Projects & Tasks¶

Managing projects and tasks is a core part of your program participation on Gohorto. This guide will help you understand how to work with projects and tasks assigned to your startup.

Understanding Projects and Tasks¶

Projects¶

Projects are structured initiatives within your program, organized according to the PMO (Project Management Office) framework. Projects typically include:

Program Structure: Organized by program → project → outcome → activity → sub-activity
Multiple Projects: You may have multiple projects assigned simultaneously
Project Goals: Each project has specific objectives and deliverables
Timeline: Projects have start and end dates
Resources: Projects may have allocated resources

Tasks¶

Tasks are actionable items that contribute to completing project activities and sub-activities:

Assigned Tasks: Tasks assigned to you by administrators or mentors
Task Details: Description, due date, priority, and requirements
Task Status: Track progress through different statuses
Deliverables: Tasks may require specific deliverables

Viewing Your Projects¶

Project List¶

Access Projects
Click "Projects" in main menu
Or access from dashboard
View Project List
See all assigned projects
View project status and progress
See project timelines

Project Details¶

Click on a project to view details:

Project Overview: - Project name and description - Project goals and objectives - Current status - Timeline (start and end dates)

Project Structure: - Outcomes: What the project aims to achieve - Activities: Major work streams - Sub-activities: Detailed work items - Tasks: Individual tasks within the project

Project Progress: - Overall completion percentage - Milestone status - Task completion summary - Timeline progress

Managing Tasks¶

Viewing Tasks¶

Task List View: - See all assigned tasks - Filter by status, project, or assigner - Sort by due date, priority, or name - Search for specific tasks

Task Details: - Task name and description - Assigned to (you or team member) - Due date and priority - Related project and activity - Status and progress - Comments and notes - Attached files

Task Statuses¶

Tasks typically have these statuses:

To Do: Task not yet started
In Progress: Task currently being worked on
Completed: Task finished
On Hold: Task temporarily paused
Cancelled: Task cancelled (rare)

Updating Task Status¶

Open Task
Click on task to view details
Update Status
Click status dropdown
Select new status
Add comments if needed
Save Changes
Click "Save" or "Update"
Status is updated immediately

Completing Tasks¶

Work on Task
Review task requirements
Complete the work
Prepare deliverables if needed
Update to In Progress
Change status to "In Progress" when you start
Add progress notes
Mark as Complete
Change status to "Completed"
Upload deliverables if required
Add completion notes
Submit for review (if applicable)

Task Details and Requirements¶

Understanding Task Requirements¶

Task Description: - What needs to be done - Expected outcomes - Specific requirements

Deliverables: - What needs to be submitted - Format requirements - Submission guidelines

Resources: - Links to helpful resources - Templates or examples - Reference materials

Adding Comments and Notes¶

Task Comments: - Add comments to provide updates - Ask questions - Share progress - Communicate with assigner

Notes: - Private notes for your reference - Reminders or ideas - Research notes

Attaching Files¶

Upload Deliverables: - Upload completed work - Attach supporting documents - Include evidence or proof

File Requirements: - Check file format requirements - Verify file size limits - Name files clearly

Task Priorities¶

Priority Levels¶

Tasks may have different priority levels:

High: Urgent and important
Medium: Important but not urgent
Low: Can be done later

Managing Priorities¶

Review Priorities
Check priority levels of all tasks
Focus on high-priority tasks first
Plan Your Work
Organize tasks by priority and due date
Allocate time accordingly
Communicate
If priorities conflict, communicate with assigner
Request clarification if needed

Task Deadlines¶

Managing Deadlines¶

View Upcoming Deadlines: - Check dashboard for tasks due soon - Review task list sorted by due date - Set up deadline reminders

Meeting Deadlines: - Start early to avoid last-minute rush - Break large tasks into smaller steps - Update status regularly - Request extensions if needed (with justification)

Overdue Tasks¶

If Task is Overdue: - Update status and add explanation - Communicate with assigner - Provide revised timeline - Complete as soon as possible

Project Milestones¶

Understanding Milestones¶

Milestones are significant checkpoints in your project:

Project Milestones: Major project achievements
Phase Milestones: End of project phases
Deliverable Milestones: Completion of major deliverables

Tracking Milestones¶

View Milestones
See all project milestones
Check milestone status
View milestone deadlines
Complete Milestones
Complete required tasks
Submit deliverables
Mark milestone as complete

Collaboration on Tasks¶

Team Tasks¶

If tasks are assigned to your team:

Assign to Team Members: Distribute work among team
Track Team Progress: Monitor team task completion
Coordinate Work: Ensure smooth collaboration

Communicating About Tasks¶

With Assigners: - Ask questions about requirements - Request clarifications - Provide progress updates - Report issues or blockers

With Team: - Coordinate on shared tasks - Share updates and progress - Collaborate on deliverables

Task Templates and Recurring Tasks¶

Task Templates¶

Some programs use task templates:

Standard Tasks: Common tasks for all startups
Custom Tasks: Program-specific tasks
Best Practices: Tasks based on best practices

Recurring Tasks¶

Some tasks may repeat:

Weekly Tasks: Tasks that repeat weekly
Monthly Tasks: Monthly recurring tasks
Program Phases: Tasks that repeat in each phase

Best Practices for Task Management¶

Review Regularly: Check your task list daily
Prioritize: Focus on high-priority tasks first
Break Down: Break large tasks into smaller steps
Update Status: Keep task statuses current
Communicate: Communicate progress and issues
Meet Deadlines: Complete tasks on time
Document: Add notes and comments for context
Learn: Use task completion to learn and improve

Task Analytics¶

Viewing Task Statistics¶

Completion Rate: - Percentage of tasks completed - On-time completion rate - Average time to complete

Task Distribution: - Tasks by status - Tasks by priority - Tasks by project

Trends: - Task completion trends over time - Improvement patterns - Areas needing attention

Troubleshooting Task Issues¶

Common Issues¶

Issue: "Cannot see assigned tasks" - Solution: Verify you're in an active program. Check task filters. Contact program admin.

Issue: "Cannot update task status" - Solution: Verify you have permission to update. Check if task is locked. Refresh page.

Issue: "Cannot upload deliverables" - Solution: Check file size and format. Verify upload permissions. Try different browser.

Issue: "Task deadline incorrect" - Solution: Contact task assigner to clarify or correct deadline.