Community Research and Development Information Service - CORDIS

H2020

Taskfit PRO Report Summary

Project ID: 673990

Periodic Reporting for period 1 - Taskfit PRO (Time Task management solution for SMEs to Improve Focus and Maximize Work Efficiency)

Reporting period: 2015-08-01 to 2016-07-31

Summary of the context and overall objectives of the project

The controlability and the availability of relevant, real-time data to serve as a basis of business decisions is a crucial factors in a company’s life and daily operation. The Taskfit PRO task management and productivity solution gives a unique solution for such challenges. The objective of Taskfit PRO is to increase the efficiency and profitability of companies with the improvement of colleagues own work efficiency. Through the more efficient use of available resources, the number of implemented tasks (the finished work) increase, so the company can realize more income and benefit.

The overall issue we address with our project hasn’t changed as human multitasking is a still an existing and continuously growing phenomenon. Office workers constantly receive new tasks from a variety of sources. On top of the planned daily activities they get interrupted by telephone calls from clients, ad-hoc tasks from managers, requests for assistance from colleagues, not to mention adverts, personal emails and social media sites. It is like playing chess simultaneously on dozens of boards. As planned work is always interspersed with all kinds of non-planned activities, we tend to have too many applications, documents, and web sites open at any moment, which makes it hard to maintain focus. There is no objective way to tell how much time is spent on one specific task and what we spend our working time with.

Mental task switching or context switching is an extensively studied area of modern psychology. It is the process of shifting from one mental state (task set) to another. A task set is defined by Wikipedia as an effective intention to perform a task, accomplished by configuring one's mental state (e.g. attention) to be in accordance with the specific operations demanded by the task. Performance on individual tasks is disrupted when a switch from one task to another is required. This disruption is characterized by a lower efficiency and decrease in accuracy on a given task. This is known as the switch cost. To determine the exact costs of this kind of mental juggling, psychologists conduct task-switching experiments. By comparing how long it takes for people to get everything done, they can measure the cost in time for switching tasks. They also assess how different aspects of the tasks, such as complexity or familiarity, affect any extra time cost of switching. One task switch between two elementary tasks might waste only 1/10th of a second, but studies have shown that if we do a lot of switching in a day it can add up to a loss of a whopping 40% of our productivity. The more complex the tasks and the more tasks we have, the higher the switch cost.

The overall impact of the phenomenon of multitasking is that we become less productive and more stressful, which places a negative impact on our overall performance and productivity. Our aim is to resolve this long existing problem and provide a handy and feasible solution to all office workers to work more effectively and create a healthy work-life balance.

The overall objective of Taskfit is to provide an ultimate solution to the above described problem by means of improving personal productivity, help the user focus on a specific task and maintain a continuous workflow, and enable the worker to continue his abandoned work with just a click. We implement this by combining the specific advantages of a multi-desktop environment with a task management and a timesheet system into a generic, low footprint, task execution front-end that provides accurate working time information with zero administration. The main unique features we are building our messaging on are:
Resume your work with a click! Taskfit separates resources: All relevant data, information and documents related to a given task are gathered together in their most recent status and are available at a click. You can immediately resume working!
Improve your focus! Taskfit helps you keep your focus on the selected task. Get rid of distracting notifications, e-mails or phone calls by customizing the scope of the focus function according to your needs.
Resolve multitasking! Stop playing chess simultaneously on a dozen boards! Get order into the chaos of your working day and create, manage and separate your tasks as it fits your working methods the best.
Automatic timesheets. Obtain your own personal productivity dashboard! Our automatic activity based time measurement feature allows you to keep precise track of the time you spend on each task so that you can invoice your customers without extra administration.

Work performed from the beginning of the project to the end of the period covered by the report and main results achieved so far

As per our Objective 1, we intend to make the product available to a wider audience by porting it to all popular platforms and devices and providing out-of-the-box integrations with the most common corporate systems. The Taskfit client would be launched and tested on Windows desktop and Android smartphone, while the Mac, Android tablet, iPad and Iphone versions are to launch in 2017. The development plan for Windows mobile has been dropped as this platform is no longer supported by Microsoft. In terms of integrations, Taskfit would be seamlessly running with such personal productivity tools as Wunderlist, Google Calendar and Youtrack, while the rest of integrations relating to teamwork and enterprise collaboration systems are to be completed at later WP stages.

Regarding Objective 2, we are to build up the private and public cloud services including a self-service portal where users can subscribe to the services of Taskfit. The product portal has been successfully launched end of July including a precise description of the concept and main benefits of Taskfit. We also feature a specific 3rd party integration and product editions section, and as the main CTAs the visitor can either sign up to our newsletter or join our Facebook community. The login option leads the visitor to his personal dashboard.

Our Objective 3 is to re-position Taskfit to the B2C market. The implementation of this objective in terms of setting up and operating a 24/7 contact centre and developing training materials is to be commenced later on, all details to be executed as previously planned.

As per Objective 4, we are to successfully commercialize Taskfit PRO. The Customer Development Plan has been created and delivered as required. It included a detailed analysis on the market potential of the product, the key milestones of the plan itself and a detailed action plan in terms of who our potential customers are, what competition there is on the market, what other influencing factors we need to consider when launching Taskfit to the public, what key selling points to build our communications strategy on and what sales and marketing strategies we would be applying to support the launch of the product.

Our Objective 5 is to develop a new approach and toolset capable of automatically generating business process. By the end of our project Taskfit PRO will be able to redefine business processes, identify bottlenecks and optimise overall business operations.

Progress beyond the state of the art and expected potential impact (including the socio-economic impact and the wider societal implications of the project so far)

Based on the opportunities provided by the trends showcasing in terms of cloud computing by enterprises and the emerging of independent workers all representing a significant market opportunity, we keep our approach in terms of forecasting a significant growth potential for our company with a prestigious available market size. Although our solution can be employed in almost all business sectors, the traditional beneficiaries of it continue to be the „white collar” workers and the management teams.
In order to separate our product from competition, we intend to emphasize its unique selling points to our target audience, just like we originally planned: the primary advantage and uniqueness of BaseWalk’s Taskfit PRO solution compared to other task management, time and document tracking or productivity software lies in the simple idea that people working towards achieving a goal (we call this a task or an activity) should separate their activities from each other. On top of that, Taskfit PRO helps keeping the focus and save time, therefore, it helps earn more money. We see a great impact on society by bringing our product to the international market: whether it is large enterprises that use Taskfit PRO for business process improvement or SMEs, freelancers who use it for effortless working time administration and better productivity, they can all benefit from the strong built-in support for electronic collaboration, which has become an indispensable part of work in the past decade. The use of modem technologies may bring along new forms of supervision and control for the employer as a consequence of which teleworkers are more often formally considered to be employees. Not to mention the fact that using Taskfit PRO results in 9% savings on working hours, and it helps individuals to become more productive and better focused on their important tasks and projects.
Our product is meant to have an overall impact on the personal productivity of those that start using Taskfit as a part of their daily work. Time and task management software are spreading fast among office workers as all of them suffer from the extra burden originating from working on several tasks simultaneously. Such a situation causes loss of focus, distractions and additional mental and financial costs of constant switching between tasks. Our Taskfitters community page is the collecting hub for relevant and interesting pieces and articles on the costs of multitasking, achieving productivity, conquering distractions or time tracking that we are offering the ultimate solution to by means of launching Taskfit to a wider audience. We are also revealing product related news and updates to the public on this community channel.

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