Ensure task completion

Ensuring task and approval completion

Tallyfy provides automated reminders, clear task definitions, and escalation paths to ensure tasks and approvals get completed on time.

Automated reminders

Tallyfy automatically sends task reminders:

• Automated email digests: Tallyfy automatically sends scheduled reminders based on each user’s settings.
• Customizable frequency: Users can adjust reminder frequency in their notification settings.
• Manual reminders: For urgent items, you can send immediate email reminders to assignees.

Creating clear tasks

Tasks need:

• Defined purpose: Every task needs a clear goal and reason.
• Appropriate scope: Tasks should be significant but not overwhelming.
• Defined requirements: Explain what “done” looks like for the task.
• Reasonable deadlines: Set achievable deadlines allowing for quality work.

Avoiding task fatigue

Avoid creating too many small, minor tasks. This can lead to “approval fatigue” where people ignore notifications. Keep tasks meaningful to maintain their importance.

Consolidating related work

Group related items to reduce task overload and prevent task debt:

• Bundle related approvals: Combine multiple related approvals into one step if possible.
• Use form fields: Use a single form with multiple fields instead of many separate tasks for collecting information.
• Create logical sequences: Organize tasks to flow smoothly without repeating work.
• Consider workload balance: Be mindful of how many tasks you assign to individuals.
• Use expiring tasks for FYI items: Convert informational tasks to expiring type so they auto-complete if not reviewed, preventing buildup.

Using comments for follow-up

Tallyfy’s built-in comments let you ask about task status directly:

1. Open the relevant task.
2. Add a comment in the comments section.
3. Use @mentions (e.g., @username) to notify specific people.
4. Keep comments focused on the task.

Comments create an audit trail and notify assignees directly within the task.

Adding personal communication

For critical tasks or ongoing delays, add personal communication to digital reminders:

• Schedule brief check-in calls to discuss obstacles.
• Mention task status in regular team meetings.
• Use chat/instant messaging for quick reminders.
• Meet in person (if possible) for high-priority items.

Explaining task importance

Include context in task descriptions:

• Explain the purpose: Clearly state why the task matters in its description.
• Connect to larger goals: Show how the task helps meet team or company goals.
• Highlight impact: Explain who benefits from the task getting done.
• Provide context: Include background information if it helps understanding.

Setting up escalation paths

When tasks remain incomplete despite reminders, set up an escalation process:

• Reassign to managers: Use Tallyfy’s edit feature to add the team member’s manager as an assignee.
• Use @mentions in comments: Tag managers or senior members in comments to highlight the delay.
• Implement status actions: Use automation rules to trigger actions (like notifications) if tasks pass deadlines.
• Document patterns: Track recurring issues to identify and fix underlying problems.

Additional strategies

• Recognition and appreciation: Thank team members who consistently complete tasks on time.
• Performance tracking: Use Tallyfy reports to identify patterns and address issues early.
• Simplified interface: Help team members focus by creating custom views of their priority tasks.
• Training and support: Ensure everyone knows how to use Tallyfy effectively.
• Process optimization: Regularly review processes to remove unnecessary tasks.

Related articles

How To > Improve accountability

Tallyfy ensures task accountability through transparent workflows showing public task status and progress tracking, automated daily digest reminders with customizable frequency, manual instant notifications for urgent situations, a Take Over feature that converts group assignments into single-person ownership, comment systems with @mentions for direct accountability discussions, blocker documentation to distinguish delays from avoidance, clear task instructions with success criteria, auto-expiration policies that complete overdue tasks automatically, structured escalation paths involving managers when needed, and balance

Tasks > Escalating overdue tasks

Tallyfy is developing automatic escalation features for overdue tasks including automated comments reassignments and custom notifications while current workarounds involve manual comments daily digest emails filtering capabilities and watch functions alongside research-backed best practices that emphasize supportive informational approaches over controlling threat-based reminders to maintain motivation and effectiveness.

How To > How to avoid task debt

Task debt accumulates when incomplete tasks pile up faster than teams can complete them and can be prevented through strategic workflow design using expiring tasks for optional information sharing realistic deadline setting workload balancing and regular process reviews to maintain sustainable productivity.

How To > Complex approval workflows

Tallyfy transforms complex approval workflows into trackable processes with clear visibility and accountability by providing kick-off forms conditional logic dynamic assignments real-time status tracking automated reminders and organized archiving to eliminate confusion and bottlenecks.