The Project Coordination tab is the operational heart of your ActionAtlas projects, bringing together work orders and tasks in one centralized hub. This powerful organizational tool helps project managers track deliverables, manage team assignments, and monitor progress efficiently.
In This Article:
Project Coordination Overview
The Project Coordination tab serves as a comprehensive management center for all operational aspects of your project. It provides a structured view of work distribution, deliverables, and responsible team members.
Key benefits of the Project Coordination system include:
- Centralized Tracking – All project work is organized in one location
- Clear Accountability – Work is explicitly assigned to specific team members
- Streamlined Communication – Reduces confusion about who is responsible for what
- Financial Visibility – Connects work activities to project costs
- Progress Monitoring – Allows for easy tracking of completed and pending tasks
Understanding Work Orders
Work orders are formal agreements that define the scope of work for individual contributors on your project. They serve as the foundation for task management and financial tracking.
Freelancer Work Orders
For external contributors, work orders function as formal contracts that specify:
- Contracted deliverables and scope
- Payment terms and conditions
- Timeline and milestones
- Expense allowances and limitations
Freelancers use their work orders to review contract terms, submit expenses, track billable hours, and complete assigned tasks.
Team Member Work Orders
For internal staff, work orders function more as assignments that help:
- Track time spent on specific projects
- Monitor individual project expenses
- Organize assigned responsibilities
- Document contribution to project outcomes
Since team members are full-time employees (FTEs), their work orders focus on tracking rather than contracting.
Note: Work orders are automatically generated when a team member or freelancer is added to a project. This ensures that all project contributions are tracked from day one.
Working with Tasks
Tasks represent specific to-do items that are nested within work orders. They break down larger project components into manageable actions with clear ownership and deadlines.
Task Structure
Each task in ActionAtlas contains several key components:
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Task Name
Clear, actionable title describing what needs to be done
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Assignee
Team member or freelancer responsible for completion
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Due Date
Deadline for task completion
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Category
Classification for reporting and organization
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Description
Detailed explanation of requirements and expectations
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Status
Current progress (Not Started, In Progress, Complete)
Benefits of Task Management
Using tasks within work orders provides several key advantages:
- Greater flexibility in assigning specific pieces of work
- Improved visibility into project progress
- Consistent tracking methodology across all projects
- Enhanced ability to prioritize and sequence work
- Better resource allocation based on task requirements
How to Add Tasks
Adding tasks to your project is straightforward with ActionAtlas's intuitive interface. Follow these steps to create new tasks:
Step 1: Navigate to the Project Coordination Tab
Open your project and click on the "Project Coordination" tab in the project navigation menu.
Step 2: Click on Edit
In the Project Coordination tab, locate and click the "Edit" button to enable task management mode.
Step 3: Click on + Add Task
Find the appropriate work order where you want to add a task, then click the "+ Add Task" button.
Step 4: Fill Out the Task Details
Complete all required fields in the task creation form:
- Task Name – Enter a clear, descriptive name for the task
- Assignee – Select the team member or freelancer responsible
- Due Date – Set a deadline using the date picker
- Category – Choose the appropriate classification
- Description – Provide detailed instructions or requirements
Step 5: Click on Save
After filling out all task details, click the "Save" button to create the task and add it to the work order.
Tip: Create templates for commonly used tasks to save time when setting up similar projects. You can copy tasks from existing projects by using the "Clone" feature.
Managing Work Orders
From the Project Coordination tab, project managers can efficiently manage work orders in several ways:
Viewing Work Orders
To view a work order's details:
- Locate the work order in the Project Coordination tab
- Click on the work order name or the "View" button
- Review the complete details, including tasks, time tracking, and expenses
Editing Work Orders
To modify a work order:
- Open the work order from the Project Coordination tab
- Click "Edit" to make changes to existing information
- Adjust rates, deliverables, or other parameters as needed
- Save your changes
Approving Work Orders
Work orders require approval from project managers to process payments and update financial reporting:
- Work orders can be approved directly from the work order view
- Alternatively, approve from the Project Talent tab
- Or use the Assignments section in the main navigation menu
Important: Review all time entries and expenses carefully before approving work orders. Approval signifies acceptance of all charges and triggers financial processing.
Best Practices for Project Coordination
Follow these recommended strategies to maximize the effectiveness of the Project Coordination tab:
Create a Clear Task Hierarchy
Organize tasks in a logical structure that reflects project phases and dependencies.
Set Realistic Deadlines
Establish achievable due dates that account for complexity and resource availability.
Be Specific in Task Descriptions
Include clear success criteria and deliverable specifications in each task.
Regularly Review Progress
Schedule consistent check-ins to monitor task completion and address any blockers.
Update Task Status Promptly
Encourage team members to keep their task status current for accurate reporting.
Create Task Templates
Develop standardized task sets for recurring project types to ensure consistency.
Need Help?
Our support team is here to assist you with any questions about project coordination, work orders, or task management.
Contact Support