FS: Collaborate on tasks
Feel welcome to use these details and activity design comments as a starting point to enhance Collaborate on tasks for your learners or training sessions.
- 🎓 Role: New User
- 📚 Category: Communication
- ⏱ Length: 3 to 10 minutes
- ⚡️ Summary: Learn how to send and track task requests to other people in the system.
- 🧑🏫 Instructional-Design Objective: Learners will be able to send a task with a due date, check task progress, follow up on a request, identify the differences between tasks and collaborations, and evaluate when it is best to use one or the other.
- 🗺 Includes: Activities, support materials, and facilitator summary.
Configuration
Environment configuration needed to support this training.
- 🔐 Permissions: Manage Patients, Collaborations
- 🖼 Panel Views: Default View, View with Collaborations Panel, Tasks Panel
- 🧪 Sample Data: Simple patient records to find and review
- ⚙️ Practice Settings: Clinic Management
Facilitation materials
Links to facilitation materials if you want to lead training on this topic.
- Activity Handout PDF Learners can keep track of their progress, focus on the activities, and record questions or interesting points for future reference.
- Demonstration Facilitator's Guide Not included. Training article listed in module.
Introduction: Manage your tasks
A workflow overview or worked example so that learners can see what’s possible and what success looks like in the system.
Use the introduction as a chance to deliver a short pre-training experience that also clarifies why a learner should care about this training or workflow.
- Use a scenario that is relevant to your learners' daily work.
- Connect the learning to a challenge the learners regularly need to overcome.
- Address any common questions or workflow challenges up front.
Review the activity breakdowns below for tips and possible challenges you might want to address in this introduction.
Activity 1: Create a task for your teammate
A short exercise that builds on the process of creating a collaboration by adding features specific to tasks and adjusting the scenario to be more relevant to tasks.
This section can be customized with contextual examples of the types of tasks your learners would send internally.
For example, front-desk staff may use tasks to manage special appointment confirmations, whereas clinical staff may use tasks to manage treatment note refinements and feedback.
Task 1: Start
- Start a new collaboration with the type "task".
Tip Reinforce that tasks are created the same way as a collaboration.
Possible Challenge The difference between collaborations and tasks can seem small. Collaborations are about discussions, whereas tasks are about accomplishing something specific.
Task 2: Add Detail
- Select a patient so that the task has a link to their record.
Goal Learners should understand the implications of referencing a patient record this way. The link makes it easier for the person receiving the task to open a patient record. Tasks are not visible to patients, and there is currently no patient portal.
- Make the task due before the end of the week.
Tip You can link this step to the discussion question about the positives and negatives of using due dates. The field is not required!
- Assign the task to a colleague.
Possible Challenge Multiple people can be assigned to a task. If there is one person primarily responsible, that will have to be clarified in the task message or conversation thread.
- Enter a message describing what you'd like them to do and then create the task.
Tip To help the recipient understand your request: keep task requests short, to the point, and clearly formatted.
Activity 2: Keep track of a task
This activity builds from the basics of creating a task request by adding management workflows like checking a tasks's status from a panel and sending a follow-up message within the original task request.
Learners should feel comfortable doing this because it is likely that they will need to follow up on tasks requests in real life when their collaborator doesn't respond or has prioritized other work.
Task 3: Track
- Find the recent task in your Tasks panel.
Goal Learners should be comfortable finding tasks from the panel. It is easier to see multiple tasks from the panel view and they can be checked often when included in your standard dashboard.
- Open the task from the panel.
Possible Challenge Clicking the date opens the task, but clicking the patient name opens the patient record.
- Send a follow-up message to clarify if the task is complete.
Goal Encourage learners to send messages within the original task request, as opposed to starting new collaborations to discuss the task.
Reflection: Task complete
What are some ways you can use tasks in your daily work?
Have learners consider:
- What general tasks they collaborate on with their colleagues.
- How much of this happens in email, face-to-face, through instant messaging, or on paper.
- How those tasks could be managed inside of ICE.
When would you prefer using a task instead of a collaboration?
Have learners consider:
- When a discussion turns into a work request that needs to be tracked.
- When having a due-date on a task is unnecessary.
What questions do you have about sending and managing tasks?
Can be discussed or saved for the next training session.
Record these questions. Consider how the training could be improved to address common ones.