What is the difference between Tasks and Projects?

Understanding when to use Tasks versus Projects helps you organize work effectively.

Tasks

Tasks are individual action items:

• Simple, single-step work items
• Can be assigned to one person
• Have a due date and status
• Part of the team task management system

Examples: Call a donor, send a report, update a document

Projects

Projects are larger bodies of work:

• Complex work with multiple steps
• May involve multiple team members
• Have their own workspace with tasks, files, discussions
• Support time tracking and billing
• Track progress percentage

Examples: Website redesign, annual event planning, grant implementation

When to Use Each

• Use a Task when: The work is straightforward and can be done by one person in a short time
• Use a Project when: The work is complex, involves multiple people, or spans weeks or months

Converting Between Them

If a task turns out to be larger than expected, you can convert it into a project (the original task is replaced by a new project). You can also convert a task into a project task, which links it as a sub-item under an existing project.