Team task management

Break projects into tasks with assignees, deadlines and client approval steps; each week, identify which tasks are at risk of delay and who is overloaded.

In a small marketing department or agency (a company providing marketing services), plans often exist in the team lead’s head and are scattered across Zalo groups. Delays happen not because anyone is lazy, but because no one sees that a client taking two extra days to approve has pushed back the entire chain of tasks that follows. The Team task management skill addresses exactly this issue. Tell it about the project in a few lines: when it runs, how many pieces are needed and who is on the team. The project is divided into a task board where everyone understands what they need to do and by when, and each week the results highlight only the tasks at risk of delay. This skill makes suggestions; you decide.

What this skill does for you

• Breaks a campaign into small tasks, each taking no more than 2 person-days, following the right steps: create → internal approval → client approval → revise → publish/run → report.
• Works backward from the deadline from the launch date, including client approval time, one revision round and a 20% buffer. If the schedule does not fit, it clearly says which tasks cannot be completed on time and suggests cutting tasks or moving the date.

• Identifies the chain of tasks that determines the completion date: delaying one task in this chain delays the entire project.
• Suggests assignees by role, without assigning anyone more than 80% of their weekly capacity.
• Each week, sorts tasks into: overdue, due within 3 days, waiting too long for client approval, blocked and completed this week. For anyone above 100% workload, it suggests specific tasks to move or transfer.
• From stand-up meeting notes, separates confirmed decisions, new tasks (assignee and deadline) and items requiring a decision from you or the client.

Assign work with just one message

"Plan the work for Mộc Sơn's 11.11 campaign, running 01–12/11: 12 posts, 4 videos, 1 sales page, Facebook and TikTok ads. The team has Lan writing, Tùng designing, My running ads and Quân making videos. The client approves within 2 working days."

When updating progress, add the latest task board, including files exported from Trello, ClickUp, Asana or Notion. If it is unclear which column is the deadline and which is the status, you will be asked one question, then the work continues.

What you get back

• A chat summary by urgency: overdue, approaching deadline, waiting for client approval, each person’s workload for next week, with recommendations.
• An Excel file in the cong-viec folder: a task board (assignee, approver, deadline, estimated hours, dependencies and status), a milestones sheet and a workload sheet for each person. Each update is saved as a new file; the app asks for your confirmation before saving.
• If the team uses Notion: you can teach an employee assigned to this skill "Work on Notion" in the app; that employee can then add and update rows directly in the team’s task board there. Until you teach them, the result remains an Excel file as above.

Example: "Week of 27/10: 3 overdue tasks. The most concerning is video 2, which is 2 days late and lies on the chain determining the launch date. Tùng is at 115% workload. Recommendation: move Tùng’s 3 non-urgent post images to next week."

What makes this skill different from a typical AI question

• Capacity is quantified. The default is 30 hours of project work per person per week (excluding meetings and small tasks); if you have a different number, use yours.
• Client approval time is included in the schedule, because this is where agency projects most often run late and plans usually forget it.
• It does not touch the original board. Progress updates are saved as a new file; in Notion, it does not delete pages or rows or change sharing permissions.
• Estimated hours are clearly marked as estimates so you can adjust them; it does not make up figures for unusual types of work.

This is a good fit if

• You are a marketing team lead running several campaigns at once.
• Your agency often misses deadlines because clients approve slowly.
• You manage a small office team and need to assign work with clear assignees and deadlines.
• You want a progress overview on Monday morning without asking everyone individually.
• You have just held a stand-up meeting and need to finalize the next tasks right away.

What to prepare

• Required: choose what you need done (divide up a new project, update progress, see who is overloaded or summarize a stand-up meeting) and provide details: objectives, timeline, members and roles, and client approval time.
• Helpful if available: the task board you are using, the monthly content plan, meeting notes and the team’s actual working hours.

Outside this skill’s scope

• It does not assign work, send messages or email members or clients; this skill only makes suggestions and saves the board.
• It does not score, rank or assess each person’s abilities → use Hiệu suất nhân sự.
• If you only need to turn a meeting into minutes to send to everyone → use Biên bản họp → việc cần làm.

Use in Solo Agent

After purchase, assign this skill to an employee already on your team, or create a new employee to handle it. One employee can have multiple skills; the assistant routes each request to the right person with the appropriate skill.

Often used together: Biên bản họp → việc cần làm · Hiệu suất nhân sự · Kế hoạch nội dung tháng