In the past, task creation could feel like a puzzle, with incomplete descriptions that led to frustrating back-and-forth exchanges. Missing links, login details, or unclear expectations meant delays and extra work. This created bottlenecks and slowed down project timelines. To solve this, we developed a standardized task format, where every task includes the essential information- in the same sequence- from the start. This new approach is simple to use and allows our team to save time, eliminate confusion, and focus on what matters most—meeting client needs efficiently.

Even better, with our custom GPT, creating tasks in this standard format is now incredibly easy. Staff members can just type out the task requirements however they like, and the GPT will sort out the details into the correct format. Here’s a breakdown of how it works and why it’s so effective.

Streamlined Process for Task Creation Our custom GPT ensures that every task is properly formatted with minimal effort from the team member. Here are the two main ways it works:

• Stream-of-Consciousness Input- Staff can type out task details in a free-flow style—no specific structure required. You can share your thoughts as they come, focusing only on the client's needs and priorities. The custom GPT will organize this information into the correct format, ensuring all required sections are filled in and clearly labeled. From there, staff can make small adjustments if needed, turning initial notes into a polished task description quickly.
• Transcript-Based Input- If there’s a written transcript of a client call or meeting, you can simply attach it to the custom GPT. The GPT will read through the conversation, identify key details, and generate a well-organized, formatted task based on what was discussed. This process saves time by removing the need for transcription or rephrasing and ensures the task captures all relevant points directly from the conversation. In both cases, the custom GPT does the heavy lifting—saving you time, minimizing manual effort, and ensuring nothing critical slips through the cracks.

Standardized Task Format With the custom GPT’s help, each task consistently includes the following sections in the order below:

1. Priority Level- Defines the impact priority of the task (e.g., Critical, High), making it clear how this task affects the client's operations.
2. Problem Description- A concise summary of the task’s purpose and the issue it resolves.
3. Hyperlinks- Direct links to relevant resources, such as course pages, plugins, and any associated documents.
4. Task Description- Step-by-step instructions outlining what needs to be done. Each point is action-oriented, reducing ambiguity.
5. Details- Background information that provides context or specifies any unique requirements.
6. Final Result Desired- A clear description of what “completed” looks like, ensuring the team is aligned on the task’s end goal.
7. Dependencies- Lists any prerequisites or related tasks that need to be completed first, reducing potential delays.

Example Task Using the Standard Format

Priority Level: High (P2) – Should be prioritized after Critical tasks due to significant client impact.

Problem Description: The Clariti Solutions team requires dashboard customization to enhance user engagement by adding a custom HTML block with dynamic features like a welcome message and course progress tracking.

Hyperlinks:

• Filter Codes Plugin
• Clariti Solutions Dev Site
• Call Recording with Task Details

Task Description:

1. Create Custom HTML Block:
2. Implement a block at the top of the dashboard on the Clariti dev site.
3. Use the filter codes plugin to include user profile variables, such as the first name.
4. Add an "Important Communications" section that links to the messaging page.
5. Display recently accessed courses.
6. Divide assigned courses into “In Progress” and “Completed” tabs.
7. Set Up Guided Tour:
8. Develop a page tour that highlights new features, with an option for users to revisit the tour through a link in the HTML block.
9. Install and Configure Moodle Progress Bar Plugin:
10. Set up the plugin to visually track user progress on course pages.

Details: These dashboard updates will provide users with easy access to communication and course content, as well as visual progress tracking, supporting better engagement.

Final Result Desired:

• A functional HTML block on the dev site that includes all specified features.
• An accessible guided tour on the dashboard with a repeat option.
• An operational Moodle course progress bar visible on course pages.

Dependencies:

• Ensure the filter codes plugin is configured before building the custom HTML block.
• Verify that the progress bar plugin is compatible with the dev site’s Moodle version.

Why This Process Matters This standardized format—combined with our custom GPT—empowers staff to create detailed, well-organized tasks in minutes, without needing to worry about formatting or missing details. It’s an enormous time-saver and a confidence booster, ensuring tasks are consistently high-quality and ready for action. By simplifying task creation, we can all work more efficiently and focus on delivering great results for our clients.

The complete documentation can be seen here.