How-To and Help / Getting Around

Lists, Projects, and Action Plans in ResultMaps

When it comes to getting results, "what" and "why" are more important than "how".

ResultMaps lets you stay in flow - enter things, reorganize them, enter "sub-tasks" as you go. This page gives you a short overview of projects and to-do lists in ResultMaps.  For more detail, check out the  Project Quick Start Guide. Scroll down for video demonstrations and more.


Projects can be simple, or more sophisticated.  With either approach ResultMaps helps you plan, manage and collect updates, and create reusable templates.  Additional advanced project tools and features stay out of your way until you need them.  

The types of projects we manage

Sometimes people work toward clear goals without a need for much coordination.  People can get one-off assignments or tasks in ResultMaps to support any lightweight process.

Other times, more sophisticated planning and coordination are required to get to your results. Those requirements can be as varied as the individuals on a team.  

Organizations use the same process repeatedly, others use a set of processes depending on the project.  ResultMaps support both lightweight and more formal project planning approaches, including features like detailed schedules and dependencies. 

Simple project setup: 20 seconds through "the Brain Dump Organizer"

Paste your last project meeting notes into ResultMaps' Brain Dump Organizer and your project will be set up.

Use the text below/modify as needed.

Project: Learn ResultMaps
- Skim the tour #today
- Attend an online orientation #thisweek
- Enter some to-do's in text genius #today
- Contact @bill and tell him this is incredible #nextwednesday

The biggest ResultMaps fans use both, when there are several things to enter quickly, use the TextGenius to paste or type them in without friction.  The TextGenius is available on every page.

  • You can also enter items from the "Detailed steps/Milestones" tab of anything in ResultMaps.
  • In the settings tab of the entry where you are listing to-do's or creating a project, change the "type" to say "To-do List". Then you'll be able to find it under the list icon at any time.
  • Setup a hashtag for your project, then anything entered in the future with that hashtag will be added to the project automatically.

Other things to note:

  • You can turn any action item into a project, action plan or to-do list.  You can even make action items a phase or milestone for another project.   
  • Responsibilities, scheduling/timelines and supporting information such as documents can be added at any time. 
  • The basic views you will have at this point provide simple drag-and-drop for reordering and organization.  

When projects require more sophisticated planning use the advanced views.

If there is a need to add more sophistication - for example, if you want to look at your plans or modify project plans using a Gantt chart, or from other perspectives, use the drop down at the top right of your project's page (automatically available for anything in ResultMaps):

Project API and marketplace plug-ins.

More views are coming soon in the ResultMaps add-ons marketplace.  If there is a view you need now please contact us.

With the ResultMaps API (team & enterprise plans only) you can build your own views, with a robust set of interactions available, including comments, scheduling, create, edit and even TextGenius. 

ResultMaps starts working for you as soon as your project goes 'live'.

ResultMaps sends daily reminders to update progress in a simple "Done/Next/Blocked" format, along with summaries of the day's activities and a preview of what's up next.  At any time you can see progress in the context of your project or list.

You can learn a little about our update helper here and how it makes getting project updates a breeze, particularly when used in conjunction with the Milestone Tracker.

Some of the other advanced tools available when you need them include:

  • Exporting/importing
  • Timelines
  • Dependency tracking (enterprise only, but ping us if you need this).
  • Gantt-style planning tools with drag-and-drop scheduling and dependency management
  • Milestone tracking
  • Re-usable project templates
  • Project copy

Check out the Project Quick Start Guide for really simple videos to get you going.

How-To and Help / Getting Around

Attachments, Clarification and Discussion

ResultMaps centralizes comments and discussion related to any results you are tracking.  Use the links provided anywhere in ResultMaps - typically when you move your mouse over a result.  A few examples are below:

From the day plan, mouse over an item to explore the options. To add a comment and discuss, click on the "Discuss/comment/update" link.  This will open the discussion panel where you can find all of your options.

From the day plan, mouse over an item to explore the options. To add a comment and discuss, click on the "Discuss/comment/update" link.

This will open the discussion panel where you can find all of your options.

Options include adding comments (1), adding files and images (2), and creating or linking to existing files in your Google Drive (3). 

  • You can opt to receive updates summarized at the beginning and end of each day, or to receive them immediately.
  • Updates and discussion can also occur any place you see an activity feed.
Screen Shot 2018-01-02 at 11.18.32 AM.png

You'll find icons and buttons that launch the discussion panel throughout Resultmaps.

How-To and Help / Getting Around

Progress Updates in ResultMaps

When it comes to results-focused collaboration, getting concise summaries each day is critical.  Here's the format we've found works best:  

  • What got done?
  • What's next?
  • Is anything blocked such that it needs attention?

