Beedo Map of Objects
BeeDo (or personal) space is a space where all the information you create is stored. You can have an unlimited number of spaces.
- If you are a natural entity, you will have a personal space for task planning. The information in this space will be available only to you, unless you indicate otherwise.
- If you are a legal entity, you will have a common zone for all your employees. In such a case, every entry (task) will be available to all persons assigned to that space.
To start working with Bedoo, create one or several activities in your personal space. Activity defines the common area of tasks (e.g. growing tomatoes, car service works). Once you have created an activity, you can grant the following rights to any other Beedo member:
- see the activity – the person can see and edit the main information, but does not have the right to manage activity members;
- manage members – the person, same as you, is a full activity administrator.
Read more in Chapter Space and Activities
Project is finite amount of work to be done. It is practical to make scope of the project: "what will you deliver to customer". Project should be measured by expected delivery (result, quality), deadline, estimated time budget. Project is not a project, when it continues without an end (e.g. "morning emails"). However, using projects, Beedo lets You classify all Your tasks and work history. So we keep procedures within the corresponding projects.
We recommend to create a project:
- to separate different activities;
- to clearly group tasks in a tree and find them easily;
- if you plan a big work (project) the performance of which requires creating many new tasks;
- if you plan temporary works with a final result (e.g. to organise a Christmas party).
Projects will help you and your colleagues not to get lost in the sea of tasks.
For more see Chapter Projects.
Tasks is a clear described piece of work to be done. If you think that a certain task requires some time, you should create a new task. Rational length of task should start from 15 minutes (less is checklist item) and not exceed 8 hours (something finished to deliver during a working day). Tasks should be as detailed as possible so that you could estimate the duration and foresee all the necessary steps to deliver result. Detail pays off always when You have to delegate it. Also one task can be group of tasks and consist of several smaller tasks. Usually it is convenient to track task groups of small amounts of tasks than big lists of tasks.
The Beedo system divides tasks into:
- simple tasks, works
For more about tasks and how to create them, see Chapter Tasks.
Procedure is a repetitive task which is being performed on a constant basis or once in a certain period. When creating a task, choose a procedure, if:
- the task is being performed on a constant basis, every day (e.g. checking e-mail, morning meetings).
- the task is repeating every week, month or year (e.g. drafting a quarterly report, developing monthly plans).
By type, procedures are divided into:
- weekly procedures – procedures recurring every week. You must indicate the exact day of the week;
- monthly procedures – procedures recurring every month. You can indicate the exact day of the month or week (e.g. on the third Monday of the month);
- annual procedures – tasks to be performed once a year (e.g. to buy a birthday present for the CEO).
For more see Chapter Procedures.
Meeting is a task for teamwork. By choosing type "Meeting" you can create tasks:
- for presentations or discussions;
- for other corporative work.
When creating a meeting you should specify meeting moderator and participants. Each of them will receive a task and they will not be included in the moderator task's cc list. The meeting moderator writes a resume and verifies if all the members have closed their meeting tasks. If moderator changes task date or starting time he has to choose if he wants to change data for all participants too.
Learn to create Meeting Task.
Call is a task that can be a call or an email - just titled in one name. Single Call task can be created as usual task. Also, it is possible to generate many call tasks at once from the Contacts List. Calls are very useful for tracking sales if Sales module is activated in your BeeDo Space. Learn to create Calls.
Day Plan is a daily task for user to plan a day. This type of task can be created manually or automatically, depends on you BeeDo settings. To have this type of tasks there should be "Goals" module activated for a Space. More about Day Plans read in Chapter Tasks.
Function is a template project. Is cases when project has standard phases, standard tasks to perform it is convenient to do a template and use it. So create a template function and do functions using templates. Templates increase quality (checklist of tasks not to forget to do) and reduces time for creating of such project from 0.
For more about functions, see Chapter Functions.
Event is a function type. Event is set of tasks. This is a function for events organizing and managing. To create new event you need to choose task type "Event" and complete four simple forms. Most tasks will be created automatically depending after your selections.
More info about Event type project can be found on Chapter Events
Projects Tree is a list of tasks you create. All tasks in the tree can be arranged by date, title, number, status and priority in the increasing or decreasing order. If you have over 100 entries in the tree, its copying or moving to a different location will be limited. The maximum number of entries in one tree branch is 300.
For more about tree and its functions, see Chapter Projects.
Projects Calendar is an expandable tab where you can put all your tasks and arrange them by days. It is very convenient when planning procedures.
To unfold this calendar, open tab “Project” and click grey arrow on the right side of the window.
Plans are daily agreements (targets) between employee and manager what employee should do. Plans are submitted when tasks for the whole working day are created and scheduled in the "Tasks". When submitting your plans, you should indicate up to 3 most important priorities of the day.
One of the key functions of the plans module is the ability to monitor Your work efficiency. A plans table contains targets of the day, the estimated and actual duration of the work, what % of work is done. On the top of the table you can see sum of the week.
For more see Chapters Plans or Plans. For managers.
Timesheet shows chronologically use of working time. By default, the history report of the current day is shown. The report contains tasks which have been completed and tasks on which you have worked that day. The table clearly shows how much time you have allocated to a certain task and how long it actually took you to perform that task.
To find a working time history report, click tab “Timesheet”. For more see Chapter Timesheet.
Calendar is a schedule. Calendar is very convenient when you want to see your own or your colleague's busyness. Also here you can replan your tasks or to see quickly if and when you do have meetings, urgent tasks or vacation. For more see Chapter Calendar
Contact list is very useful when you have to save or to find contact information. Here you can to create new contacts, edit, update and group them. To create a new contact go to "Contact groups", click "New contact", fill the table and save. Finding a contact is really simple too - just enter person's or company's name to the search field and click "Search" button. More in Chapter Contacts
Buffer is a percentage share of the time planned for a certain task, allocated to solving unexpected problems. You can set buffers of any size you want to every task of the function. Buffers allow you to plan time for unexpected works in advance.
For more about buffers, see Chapter Functions.