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Ensure task completion

Getting tasks and approvals done on time

Section titled “Getting tasks and approvals done on time”

Tallyfy gives you digest emails, clear task definitions, and escalation paths so tasks and approvals actually get done on time.

Digest emails and reminders

Section titled “Digest emails and reminders”

Tallyfy doesn’t remind people about a deadline on its own. These keep work moving:

  • Email digests: Each person’s digest lists their overdue tasks, then the ones coming up, on the days they choose.
  • Digest days: Each person picks the days their digest arrives in their notification settings.
  • Manual reminders: For urgent items, you can send immediate email reminders to assignees.

Creating clear tasks

Section titled “Creating clear tasks”

Well-defined tasks are easier to complete. Each task needs:

  • Clear purpose: A specific goal and reason for existing.
  • Right scope: Significant enough to matter, but not overwhelming.
  • Definition of done: Explain what completion actually looks like.
  • Reasonable deadlines: Achievable timelines that allow for quality work.
Section titled “Consolidating related work”

Group related items to reduce overload and prevent task debt:

  • Bundle approvals: Combine related approvals into one step when possible.
  • Use form fields: A single form with multiple fields beats many separate tasks for collecting information.
  • Create logical sequences: Organize tasks so they flow without repeating work.
  • Watch workload balance: Be mindful of how many tasks you’re assigning to each person.
  • Use expiring tasks for FYI items: Convert informational tasks to expiring type so they auto-complete if not reviewed.

Using comments for follow-up

Section titled “Using comments for follow-up”

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

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

Every comment creates an audit trail and notifies assignees right within the task.

Adding personal communication

Section titled “Adding personal communication”

For critical tasks or ongoing delays, pair digital reminders with personal outreach:

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

Explaining why a task matters

Section titled “Explaining why a task matters”

Include context in task descriptions so people understand the “why”:

  • State the purpose: Say clearly why this task matters.
  • Connect to goals: Show how it helps meet team or company objectives.
  • Highlight impact: Explain who benefits when it’s done.
  • Add background: Include relevant context if it helps understanding.

Setting up escalation paths

Section titled “Setting up escalation paths”

When tasks stay incomplete despite reminders, escalate:

  • Reassign to managers: Use Tallyfy’s edit feature to add the assignee’s manager as a co-assignee.
  • @mention in comments: Tag managers or senior members to flag the delay.
  • Set up automatic escalation: Pair the step with an expiring step dated from the process launch and due a day or two after the real step’s deadline. Then add an automation that fires when it expires. It can add the manager, change the deadline or reveal a hidden step. If the work gets done on time, those actions skip the finished step and nothing changes. An alert to another system, through a webhook, goes out every time the expiring step expires, even when the work was done on time.
  • Track patterns: Log recurring issues to find and fix underlying problems.

Other helpful strategies

Section titled “Other helpful strategies”
  • Recognize on-time completion: Thank team members who consistently finish tasks on time.
  • Track performance: Use Tallyfy reports to spot patterns and address issues early.
  • Simplify the view: Help people focus by creating custom views of their priority tasks.
  • Train your team: Make sure everyone knows how to use Tallyfy effectively.
  • Review processes regularly: Remove unnecessary tasks that slow things down.
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