Anyone who knows me knows I love Zoho Projects. It is one of the tools I rely on most to keep our entire business organized, especially when it comes to managing tasks and keeping track of what matters most.
What makes Zoho Projects so powerful is that you can customize how you view and work with tasks. For me, there are four fields that I add to every task. These fields help me create reports and task views that show exactly what I need to see, when I need to see it.
Here are the four fields I always use in Zoho Projects to stay on top of my business.
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1. Owner
Every task needs clear accountability. I always use the Owner field to indicate who is responsible for getting the task completed.
Whether it is a solo project or a team effort, this field eliminates confusion and makes it obvious who needs to take action. If a task is sitting without progress, I know exactly who to follow up with.
2. Tags
I absolutely love Tags in Zoho Projects. They make organizing tasks much easier, and they are very visually distinctive.
One way I use tags is to manage my weekly Sprints. Each Sprint gets its own tag, and I assign different colors to each one. This makes it incredibly easy to spot tasks belonging to a particular Sprint when I am planning projects or reviewing my workload.
Tags are flexible, easy to update, and highly visible, which makes them an essential part of my system.
3. Status
Status might seem obvious, but I have spent a lot of time refining my Status workflow in Zoho Projects.
Rather than just using a basic Open and Closed status, I have designed a more detailed flow that fits the real stages of task management. My statuses include:
- Backlog
- Scoping
- Ready to Work
- In Progress
- Blocked
- Internal Approval
- Sent for Review
- Completed
- Abandoned
This approach gives me a much clearer picture of where every task stands. It also makes it easier to plan my week, spot bottlenecks, and shift priorities when needed.
4. Assigned Date
The Assigned Date field is something I use heavily for personal planning.
While my Sprints split work into weeks, I like to further break down my tasks by the day I plan to work on them. Setting an Assigned Date helps me organize my day-to-day task list and gives me more realistic visibility when splitting larger tasks across several days.
It is a simple but powerful way to stay on top of commitments without overloading a single day.
How I Pull It All Together
Using these four fields, I have built a few custom reports in Zoho Projects that I use every day:
- Sprint Report: A filtered view showing only tasks tagged with the current Sprint
- Assigned Today Report: My daily to-do list showing all tasks where I am the Owner and the Assigned Date is today
Together, these views help me focus on the right work at the right time without getting overwhelmed by everything else that might be sitting in the backlog.
Bottom Line
If you want to get more value out of Zoho Projects, setting up task fields and reports that match how you actually work is key.
Fields like Owner, Tags, Status, and Assigned Date give you structure, visibility, and better planning—whether you are running a solo business or managing a team.
At TechnoMap, we help businesses customize their Zoho tools to fit the way they actually work, not the other way around.
Need help setting up your Zoho Projects system or building better task workflows? We would love to help you design a smarter system.
