You’ll learn the following in this article:
1. Discover how subtasks can streamline your workflows
2. How to create subtasks in Runrun.it
3. Subtasks and checklists: when to use one or the other
4. Viewing subtasks on your Board
4.1 Filters
4.2 Me> My tasks
5. Reports
5.1 Cost reports
5.2 Reports that differentiate between subtasks and tasks
5.3 Reports that do not differentiate between subtasks and tasks
6. Dashboard
6.1 Dashboard metrics that differentiate between subtasks and tasks
6.2 Dashboard metrics that do not differentiate between subtasks and tasks
7. Differentiating between subtasks and tasks in tasks, projects and statistics screens7.1 Company > Task
7.2 Projects > Tasks
1. Discover how subtasks can streamline your workflows
Subtasks are a powerful resource for splitting tasks into specific parts, delegating assignments individually without causing confusion and losing the connection to the main task.
For example, if there’s no workflow for your team in the planning and production function for Instagram, this will be your “parent task”, which in practice guides how you implement subtasks and grouping. The next step would be to create subtasks, establishing who gets 1) agenda planning; 2) textual production; 3) graphic arts, and 4) publication management.
Besides making it easier to visualize a task’s overall complexity, this subdivision will help you generate reports about the time and costs that each specific step generates no overall workflow. Find out more about this topic in topic 5 of this article.
2. How to create subtasks in Runrun.it
To create a subtask, access the task that will be the parent task, i.e. the main one. Then, click on the Subtasks tab.
As shown in the image below, when you click on the Subtasks tab, a field will appear where you can create up to 40 subtasks!
To do so, simply assign a name and press the enter key. At this point, you don’t need to enter any data into the subtask other than a title, but as you can see from the icons below, you can: 1) allocate users; 2) set desired start or delivery dates; 3) click play or pause and 4) deliver part of the task. This process follows the same steps as the “normal” tasks you’ve seen before.
You can also sort subtasks: just click on the icon in the right corner of the subtask and drag it to the desired position. This command, however, does not change the task priorities. It just reorders them within the main task.
You can view the details of the subtask taskshow by clicking on the three dots on the right-hand corner of the subtask. This command will also give you the options to clone, delete or deliver the task.
As you can see in the image below, the subtask’s taskshow view is the same as the one you’ve seen before. You can assign subtasks, attachments, descriptions, checklists, and other information to execute the subtask.
3. Subtasks and checklists: when to use one or the other
When deciding when to use a subtask or a checklist, it is important to understand that subtasks fulfil the function of creating a clearly definable workflow within a “mother task.” This allows users to pursue goals that are subordinated to the larger task without creating confusion.
A checklist is a step-by-step, chronological list of the necessary steps to execute a specific activity. For example: when you have a task that requires the planning and production of posts for social networks, the person responsible for planning the relevant topics may have a workflow that includes deciding which issues are Trend Topics, evaluating the posts that generated greater engagement in the previous period and other duties that fall under the overarching goal: topic development. In this sense, the checklist provides an increased level of objectivity to the task, preventing anything from slipping through the cracks.
4. Viewing sub-tasks on Boards
Regardless of your chosen viewing mode for following tasks, the activity layout denotes itself signals subtasks by way of a downward-pointing arrow icon, as highlighted in the image below.
The main task is displayed at the top of each subtask to help keep you organized.
Besides these, Runrun.it has other features that have been expressly designed to improve subtask management. Keep on reading to learn more.
4.1 Filters
To make task management more objective, Runrun.it has a filter feature for subtasks, available on the right side of the screen. Using it, you can select whether you want to:
Hide all – all subtasks will be hidden, meaning the Board will only display the main tasks;
Show all - All subtasks and main tasks will be displayed, in card format, on your Board;
Display subtasks only - This will hide the main tasks, displaying just subtasks.
4.2 Me > My tasks
You can view all the tasks you are allocated to and the sub-tasks on your personal screen (Me). Once again, the same downwards-pointing arrow icon lets you know which is which.
4.3 Sum of time worked in subtasks
To facilitate its management, it is possible to see the total effort in hours invested of all those allocated in the subtasks tab of each main task, making it easier to understand what has already been performed. This information is available above the subtasks on the right.
5. Reports
See how you view the subtasks in reports generated by Runrun.it.
5.1. Cost report
The subtasks will be displayed in the report, indicated by a downward-pointing arrow icon.
5.2 Reports that differentiate between subtasks and tasks
When generating reports that include subtasks, the system separates the data into two columns: the main task ID and the main task title. This is the case of the General Status Report, Timesheet by client and Time by stage.
5.3 Reports that do not differentiate between subtasks and tasks
Some reports do not distinguish between subtasks and tasks since the task templates do not impact the data in the file. These reports include: Gantt (example below), Budgeted and Effective, Hours per Project, Effort per task type, Allocation of personnel, Available hours and Logged hours.
6. Dashboards
Take a look at how you can view subtasks within your Runrun.it dashboard.
6.1 Dashboard metrics that differentiate subtasks and tasks
The task metric is the only one that asks you to select between tasks, subtasks or both to generate the data.
6.2 Dashboard metrics that do not differentiate between subtasks and tasks
The remaining metrics do not distinguish between subtasks and tasks, since the data is not impacted by the task model. These metrics include: Project metrics, Quick project list, List of hours logged by users, Graph of hours logged by client, Graph of hours logged by project, and Graph of hours logged by task type.
7. Differentiating between subtasks and tasks in tasks, projects and statistics screens
With the subtask feature, Runrun.it’s tasks and projects screens have gained two new columns: Main Task ID and Main Task Name. Again, subtasks are also clearly denoted with the downwards-pointing arrow icon for easier identification. As with any column, they can be hidden. Lastly, you can see the interplay between the various tasks and subtasks under Statistics.
7.1 Company> Tasks
7.2 Project screen> Tasks
Any doubts? Please email us at help@runrun.it, or send us a message via chat.