05/28/19 00:08 AM  

RingCentral App - Start and Manage Projects

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SummaryThe RingCentral App lets you set up a team, create tasks, manage the project and its team members, and view the task activities.

Start and Manage Projects

The RingCentral App is a communication platform that allows you to collaborate more efficiently with your co-workers. With built-in productivity tools, like task management, file sharing, and event scheduling, it is also great for managing projects. Because all of the tools that you need are in one place, tied together with a communication layer, you'll find that you can spend your time actually getting work done instead of managing the tools you use to manage your projects.

Click on links below to learn more.

Setting up a Team
Creating Tasks
Managing the Project
Task Activity
Project Completion 

Setting up a Team

The first step in setting up a project is to create a team. Teams can be used for a number of purposes on the RingCentral App, be it the Marketing department, ongoing discussion about iPhone development, or all of your ongoing projects.

You might be asking yourself, When should I set up a project? If you've got a team set up for the Marketing department, you could just start assigning tasks to people in that team and not set up a separate project team. That's a great solution for ad-hoc tasks that come up during the course of business for the Marketing team (e.g., action items from a meeting), but for larger, defined projects you'll probably want a separate team so that the conversation stays focused and all content (i.e., tasks, files, notes, events) related to the project can be found in one place.

Click on the Teams link on the left pane, then click the Create New Team button.

Create New Team button

Set up the new team settings and fill out the information needed. Click CREATE TEAM. See RingCentral App - Teams and Groups overview, to learn more about Teams.

Create Team

Enter a name for the project and then add the team members. You can also add members later by clicking on the gear menu in the heading of the team's conversation. Start typing the name of someone who's already on the RingCentral App and then select from the list, or enter an email address for someone who hasn't yet been added to the App. You can even work with people outside of your company, like clients, partners, and vendors. They are considered guests on the RingCentral App. See RingCentral App - Difference between Co-workers vs Guests to learn more about Guests.

How do I work with clients? Many companies that are on the RingCentral App are in the client-services business and have found the App to be a great way of communicating with their clients. For example, if you are a creative agency you could share mockups of some work in a RingCentral App team that includes the client, and they can annotate the images with their feedback.

Of course, there is probably a lot of internal communication that happens on a project that the client shouldn't be privy to. What most companies tend to do is set up separate teams. One internal project team, which is where the work gets done, and one external team that includes the client, which is where work is reviewed and discussions with the client take place. You can even "share" things, like a file, from one team to the other to save time. If you have multiple projects with one client, you can decide whether you need an external team for each project, or if just one per client is sufficient.

Do many of your projects use a similar set of tasks, or contain the same members? If so, you should consider duplicating a team in order to save time setting up your next project. You can bring over the team’s membership and/or tasks (with or without the current assignees). Copy another active project team, or set up a dummy team to serve as a project template that you can copy for each new project. Just click on the gear button at the top of the team’s conversation and select Duplicate Team….

Duplicate Team

Set up the duplicate team settings and fill out the information needed. Click CREATE TEAM.

Duplicate Team - Create Team

That's it. The hard part is done! No need to go recreate this group of people in a separate project management tool, in a separate chat service, in your calendar app each time you need to schedule an event, etc. You're ready to get to work.

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Creating Tasks

A project wouldn't be a project without some tasks and with the RingCentral App, you can post those right in the team's conversation stream.

New Task

Click on the more link at the bottom-right of the compose form to show the advanced task options, as you'll likely want to use some of them for managing your tasks.

Post Task

While most tasks will have a due date (and possibly a due time), if you want to get a better picture of a project's scope you can also specify start dates and the number of days will be calculated automatically. Conversely, if you change the number of days, the due date will update automatically.

Set up repeating tasks for tasks that occur every day, weekday, week, month or year.

Use the section field to organize your project. Sections could represent different areas of the project, different phases, or can even be used for prioritization. Other ways to prioritize tasks include due dates, the ordering of tasks within each section, or colors.

QUICK TIP:  If you use consistent section names across your projects, you can use them to give you interesting cross-project views of your tasks in the Tasks app. For example, you could filter to show All Tasks and group by Section to see all  Design, High Priority or Phase II tasks across all projects.

There are 3 different types of tasks, characterized by the fact that they are completed when...

• Checked - These are regular tasks, where checking the box marks it complete.

• Checked by All Assignees - All assignees must complete the task. For example, if you select this option for a task with three assignees, it will be shown as “2/3” complete after two of them have completed it.

Checked tasks

• 100% Done - Assignees can update these “percentage” tasks with a completion percentage throughout the duration of their work. This can be really useful if you’re setting up a project where you want to be able to measure the progress your team is making on their respective tasks.

Tasks - 100% done

QUICK TIP: If you are going to be entering a lot of tasks at once, check the After posting, create another task box to keep the form for entering tasks open after you submit each new task. If you are entering tasks that have a lot in common (i.e., same assignee, due date, etc.) you can also check the Keep values box and the values in all fields except the task name will be retained.

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Managing the Project

You've got your project team, created all of the tasks, and the team is off to the races. People are collaborating in the conversation stream, sharing files, scheduling meetings and even video chatting. Everything it takes to get the job done. And hopefully, they're also updating their tasks and even marking them complete.

The Tasks section on the right pane of the team's conversation shows all of the tasks that are still pending. Click on the gear menu that is displayed when you mouse over this heading to change the sort, or to also include completed tasks.

Tasks section

Select View all tasks... to jump to the Tasks app, pre-filtered to show this project's tasks, so that you can get a full-page view of the tasks and slice-and-dice as you see fit. Note that you can also just click on the TASKS heading.

Pending Tasks

In this fictitious Display Ad Project, sections were used to organize tasks into different phases of the project. Within each section, you can drag tasks to change the ordering, or even drag a task to a different section. Just place your mouse over the number in the Index column (at the left side of any row), and then click and hold.

Click on any New Task row and simply start typing to add a new task, and look for the pencil icon at the end of the row if you need to add additional information like a description, file, etc. Click on the row for an existing task to edit any of its information right in the task list. This will also bring up its Details view in the right pane, where you can take additional actions on the task (i.e., edit, delete, move, share, etc.) or add a reply. See RingCentral App - Tasks app overview to learn more.

Details View - Right Pane

Change the Status filter to show just completed tasks (or both pending and completed) to get a sense for how the project is progressing. If you're using percentage tasks, that will also give you a sense for the progress being made on pending tasks.

If you're managing multiple projects, you can easily change the Show filter to show just a specific project team, or select All Tasks to take a cross-project view of things. You can then group by due date, assignee or section for more insight into what is happening across your projects.

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Task Activity

The Tasks app is great for monitoring the progress of your projects, but there are certain events that you want to know about in real time. Any time the completion status of a task is updated, a message is automatically posted to the conversation stream. This applies to regular tasks…

Regular Tasks

...as well as percentage and all-assignee tasks.

Percentage and All Assignee Tasks

Percentage and All Assignee Tasks

Messages are also posted when the assignee for a task is changed.

Task Assignee changed

These automated messages give everyone in the given conversation visibility into when things are getting done.

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Project Completion

Hopefully, with the increased efficiency gained by collaborating on the RingCentral App, the project is completed in record time! Once all tasks are done, be sure to archive the project team instead of deleting it. That will keep it from cluttering up your list of active teams on the Teams page, but will keep all of the team's content accessible via search. And it's only just a click to restore an archived team.

Project Completion

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