Ensure everyone in your team completes an approval or task
How to ensure everyone in your team completes an approval or task
Getting team members to complete tasks and approvals on time is crucial for maintaining efficient workflows. Tallyfy offers several features and best practices to help ensure high task completion rates across your team.
Leverage automated reminders
Tallyfy’s built-in reminder system takes the burden off you for following up on incomplete tasks:
Automated email digests - Tallyfy automatically sends scheduled reminders based on each user’s notification preferences
Customizable frequency - Team members can adjust how often they receive reminders through their notification settings
The “set and forget” nature of Tallyfy’s automated reminders ensures that team members receive regular notifications about their pending tasks without requiring continuous manual follow-up.
Design meaningful and purposeful tasks
Ensure high task completion rates by creating tasks that are substantial and valuable:
Clear purpose - Every task should have a clear objective and rationale
Appropriate scope - Tasks should be meaningful enough to warrant attention but not overwhelming
Well-defined requirements - Clearly articulate what constitutes successful completion
Reasonable deadlines - Set realistic timeframes that allow for quality work
Consolidate related approvals and tasks
Reduce the burden on team members by thoughtfully grouping related items:
Bundle related approvals - Combine multiple related approval points into a single step when possible
Use form fields - Instead of creating separate tasks for collecting different pieces of information, use a single form with multiple fields
Create logical sequences - Organize tasks so they flow naturally from one to the next without redundancy
Consider workload balance - Be mindful of how many tasks are assigned to each team member
This approach respects your colleagues’ time while still ensuring all necessary work is completed.
Follow up via comments within Tallyfy
Tallyfy’s native commenting system provides a convenient way to inquire about task status:
Open the task in question
Add a comment in the comments section
Use @mentions to notify specific team members (e.g., @username)
Keep comments constructive and supportive
Comments create a documented follow-up trail and can often prompt action without appearing as heavy-handed as direct personal outreach.
Supplement with direct personal communication
For critical tasks or persistent delays, supplement digital reminders with personal outreach:
Schedule brief check-in calls to discuss blockers
Address task completion in regular team meetings
Use instant messaging for quick reminders
Meet in person when appropriate to emphasize importance
Personal connections often motivate completion more effectively than automated reminders alone, especially for high-priority items.
Clearly communicate the “why” behind tasks
Team members are more likely to complete tasks when they understand their significance:
Explain the purpose - Clearly articulate why the task matters in the task description
Connect to larger goals - Show how the task contributes to broader team or organizational objectives
Highlight impact - Explain who benefits from task completion and how
Provide context - Include background information that helps assignees understand the full picture
When people understand why their contribution matters, they’re more motivated to prioritize and complete the task.
Implement an escalation path for persistent issues
When tasks remain incomplete despite reminders and follow-ups, have a clear escalation process:
Having a documented escalation path ensures that critical bottlenecks receive appropriate attention while maintaining accountability.
Additional strategies for improving task completion
Recognition and appreciation - Acknowledge team members who consistently complete tasks on time
Performance tracking - Use Tallyfy’s reporting features to identify completion patterns and address issues proactively
Simplified interface - Create custom views to help team members easily see their highest priority tasks
Training and support - Ensure all users understand how to use Tallyfy effectively to complete their tasks
Process optimization - Regularly review and refine processes to eliminate unnecessary tasks
By combining Tallyfy’s technical features with these human-centered approaches, you can significantly improve task completion rates across your organization.
Learn how to establish meaningful task accountability with Tallyfy’s visibility features, automated reminders, clear task design, and smart completion options that drive ownership, transparency, and consistent follow-through in your team.
Email reminders can be sent manually at any time to notify assignees about tasks, while automatic reminders are delivered based on each user’s notification schedule preferences.
Tallyfy Pro serves as a comprehensive workflow automation platform that streamlines business operations through task automation real-time tracking standardized processes and continuous improvement capabilities.
Tallyfy’s Checklist form field feature enables breaking down complex tasks into manageable subtasks with validation options progress tracking and best practices for efficient workflow management and process improvement.
