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Comments are nice, but they have a tendency to turn into work for you. You may be a bit overloaded, so you may enjoy some details around how to better manage your assignment workload. Here to help!
Besides being useful to organize yourself and your teamwork, assignments are a tool in the Underground Change Person's arsenal. Convert that Word document into docs, insert assignments and watch magic happen.
Not from where you've been told!
Just pile on.
Creating assignments
Creating assignments
Assignments are comments that get, well, assigned to a specific person to resolve. Highlight a specific phrase, image or really anything and click the comment icon that appears to the left of the document. Or click Insert > Comment. The keyboard shortcut CTRL-ALT-M will also do.
If you type a name of a contact, Google will suggest to autocomplete the contact (type "+" if that doesn't work fast enough). Click "Assign" and voilá, that person will now be responsible for that task. If you reply to that comment and repeat the procedure, you can re-assign the comment to somebody else.
You can assign a comment only when you first create it, afterwards its locked and you can only "plus in" your colleagues.
"Plussing in" will check if that person has access. You will be prompted to give that person access, and should select at least "comment" level. Viewers can't see comments!
Pro-tip: You can assign tasks to Google Groups.
How not to drown in notifications
How not to drown in notifications
I should really use the comment menu more! It lets you adjust what notifications you get, so you can prevent email overload:
All is the default. Every comment will be emailed to you (Google tries to bundle them, though)
Only yours will send you only notifications for comments where you were "plussed in"
None stops the madness at your own peril.
Also:
You can reply to email notifications straight from your inbox. Do your collaborators a favor and delete everything but your text.
Depressing, isn't it.
So this is where they come from!
Keep track of your assignments
Keep track of your assignments
Although you get emailed for new assignments, it's easy to lose track of them.
Google Drive can show you all of your open action items at once. Just search using the "secret" parameter followup:actionitems, or click the depressing 33 files with action items assigned to you at the footer of emails when you get assigned new tasks. The numbers show how many actions are assigned to you.
That sounds like a new-year cleanup exercise we all need to do. In fact, you should do it as part of your Friday cleanup routine.
The only thing you can't comment on is Sites, so it's hard to get you guys' feedback. Reach out with your commenting experience! Thanks for reading!
#docs #sheets #slidesPublished 2019-01-10 by Holger Matthies.Modified 2019-01-10 by Holger Matthies.
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