One of the first questions that may come to mind the first time you start using TimeTrap and plan your first time slot is: what is the difference between Task and Planning?
We explain it in this article!
Scheduling is the slot of time that you decide to "block" in your day that will be allocated to specific activities (tasks) related to one macro area of your daily work.
It could be called 'meetings', 'sales' or 'project xy' or 'personal activities'.
The idea behind scheduling (which is the same as time-blocking) is that nothing outside specific tasks related to that topic should be put into the slot.
Let me give you a step-by-step example of how to use them:
once you click in the Planning section on the day and time you want to plan your time this is what appears...
as a second step click on Planning at the top
now decide on which project or which work/personal area you would like to concentrate that time you have blocked and enter it as Title
now choose the relevant project, the category, check that the day and the hours are correct and finally choose if you want it to be a schedule that repeats every few days or even every day
click on Confirm and you are done
Below you will see how everything appears in your Planning section 👇🏼.
Here, in your time slot dedicated to 'sales' activities you will only insert tasks that concern that precise part of your daily work.
Now let's talk about tasks, i.e. those specific activities that you are going to put in the time slot you have just planned.
Taking the "sales" schedule we talked about above as an example, one task you might want to include is something related to your sales routine, such as making an estimate for a specific project; so, as you'll see in the video below, the task will be called "estimate for project xy".
(You will also see the difference between a schedule and a task by their color, without the diagonal lines).
At this point the procedure is the same:
having locked the "scheduled" slot, drag the cursor from the schedule you are interested in and once you have left it, the same screen will open up
this time click on Task at the top
fill in the fields with the data you require (name, project, category...), also checking that the day and time are correct
here too, you can assign a recurrence to the task if it is an activity that you perform regularly on the same day and at the same time
click on Confirm and you will have added your task to the schedule
A section in the Task screen and not in the Planning screen is also "hours worked". Once entered manually, these will represent the minutes/hours you actually spent on that task and will be added to those of each team member who worked on this project.
We have given examples but remember:
both schedules and tasks are not absolutely bound to precise rules, on the contrary.
The philosophy behind time blocking was created to offer you complete freedom in managing your time, but facilitated, because you will no longer be jumping from one activity to another, but will be organized coherently in order to maximize your concentration in the various moments of the day grouped in a single slot.