From this type of quick, concise update, you can drill in to get more detail or request clarification as needed.  Your inbox stays fresh and clean. You stay focused.  


Each day, team members get a digest email summarizing updates and listing what's next.  At the end of the day, if no updates have been made, ResultMaps detects this and generates an email requesting an update. 

How-To and Help / Getting Around

The Brain Dump Organizer Makes Project Planning and Meeting Notes Effortless

The Brain Dump organizer lets you type or past text.  It "listens" for hashtags, @ symbols,  colons (":") and new lines of text.  From these elements it intelligently creates, organizes and/or updates your ResultMaps.  Once this information is in,  ResultMaps help communicate and manage so you can follow up, stay in the loop, and guide efforts for you and your team. 



Below are a few of the things ResultMaps can do.  

Copy/paste or type to add action items with text


When ResultMaps' TextGenius sees these characters, it creates a new to-do (i.e. action item).


- make sure to brush my teeth #today
- take out the trash #tomorrow
- invite my team to resultmaps by #nextfriday

<< Here is some text you can try - just visit or, if you are new, visit  

Tip:  the ResultMaps Inbox for Gmail let's you pull this type of text directly out of your email and into ResultMaps without ever leaving your inbox.  


Set up your own organization and alignment keywords and ResultMaps will pick them up.

If you've set up a hashtag for any objective, key result, project, or action item (just about anything in ResultMaps can get a hashtag by visiting it's settings) you can simply type that hashtag with your action item and it will be associated and organized automatically. 

Let's say, for example, we had a project named "special project" that had a hashtag #specialproject setup. ResultMaps would then automatically associate anything with the #specialproject hashtag to that project.  

Here is how the items above might look if you wanted them to be part of Special Project.

- make sure to brush my teeth #today #specialproject
- take out the trash #tomorrow #specialproject
- invite my team to resultmaps by #nextfriday #specialproject


Workflow, scheduling, and status keywords

Date keywords, status keywords like "done" "next" and "blocked" all get recognized by ResultMaps.

Try these date examples.

Tip:  add them to your meeting notes along with @usernames and status keywords to send out and monitor responsibilities through ResultMaps



Use these status keywords to take notes in your next meeting, then paste your notes into the genius.


Reminder: you can play around with TextGenius any time from


How-To and Help / Getting Around

Adding action items and things you don't want to forget to your ResultMaps

In the app, you can capture action items to your day plan by typing away and hitting the enter key, or the "plus" sign to the right of entry form.

Once you have typed what you want to accomplish into the [ideas bar], click the [icon] or hit the enter button to finalize your [item].

Once you have typed what you want to accomplish into the [ideas bar], click the [icon] or hit the enter button to finalize your [item].

You can enter action items (and anything, really) into ResultMaps without leaving your current context. 

You can add any type of ResultMaps element using the "+" icon that appears in the navigation bar at the bottom of every screen. 

The easiest way to get things into ResultMaps is using TextGenius, which let's you simply type your projects, action items, goals, or key results. 

How-To and Help / Getting Around

Refining action items and other ResultMaps elements.

ResultMaps is all about refinement.  We don't want you to get lost trying to word everything perfectly.  Research shows a growth mindset and process of alignment/refinement is what's critical.  In order to let you capture ideas and "just go", it's important to make refining your ResultMaps low-friction.

To edit an item, hover over the item and click on the "edit" or "refine" link to open up the edit panel.

To edit an item, hover over the item and click on the "edit" or "refine" link to open up the edit panel.

You can edit and refine most things by either clicking on the links that are available.  In some cases, such as from a project detail page or action item detail page, you can click on the title to make changes directly. 

When editing, you will typically see a simple slider come in from the right side of the screen. Make your changes, click "Save" and you are done.

Action items, project plans, objectives, key results, and most elements in ResultMaps can be changed as needed, and without causing problems.

How-To and Help / Getting Around

Team Sharing 'Defaults'

Team visibility: what to know

By default, only you see your stuff in ResultMaps.  You can override this default using the "Allow team access" setting.

IMPORTANT: Everything created under the item where you set it to "share with team" will then default to be viewable by the team. 


Grant team access from the day plan

From your day plan (the home page when you login to your ResultMaps), move your mouse over the item you want to share. 

Then click the ellipsis. 

From there, you can choose the team you want to have access.

Grant team access from item details

Click on the item in ResultMaps you want to share with your team.

Click the information icon:

Share projects, tasks, initiatives and key results with your team.


You'll see the same option as in the "Day plan" example. The process is the same.