Weâre going to use the values below, which you can also set to specific colors using conditional values:Ĭolumn G âDependencesâ is next. Next, weâre going to use the same validation approach to format Column F âStatusâ. If you format them to a yellow color, youâll easily know which items are overdue versus due today. You can take the same approach for items due today. Excel will run checks in real-time, meaning no overdue item will escape your notice. The formula above tells the Cells that if they have a date, and if the value of that date is less than today, then the item is overdue â which triggers the red highlight. Under âFormatâ, give the background an eye-catching red color. In the formula bar, enter exactly this: =AND(D2ââ,D2 ![]() First, weâre going to format the column for âShort Dateâ to make it neat and easy to scan at a glance. You can also create a list on a separate sheet and then reference it as needed. This is the simplest way to complete the process. Different industries may have different requirements, so donât be afraid to customize it to your needs. To keep things simple, weâre going to leave it with these basics. ⦠And othersĪn Excel to-do list can include many more fields. This needs to be clear in your spreadsheet â especially if that step needs to be undertaken by someone else. Sometimes you canât complete a step until a different one has been finished. When a single action is one step in a longer sequence, the sequence (or workflow ) is a âtaskâ, while the smaller actions are âstepsâ. Weâll cover some options later in this article. Notifications let you avoid chasing colleagues about tasks so you can keep your spreadsheet up to date. While itâs difficult to make notifications work in an Excel spreadsheet, they can be incredibly helpful. Having an optional ânotesâ column also allows you to expand on why it couldnât be done, or any delays. It can also be helpful to include an option for âCouldnât be doneâ, which happens sometimes, and is important to keep track of. At minimum, you should have three options: âNot Startedâ, âIn Progressâ, and âDoneâ. ![]() StatusÄ®very task needs an indicator of status. It also gives you a clear starting point, ensuring important tasks get done before low priority ones. Youâve got to know your organizationâs priorities and how your tasks rank against those, because confusion regarding priorities is one of the main reasons for projects to fail:Ī firm grasp of priorities counteracts these opportunities for failure. Knowing the order of your priorities is absolutely vital. You can use pivot tables to summarize this weâll get into those later. In other words, knowing when something is due should tell you which parts you should work on â and have completed â by specific dates. Still, many of your tasks will have one, and itâs always a good idea to keep track of them.Äeadlines should serve as guidelines throughout a project or multi-step task. Thatâs when it becomes important to have a field indicating who âownsâ the task, and whoâs working on it at any given moment. If an item on your to-do list relies on working with your team members, youâve got to keep track of whoâs âgot the ballâ. Often, more than one person will be involved. ![]() If youâre handling team task management, youâll need to know who is in charge of what. Instead, you might name that task âArrange customer onboarding Client Xâ and then add a description field with the rest of the details, as necessary. Calling your tasks things like âMake sure to get in touch with my secretary to arrange onboarding with Client X on any day next week except Tuesdayâ is going to make the whole document look cluttered and hard to read. Itâs important to keep any task name short. What does your task refer to? By giving it a name, youâll make it easier to remember what the list item is meant to remind you to do. A unique ID means you can easily refer to a task, without any misunderstandings or confusion. You might be tempted to use the row and column placement as an identifier, but this can easily go awry, especially if the sheet is regularly updated. Thatâs especially useful when more than one person is involved, such as during group projects or whenever youâre working with a partner. Giving each task a unique ID makes it easier to talk about and refer to specific tasks.
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