Quick Start - Schedule Tasks

The Approaches

There is no the best way to input and structure tasks suitably for all the users. Following the two approaches, are typical for use and are natural.

If you are very familiar with the project (for example, you have long experience of managing similar projects), the first approach may be suitable

We recommend to follow the second approach, as usually, it is more efficient and with less re-work

1. Prepare Task List

First, we need to know what tasks the project has to do. Input while thinking is a common way of working at the beginning of the project, however, based on the consideration of input efficiency while reducing modification, we prefer to recommend having a task list ready before input

In general, for small projects, it may be sufficient to have a task list in mind; for large projects or complex projects, it is better to use a tool to list tasks

Mindmap is the suitable tool for us to think what to do and to prepare the list. We can use it to prepare the task names in a tree structure, QuickPlan supports to open Mindmap file (in OPML format) to create a new project.

Of course, preparing the task list in an excel file, or in a plain text file, and even on a paper is also the way which is helpful

2. Organize tasks in a Tree

Input the tasks continuously, then change the task outline level to construct the tree structure, if needed, we can move the task up / down to adjust task sequence.

2.1 Construct Task Tree - Input the task names continuously

There is an option to control the default date of the new tasks - to specify if to keep the date of the new task be same as the previous task, or the start of the new task will be same as the finish of the previous task

2.2 Construct Task Tree - Change task outline level

On the iOS devices, QuickPlan supports to change task outline level by "swift left/right" gestures, which are more intuitive and efficient. For this step (to adjust the outline level of all the project tasks), for some projects, our practice is to sync the project with iPad (or transfer to iPad), and complete this step on the iPad

2.3 Construct Task Tree - Adjust Task Sequence

We may need to adjust the task sequence in a task group or across multiple task groups

3. Link Tasks if needed

Click the “task link” button on the toolbar, then to follow the tips (which moves with the mouse) to link tasks

4. Adjust Task Date and Duration

QuickPlan for macOS provides various methods to change the task date and duration – please select the most efficient and suitable way for the situation. Familiarizing ourselves with these methods in advance will be of great help in improving our work efficiency

For example, how many methods to change the task start date? Below please check the methods

Then another question for you - using QuickPlan how many methods we can use to change the task duration?

By changing task finish date

  • Edit the “finish date” cell in outline panel
  • Mouse move at end of the selected taskbar on Gantt Chart panel
  • Edit the finish date in updating panel
  • Copy / Paste from other "finish date" cell in Outline Panel

By changing task duration

  • Edit the “duration” and “days” cells in the Outline panel
  • Or update task duration and task working days in Updating panel
  • Copy / Paste from other "duration" or "days" cell in Outline Panel
  • ⌘ 1…9 (“Command” + “1 ~ 9”) to change task duration to 1 ~ 9 days
  • ⌘⌥ 1…9 (“Command + “Alt” + “1 ~ 9”) to change task working days to 1 ~ 9 days
  • Edit on Touch Bar

QuickPlan does the best to provide as many methods of operation as possible, some of them are effecitive, someo of them are intuitive. There is no the best method for all the case, it's up to our experience and how familiar we are with using the operations.

To work efficiently, one fundamental principle is to "avoid keyboard inputting". We recommnd the high efficient input by "using mouse click or keyboard shortcut". QuickPlan provides the additional options to use selecting (simple one click) to replace keyboard input, even in the number input window. For example in duration input window, there are some buttons for us to change the duration quickly.

Skills for being productive
5. Then to focus on other aspects

Then switch to other aspects, such as resoruce, work, cost, using similar skills for the aspect of task date and duration. We suggest to take enough practices if need to be more efficient

Next topic: Team Sharing

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