Table of Contents
Client Overview
Usha Fire, one of India’s leading fire extinguisher companies, faced a unique challenge. With a large and distributed team, they struggled to find a task management tool that seamlessly integrated with their existing workflows. Despite trying popular platforms like Slack, ClickUp, and Asana, none of these solutions were ideal. Their team was more comfortable with emails and found external tools cumbersome and challenging to adapt to. They needed a solution that could keep their existing workflow intact while providing visibility into tasks for both management and the team. That’s when they reached out to Pixel Studios.
Challenges
Usha Fire was looking for a task management tool that could:
- Work seamlessly with emails, ensuring team members didn’t have to switch platforms.
- Offer comprehensive visibility for managers and team members to track tasks.
- Enable efficient task assignment, tracking, and completion without disrupting their existing workflows.
Despite experimenting with various third-party tools, the lack of integration with their preferred communication channels (emails) was a persistent problem. They needed a custom solution that would cater to their specific needs, keep everyone aligned, and ensure smooth task management.
Solution: Task Master - A Custom Web App by Pixel Studios
To address Usha Fire’s requirements, we developed a custom web app named “Task Master.” The app was designed to integrate seamlessly with email while providing a structured, transparent, and efficient task management system. Here’s how it worked:
Key Features of Task Master:
1. Seamless Login Experience:
To ensure a smooth and secure onboarding, we designed a login system that was easy for employees to use, leveraging unique mobile numbers. This eliminated confusion and ensured that every user could access the platform without hassle, while still maintaining high security standards. The result was a straightforward, seamless login process that was well received by Usha Fire’s team.
- Employees onboarded via the backend dashboard receive login credentials through email.
- Unique mobile numbers are used for secure logins, with options for password resets via OTPs.
- The app provides a simple process to reset forgotten passwords, ensuring uninterrupted access.
- Employees receive an OTP via email to reset passwords, ensuring security at every step.
2. Task Management and Notification Integration:
The core of any task management tool is how it handles tasks. We created a user-friendly interface that integrates email notifications for all updates, keeping everyone informed without needing to constantly check the platform. This allowed Usha Fire’s team to manage tasks efficiently and with clarity, ensuring no task fell through the cracks.
- "My Tasks": Employees could easily view assigned tasks, with clear details on priority, due dates, task IDs, and creation details.
- Email Notifications: Automatic alerts for new tasks, overdue reminders, and comments were sent directly to employees’ inboxes.
- Task Updates: All task-specific updates were integrated with the email, ensuring seamless communication and minimizing the need for external tools.
- Comment Integration: The app allowed for clear task-specific discussions, with options for private comments when needed.
3. Enhanced Task Assignment with Full Control:
We understood that task assignment should be flexible and comprehensive. With the “Assigned Tasks” feature, managers had complete control over task creation, assignment, and follow-up. This ensured that tasks were tracked and monitored effectively from start to finish, providing accountability at every step.
- Task Assignment: Managers could easily assign tasks, both normal and recurring, with options to set priority levels.
- Approval System: Integrated approvals allowed for performance evaluation, with star ratings required for task completions.
- Task Creation & Recurrence: Managers could set up recurring tasks for routine duties, streamlining ongoing project management.
- Task Edit & Comments: Tasks could be edited, and detailed comments added, providing complete control over task management.
4. Comprehensive Tracking & Archiving:
Tracking tasks and retrieving past records are essential for effective task management. The “Archive” feature ensured that completed tasks were easy to access for reference, enabling managers to track progress and performance over time.
- Archive: Closed and completed tasks were stored in a dedicated tab, easily accessible for future reference.
- Due Date & Overdue Tracking: Each task displayed due dates and overdue status, making deadline management straightforward.
- Notification System: Automatic reminders for due dates and overdue tasks ensured that no task was overlooked.
5. Streamlined Communication with Email Notifications:
We integrated email notifications into every aspect of the task management process. This ensured that employees didn’t need to switch between platforms, keeping everything simple and familiar. Every task, comment, and status update was communicated directly through email, helping the team stay aligned.
- Task Updates via Email: Notifications for new tasks, comments, and completion requests kept everyone informed and reduced the need for manual follow-ups.
- Private Messaging Options: Sensitive discussions could be handled privately, maintaining confidentiality where required.
- Centralized Communication: All communication was unified within the platform, with clear email trails for accountability.
Execution & Results
Ease of Task Management:
The intuitive design and seamless email integration allowed the Usha Fire team to manage tasks efficiently. Employees and managers could track tasks, deadlines, and communication, all in one place without any additional effort.
Increased Team Productivity:
With automated email notifications, employees could stay updated on their tasks without logging into external platforms. Managers had clear visibility over the progress of each task, improving overall productivity and accountability.
Enhanced Collaboration & Communication:
The built-in communication features within tasks ensured clear discussions, while the ability to add private comments maintained confidentiality.
Timely Project Delivery:
With clear tracking, automated reminders, and organized task management, projects were completed on schedule, reducing delays and confusion.
User Adoption & Positive Feedback:
The app’s design was intuitive, making it easy for employees to adopt. Positive feedback from Usha Fire highlighted how Task Master helped them align their workflow, integrate seamlessly with their preferred communication channels, and eliminate the need for external tools.
Conclusion
Pixel Studios delivered a solution that not only catered to Usha Fire’s specific needs but also improved their team’s efficiency and collaboration. The integration of email with a structured task management system allowed employees to work within their comfort zones while providing management the transparency they needed.
Task Master has become the go-to solution for Usha Fire, streamlining their processes and enhancing productivity across departments. If your team faces similar challenges and needs a custom solution that aligns with your workflow, reach out to Pixel Studios. Let’s build a solution that works for you.
Contact us to explore how we can make task management seamless for your organization!
