recurring tasks for routine activities to help clients develop consistency in habits or regular activities.

Balance Workload

Advise clients on balancing their workload by not overloading any single day or week with too many tasks. Weekly Task Planner is the perfect place to do that.

Implement Weekly Task Reviews

Schedule weekly reviews of task progress with clients to discuss achievements, challenges, and adjustments for the following week. Weekly Task Planner is perfect for this.

Link Tasks to Long-term Goals

Clearly link each task to the client’s long-term goals, helping them see the bigger picture and the purpose behind each task.


Frequently Asked Questions

  • Can I see an overview of all tasks across different programs?

    Yes, the Global Tasks feature allows you to manage and view tasks across all programs.

  • How can I make sure clients are aware of their tasks?
    Assign tasks to clients, and they will be notified via email and in-app notifications, according to their notification preferences.

  • Is it possible for clients to see each other's tasks?

    This is configurable in the Program Tasks Block settings. You can choose whether or not members see each other's tasks.

  • Can I hide coach's tasks from clients?

    This is configurable in the Program Tasks Block settings. You can choose whether or not members see their coach's tasks.

  • Can clients add their own tasks, or can only coaches set them?

    Your clients can add and manage their own tasks.

  • How can I create a task for multiple clients in a program?

    When you create a new task and select 'All' from the Assignee dropdown, the system will automatically generate individual copies of the task for each member enrolled in the program.

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