Now that you know the 8 standard teams, it's time to add employees to teams. This is the core of this step: linking the right employees to the right teams. This way everyone only sees the tasks that belong to their role.
You also arrange backup here: what happens if someone is sick or on holiday? With the right team composition, tasks always stay visible and a colleague can take them over.
Step 1 - Adding team members
Now you'll actually link employees to teams. You do this as follows:
Go to HRM > Teams for tasks
Click the team you want to add someone to (e.g. Planning)
The team details appear in the right-hand screen
Click Add team member
All employees with a back-office skill (administration or planner) appear in the list
Drag the desired employee to the team, or click to add
Repeat for all employees who belong in this team
Do this for all 8 teams.
Note: Only employees with the Administration or Planner skill appear in the list. Movers and foremen (who only use the app) don't need to be added to back-office teams. They don't have access to the back office and don't see the task list.
Step 2 - Multiple people per team (backup!)
Make sure every team contains at least two people. This is crucial for the continuity of your business.
Why multiple people per team?
If Barbara is the only one on the Invoicing team and she gets sick, nobody sees the invoicing tasks. Invoices don't get sent, reminders don't go out, and your cash flow stalls.
By adding a second person to the team, there's always someone who can pick up the tasks.
How does it work with sickness?
Scenario 1: A colleague is sick
Everyone in the same team sees the same tasks. If Barbara is sick, Sandra (who is also on the Invoicing team) automatically sees all outstanding tasks. She can pick them up straight away.
Scenario 2: A colleague is on holiday
You have two options:
Option A: The other team members pick up the tasks. Because they're in the same team, they automatically see everything.
Option B: Temporarily assign tasks to a specific colleague. You do this via the home screen by filtering on the absent colleague's tasks. On the home screen you can always switch team or employee so you can take this over.
Scenario 3: Busy period
If there are a lot of open tasks, they're divided across all team members. Everyone in the team sees the outstanding tasks and can pick them up. This prevents one person becoming overloaded while a colleague has nothing to do.
Step 3 - Delegating or taking over tasks
In daily practice it happens that you need to take over tasks from a colleague. Bas offers a simple way to do this.
Viewing a colleague's tasks
Go to the home screen
Use the filter: "Show tasks of [colleague]"
You now see all outstanding tasks of that colleague
Take over the tasks you want to handle
Temporarily assigning tasks
If a colleague is away for a longer period (holiday, sickness), you can: - Temporarily remove the colleague from a team and add a replacement - Or take over the tasks via the home screen without changing the team composition
Tip: For longer absences, discuss beforehand who takes over which tasks. A short 5-minute handover prevents tasks from being left undone.
Example: a complete team overview
Below is an example of a fully filled-in team overview:
Team | Team members | Number of tasks (active) |
General | Robert, Mark | 3 |
Sales | Petra, Robert | 4 |
Planning | Mark, Dennis | 5 |
Invoicing | Barbara, Sandra | 6 |
Warranty certificates | Petra, Barbara | 3 |
Accounting integration | Barbara | 2 |
Damage | Sandra, Robert | 4 |
HRM | Sandra, Barbara | 3 |
Note: Barbara is in four teams. That's not a problem. She sees all the tasks of those four teams in her task list. Because the tasks are clearly labelled, she knows exactly what belongs to which area of work.
Tips
Ensure at least two people per team. Without backup for sickness or holidays, tasks are left undone. That costs you money and customer satisfaction.
Write out a role division on paper. Write down per employee: who does what? That makes assigning to teams much easier and prevents discussions afterwards.
Test the follow-up. After setting this up, create a test file and check whether the right tasks appear for the right people. This way you know for sure the teams are set up correctly.
Adjust based on feedback. Start with an initial division and ask your team after a week: are you seeing the right tasks? Adjust where needed.
Note
No backup per team is a risk. If the only person in a team gets sick, nobody sees the tasks. Always add at least two people per team.
Not all tasks to one person. If an employee is in all 8 teams, they no longer have focus. Divide the responsibility across multiple people.
Forgetting to add backup people. This is the most common mistake: teams with only one person. Always add a second person, even if that person only does it occasionally.
Want to know more?
Entering teams (for tasks) - Creating and putting together teams
Setting up tasks on the home screen - Organising and filtering tasks on the home screen
Everything about tasks - Complete overview of the task system
Next step: Understanding tasks - see which standard tasks Bas has and which ones you need.