Choose Shared Task Statuses That Show What Needs Attention

Start with the decisions your statuses need to support

Before choosing labels, ask what teammates need to understand at a glance. Usually they need to know whether work is ready to begin, actively moving, paused for a reason, or finished. If a status does not help someone decide what to do next, it may not need to be a status.

Keep the set small enough that people can choose consistently. Too many near-synonyms create hesitation: one person may call a task “underway,” while another chooses “in progress” for the same situation. A compact vocabulary is easier to learn and easier to scan across a shared task list.

Write a plain-language definition for every label

Agree on meanings before applying labels across the workspace. For example, “To do” can mean the task is accepted but no work has begun. “In progress” can mean an owner is actively doing the work and can identify the next action. “Waiting” can mean progress depends on a response, approval, handoff, or other external input. “Done” can mean the requested work is complete, not merely that someone stopped working on it.

Choose words your team naturally understands, then keep the definition alongside the team’s task conventions. Do not rely on color or position alone to explain a status; labels should remain clear when viewed in different layouts or by someone new to the work.

In progress: I am preparing the draft and can continue without anyone else’s input.
Waiting: The draft is paused until the project owner confirms which version to use.

Separate active work from work waiting on input

The most useful distinction is often whether the owner can take a meaningful next step now. If yes, the task is active. If not, and progress depends on another person or event, mark it as waiting rather than leaving it under “In progress.” This makes a blocked task visible instead of suggesting that someone is steadily advancing it.

A waiting status should explain what is needed and, when practical, from whom. Put that information in the task details or an update: “Waiting for [role or person] to approve [item].” Avoid vague notes such as “stuck” or “pending,” which do not tell teammates how the task might move forward.

Waiting does not mean the owner has no responsibility. The owner can record when they will follow up or what can be prepared in the meantime. Do not invent a deadline or imply a response is guaranteed; use only a date or commitment that the team has actually agreed.

Make changes when the work changes

Treat status as a current description, not a permanent record of how the task began. When a reply arrives and work resumes, change “Waiting” to “In progress” and note the next action. If new information blocks the task, move it from “In progress” to “Waiting” and describe the dependency. When ownership changes, make sure the new owner and status agree.

Update promptly when the change affects what teammates should do. If you cannot update immediately, tell the relevant people through the team’s normal communication method and correct the task when you can. A stale status can lead someone to wait unnecessarily, duplicate work, or assume a task is complete.

If the task scope changes, first clarify what completion now means. Then revise its description or next step and select the status that fits the revised work. A status change alone cannot explain a new request or replace a conversation about priorities.

Try the rules on a realistic task

Imagine a teammate is preparing a customer-facing announcement. The wording is being drafted, so the task is “In progress.” The draft then needs approval from a designated reviewer. If the writer cannot continue until that approval arrives, switch to “Waiting” and add a short note naming the approval needed. When approval comes through, update the status and describe the next action, such as incorporating the agreed edits. Mark it “Done” only when the team’s agreed completion condition is met.

Task: Prepare announcement draft
Status: Waiting
Update: Waiting for [reviewer role] to confirm [wording or version]. Next step: revise the draft after confirmation.

Check whether the shared system is working

Review a handful of current tasks together and ask each owner what the selected status means today. If teammates interpret the same label differently, revise its definition rather than blaming individual choices. Look especially for tasks marked active where the owner is actually waiting, and tasks marked done that still need a handoff or other agreed work.

Use this quick check when you review the task list:

A shared task workspace can help teams record and review work, but the process depends on people keeping task information current. BITTU Mail’s workspace includes tasks; available controls can depend on role, plan, and provisioning. Confirm that your team can access the relevant task controls, and check that status, owner, and next step tell the same story.

• Can the owner take a next step without waiting for someone else?
• If not, does the task name the input or decision needed?
• Has the status changed to match the latest circumstances?
• Does “Done” match the team’s agreed completion condition?