Free Task Tracker And List Template

With digitized project management on the rise, it is natural to migrate important information to computers and online databases. Effectively keeping track of this information is just as important. Having a well-organized task-tracking system in place streamlines workflows and lets teams juggle multiple projects simultaneously. A task tracker template, therefore, is an indispensable tool to have when starting your project management process. In this blog, we'll explore the benefits of using a task-tracking list and the essential components to include. Additionally, we'll provide you with a free task template to give you a head start on your project management process. 

What Is A Task Tracker Template?

Task Tracker Template Components

A task tracker or task list template is a standardized format for recording, organizing, and monitoring all undertaken tasks. Their complexity can vary from simple to-do lists to detailed tracking systems. These templates can be designed using Excel or task management software that provides pre-made task-tracking spreadsheets. Using a task tracker Excel template prevents tasks from being overlooked and helps deliver them on time. Examples of other software that offer task tracker templates include Jira software, ProjectManager, and Smartsheet software. 

Why Do You Need A List To Track Tasks?

Organizing data is only one benefit of task-tracking lists. They have multiple functions and are critical components for productivity and accountability. Making a task tracking spreadsheet allows a comprehensive overview of all ongoing, completed, or yet-to-start tasks. 

The following benefits are why you need a list to track tasks:

  • Enhances Visibility – A well-made list enhances the visibility of all tasks pending and allows for more data-driven decision-making
  • Increases Accountability – A task tracking list keeps all project team members aware of their duties and allows the assignment of tasks and responsibilities. This visibility of workload promotes accountability
  • Monitors Progress – Tasks are accompanied by their real-time status to give updates on the project's progress. This feature helps keep objectives on track and ensure they are met in a timely manner
  • Optimizes Resource Allocation – Allocating resources becomes easier when documentation exists as to where it is being used. Task trackers assist in this allocation and prevent bottlenecks from hindering the project process

Task Tracker Template Components

Your task tracker should ideally reflect your project management approach and workflow schedule. Depending on that structure, a task list can be categorized by the tasks themselves or by the days of the week. Regardless of the organization of information, an effective task-tracking spreadsheet is one that contains the following components: 

Use this column to clearly state the name or title of each task. It should be concise and indicate the main objective of the task without going into detail. Ensure that the names are specific and easy to identify. Instead of just titling a task as ‘Report’, use determining features in the name like ‘Q1 Financial Report.’

Use this column to provide a detailed explanation of your task, where you outline its scope, outcomes, and special instructions. Ideally, your description should include any pertinent information that would make it easier for the person responsible to understand the task. For instance, for a financial report, one may add, "Compile financial data for the first sales quarter (from January to March) and prepare a report that includes detailed analysis and insights."

This column highlights the individuals responsible for completing the task at hand. Adding it to your task tracker list helps increase visibility and ensures accountability. In the case of multiple people working on the same thing, list all their names and assign a team lead for clarity.

Make separate columns to indicate when a task is scheduled to begin and when it is expected to be completed. The former is critical for the planning and proper task initiation, whereas the latter helps maintain the project timeline and ensures everything is completed within the given timeframe. Due dates should be realistic, and task dependencies should be considered when setting them.

Create a column that categorizes all tasks based on their urgency and importance in the project process. Priorities are typically categorized into three levels: 'High,' 'Medium,' and 'Low.' Having a priority column helps members focus on critical activities more and divide their time and efforts accordingly. High priority tasks ideally should be catered to first while low priority tasks can be scheduled for later in the sprint.

Assigning a 'Status' column helps teams track the current state of every task. This column also has different categories depending on your workflow type but is usually labeled as 'Yet to Start', 'In Progress', or 'Completed.' It is important that this column is regularly updated to have real-time tracking set in place. Statuses also help members or project managers know what might be hindering the process and what task requires more resources.

The ‘Comments’ column is for any additional information or updates regarding the task. This section can include notes on the progress, feedback, potential challenges, or any changes in the task’s scope.

The template can be customized to further cater to your specific needs. This base structure provides a clear and organized method of tracking and managing tasks. The tasks can be further divided with respect to the days of the week.

How To Create A Task Tracker In Excel?

Excel is a straightforward but highly customizable tool that can be used to make a task tracker tailored to your specific needs. 

The following is how you can develop your own task tracker template in Excel:

  1. Open Excel Sheet – Open a new workbook in Excel
  2. Create Headers – Create separate columns for all relevant information such as task name, its description, assignments, start and due dates, status, priority etc.
  3. Input Data – Enter the details under all headers
  4. Formatting – Excel allows conditional formatting for easy sorting and custom task views based on criteria such as due date or status
  5. Monitor Progress – Update the status column in real-time to reflect project progress and the status of each task

Your template in Excel can be saved as a reusable task template for all future projects. It can also be shared with all team members to maintain a consistent approach to task management and keep everyone up to date. 

Signing Off

sigining off

A task tracker template is a great addition to your project management artillery and helps keep productivity high. Maintaining order within a workflow becomes easier and managing complex projects with multiple functions becomes an efficient job. Implementing such a tool in your daily operations will yield tangible results in your project execution.