Shared Tasks

[Bill Board]

I'm looking for a way to use Outlook's taks to assign a taks to a person and
then keep track of it's status. I know I can do this via the "Task Request"
as the person assigning the tasks, but I'm the only one that can see it.

Here's the rub. We have 3 managers that could assign a task to our support
staff. These managers need to be able to see who has what tasks assigned to
each support person. Using the "Task Request" they can only see what tasks
that support person has that they assinged. I know they can open each
person's task list but that's a pain to have to open and look at 10+
different support person's task list.

I was thinking if there was a way that each manager could 'cc' the other two
managers and the task would show in their task list. They could group these
tasks by who they were assinged to and each of the 3 managers could keep
track of the status of each task.

We have Exchange 2003, Outlook 2007 and we could get BCM if that would help.
Is there an Outlook plug-in that might help?

Thanks,
Bill

 

[Paul Robichaux [MVP-Exchange]]

I'm looking for a way to use Outlook's taks to assign a taks to a person and
then keep track of it's status. I know I can do this via the "Task Request"
as the person assigning the tasks, but I'm the only one that can see it.

Here's the rub. We have 3 managers that could assign a task to our support
staff. These managers need to be able to see who has what tasks assigned to
each support person. Using the "Task Request" they can only see what tasks
that support person has that they assinged. I know they can open each
person's task list but that's a pain to have to open and look at 10+
different support person's task list.

I was thinking if there was a way that each manager could 'cc' the other two
managers and the task would show in their task list. They could group these
tasks by who they were assinged to and each of the 3 managers could keep
track of the status of each task.

We have Exchange 2003, Outlook 2007 and we could get BCM if that would help.
Is there an Outlook plug-in that might help?

Interesting question. You have a couple of options:

- save the tasks into a shared mailbox so that all 3 managers can open
them. Sue Mosher explains how to do this at
<http://windowsitpro.com/microsoftexchangeoutlook/article/articleid/38859
/outlook-saving-tasks-in-a-shared-mailbox.html>

- use Outlook 2007's native functionality. See
<http://office.microsoft.com/en-us/outlook/HA012299031033.aspx?pid=CH1007
44081033>

- use SharePoint.

Cheers,
-Paul

 

[Bill Board]

Hi Paul -

I am aware of the option 2 you suggested where each of the support staff
shares their folder with each of the 3 managers, but the managers would have
to open each of the staff's taks to view what the have.

We'd looked at a shared task folder, but assign a task to someone from a
shared task folder.

I'll have to look into Option one, the shared mailbox.

I'm not sure how SharePoint works... what exactly would a SharePoint server
do with this specific type of task?

 

[Paul Robichaux [MVP-Exchange]]

Hi Paul -

I am aware of the option 2 you suggested where each of the support staff
shares their folder with each of the 3 managers, but the managers would have
to open each of the staff's taks to view what the have.

We'd looked at a shared task folder, but assign a task to someone from a
shared task folder.

I'll have to look into Option one, the shared mailbox.

I'm not sure how SharePoint works... what exactly would a SharePoint server
do with this specific type of task?

I think SharePoint's advantage is that it lets you store the task list
in a centralized place so that everyone can see (and update) the tasks.
It can also sync tasks assigned to individuals with their Outlook tasks,
with a few issues (see
<http://www.officesharepointpro.com/content/1877/Shared-Tasks-Lists-with-
SharePoint-and-Outlook-2007.aspx>).

Cheers,
-Paul