Understanding when to use Tasks versus Projects helps you organize work effectively.
Tasks
Tasks are individual action items:
- Simple, single-step work items
- Can be assigned to one person
- Have a due date and status
- Part of the team task management system
Examples: Call a donor, send a report, update a document
Projects
Projects are larger bodies of work:
- Complex work with multiple steps
- May involve multiple team members
- Have their own workspace with tasks, files, discussions
- Support time tracking and billing
- Track progress percentage
Examples: Website redesign, annual event planning, grant implementation
When to Use Each
- Use a Task when: The work is straightforward and can be done by one person in a short time
- Use a Project when: The work is complex, involves multiple people, or spans weeks or months
Converting Between Them
A project can be converted to a task if it turns out simpler than expected. Tasks can be associated with projects as sub-items.