Using tasks to support collaboration

Introduction

Cerivo can support a more collaborative approach to compliance and information security.

Instead of relying on a few individuals, work can be shared across the organization—making it more sustainable over time.

This approach depends on clear structure, defined responsibilities, and support from leadership. It’s not always the starting point, but it’s a strong foundation for long-term progress.

How tasks support collaboration

Tasks are a key part of making collaboration work in practice.

They help you:

• assign clear responsibility
• guide users on what to do
• create consistent routines across teams

For many colleagues, compliance work is not part of their daily role. Tasks make it easier for them to contribute in a clear and manageable way.

Best practices

To involve more people effectively, keep things simple and focused.

Give the right level of access

Assign users a role that matches their responsibilities.

In most cases, Limited access works well, as it gives users access only to what they need.

Read more about user roles and tasks.

Make tasks clear and actionable

Before assigning a task, consider:

• Is it clear what needs to be done?
• Is it clear why it matters?
• Is there guidance available if needed?
• Does the user know they are responsible for this work?

You can support this with descriptions, attachments, or short guides.

Start small

Begin by involving a small number of tasks or teams.

This makes it easier to establish a clear way of working before scaling further.

Use task templates

Create templates for repeatable tasks. Read more about task templates.

This helps you:

• maintain consistency
• save time
• ensure each task includes the right guidance

Set expectations

Make sure users understand:

• what they are responsible for
• how often tasks occur
• when they will receive reminders - read more about task reminders.

From reactive to proactive engagement

Reactive engagement

At first, most users will engage with tasks when prompted.

This is expected. Tasks and reminders help build structure and consistency.

Proactive engagement

Over time, users may begin to take initiative—for example:

• adding new systems when they are introduced
• updating information as it changes
• maintaining documentation without being prompted

This shift supports a more mature and sustainable way of working.

Building a sustainable approach

A collaborative setup helps create:

• shared responsibility
• better visibility
• more consistent outcomes

Over time, this leads to a stronger and more resilient compliance and security program.

Any questions? Contact us at support@cerivo.com!