The Actions gathers the ongoing and completed tasks your organization manages. Use it to keep track of every task that is assigned to you or your roles.
In Holaspirit, circle members use actions to track individual pieces of work that must be completed. In Holaspirit, actions typically represent things that are relatively quick, easy to complete, and cannot be broken down into several steps, like approving budget, contact
Actions represent tasks to be performed by members and teams of your organization. Actions are simple tasks that usually cannot be broken down into subtasks. For example, editing a video for an upcoming campaign, sending emails to the customer base...
Each task contains all the files, discussions and instructions related to it, which allows to keep the information in the right (and same!) place. To make tasks easier to find and viewed by all team members, they are quite often integrated into a project as a todo list .
Tip 🤩: if an action is recurring, you can create checklists for your roles.
The default view of the Action module is called “My action”.
From there, you will get a view of everything assigned to you across all your circles without having to jump from one circle board to another.
With just a quick scan you’ll be able to see what needs to be done.
Sorting your board
You can switch between different views to see project sorted by:
Roles—For grouping actions per role
Circle—For grouping actions per circle
Sort, filter My actions view to fit the way you work.
From the “Completed” menu, you can check what others have done and the progress that has been made by your teammates.
All actions menu gives you access to all the outgoing tasks of the organization. Everyone can see the actions of other circles and see what they are working on and where they're at.
Use the search options to find what you're looking for (by title, roles, circles, members), or sort the list from A-z and creation date.
Actions cards can hold a wide variety of useful information. They represent a task that needs to be completed and checked. Everyone who is part of the circle can add, track and complete tasks for their circle.
Just click “Add an action” at the top right of the page and give it a name.
To describe the action, click on the card and complete the information:
Title: Keep card titles short to make it easier to understand the expected outcome
Description: Add more details about the card and get more specific with your information such as links to websites or step by step instructions.
The right side of the card provides you with more tools:
Circle: Select the team that will be completing the action
Role or Members: Add Role or Members to cards to assign people to actions, and easily see who is doing what and what still needs to get done.
Due dates: Add a date to cards to track deadlines
Attachments: Add from your computer a link and many cloud storage services like Dropbox, Google Drive, and OneDrive.
Comments and Activity: Comments can be added to cards when communicating and collaborating with circle members, like giving feedback or updates. @ mention a role of your circle. The activity feed is a timeline of all of the comments and actions on a card.
All circle members are allowed to add new actions, track progress and complete information. It ensures that all circle members are on the same page and results in a better collaboration experience.
By default, all organization members have access to any circle action board by default (except inactive members, read also) of the organization. . They can check the actions statuses and information but cannot add or edit the actions information.
If a circle is working with confidential information, a circle admin can make the circle action board private to make it accessible only to circle members.
Reporting and team synchronization
To provide updates and move work forward, circle members can meet during the circle meeting.
Many teams like to host a weekly tactical meeting and a monthly strategic meeting (mostly if you apply Holacracy). Others prefer to check-in on a daily basis or every other week.
Admins of your platform can set up customizable meeting templates to adapt the meeting structure. For example a daily meeting that includes updates about tasks that have been checked or not.
Integrating with other tools
If you use Omnifocus or TodoIst as a personal task management tool, you can link one of these applications in a few clicks. Integrating such a tool allows you to automatically send your actions in Holaspirit to these applications. Read more.