Listen, you have a great team, they are just all over the place, and you spend your meeting times with “I never got that mail” type of excuses.
Yes task management is for you, and below are the many reasons I got over the years of running Team.Do on why it will not work for you. Ready?
You have delicate snowflakes.
No one “gets them” they are unique and special in every way and no software is going to define their process. Also process is a bad word, and also work is a no-no according to their Helicopter Mom. If it doesn’t fulfil them both in a spiritual and a life-goal sense (while maintaining a work-life balance) they won’t use it (why poison their creativity fountain)
You have village elders –these self starters have been around the block more times than you’ve been around whatsapp. You’re gonna tell them what to do? They shit bigger than you (and also remember the line from city slickers back in the 90’s –or was it 80’s –that’s how old I am…)
You have Over clockers: They wake up at 05:00am after a mindful meditation, a colon cleanse, a green slow squeezed juice, and a freezing ten second shower. Dan Arieli told them that their best work happens 45 minutes after they woke up so why bother with task management? They have a busy day looking up what depressed Indian honor roll students write on Quora on their 15 minute work intervals.
People who say
“It doesn’t integrate with slack.” Yes nothing is perfect and yes it fucking does not integrate with your favorite thing in the world. Nothing ever does. Remember when you were writing tasks on sticky notes which keeps getting lost? We’re at “getting past that” buddy.
“I work for it and it doesn’t work for me” As a representative of and On behalf of all software everywhere let me apologize that your experience is flawed. Soon the big G will fix up that AI of ours and then Skynet, Nukes, Terminator 1-3 and you know the rest.
Thank you all for listening to the rant of a frustrated task management startup founder.
Please feel free to send me more of your examples to firstname.lastname@example.org
I promise to update the list.
It should be understood that scheduling tasks effectively will have a distinct impact on your business’ productivity. Think of an automobile assembly line. You wouldn’t put the doors on before you’ve got a frame on which to install them, would you? So, why would your business schedule tasks without setting the pipeline up in such a way that achieves milestones in the proper order. This is why proper scheduling of tasks can result in the most efficient workflow for your projects.
Consolidating your workflow in the most efficient manner can yield real results in no time. One of the worst ways to affect productivity is to allow workers to schedule tasks based on how they feel it suits them best. Such scheduling can disrupt workflow beyond their own office desk by holding up other employee’s workflow and even bringing an entire department’s efforts on a campaign to project to a standstill if severely mismanaged.
Implementing a system that assigns tasks to employees in a logical and precise way will eliminate waste, keep smaller tasks to their deadlines, and allow larger tasks contingent on smaller milestones to stay on target.
Harvard’s Task Queuing Case Study
Research has proven time and again that we aren’t as good as we think at picking the most efficient path to take when attempting to complete a series of tasks. Robert S. Huckman, Technology and Operations Management Professor at Harvard, authored a study with several colleagues focused on exactly this. The subject of the prioritization of tasks was management of queuing in relation to radiology diagnoses. The study incorporated 2.4 million such diagnoses from physicians, each of which believed their own paths to diagnoses and task management were the most efficient. The data revealed otherwise. In fact, productivity declined as much as 13%, or about 2,500 hours per year, which translates to 3% of annual profit, when doctors were left to prioritize tasks on their own.
If we follow this case study’s results, it should be clear that business benefits when tasks are streamlined and what may appear to be the best course of action could actually be costing businesses a lot in the long run.
The Case for Taking Control of Task Scheduling
Allowing project managers to implement task managing software can save big over time. Going through painfully long email threads, losing important info in the back and forth, and sifting through updates and QA notes from multiple sources from can all hamstring productivity efforts by wasting precious time.
This is why having all the important info in one organized place is essential to keep your workflow assembly line well-oiled and functioning at peak performance. Don’t hamper your workforce by giving it more to worry about. Let the data do the talking and schedule tasks based on what’s best you’re your business and its clients.
Beyond the benefits of superior control over task scheduling, these specialized platforms allow your workforce to process project requests, launch projects, allocate and utilize resources, track tasks and their deadlines, prioritize and pivot on workloads, and take control of analytics with indispensable reporting tools.
While the connection between business strategy and project management might not be considered around every meeting table, combining the two can offer great benefits in strengthening your business’ performance.
Executives in any business are tasked with the big picture, making plans for months and years into the future, while project managers are tasked with the here and now. Senior management might not be on the same page as your business’ everyday operations, but bringing the company’s strategists into the fold, and vice versa, throughout the process can have a resoundingly positive influence on overall success. The easiest analogy to use as comparison might be found in the construction of a building. The architects and engineers plan the design and structure requirements for a project that could take years, while the crews, overseen by project managers, build components of the physical structure day to day. The two groups need to be in contact and collaborating throughout the project to ensure it follows both the design and regulation requirements and will meet the projected needs following completion. Why should you treat your business any differently?
Make Sure Every Piece Has A Place
It’s not uncommon for decisions at the highest levels in a company to be made behind closed doors. Many executives might not thing that lower-level employees should operate on a need to know basis. However, this type of dynamic between executives and employees can be both detrimental for morale as well as efficiency. If the people actually carrying out the work have no idea where a strategy is eventually taking them, it can lead to a breakdown along the way. That’s why every aspect of a company’s strategy, from this week’s goals to this year’s goals should be considered “need-to-know”.
When quarterly and yearly goals are set, make sure everyone in the lower echelons of the company knows the plan. Having a clear path to traverse puts projects in perspective and everyone works more effectively when goals are clearly defined. Essentially, make it so that every employee knows and feels like they are an integral part of the company’s success. Because, whether executives want to acknowledge it or not, they are.
The Role Of Project Management Software
If the stated goal of your company is to make $1,000,000 before the end of the fiscal year, the company now has a target in sight. Great. Now, how does the company reach that goal? Say you are a software as a service provider, you’ll probably want to commence projects to update capabilities to the platform, launch a new marketing campaign, and improving your sale team’s capabilities.
All of these efforts can be initiated, tracked, and streamlined in real-time with the appropriate task management software. This ensures each project meets the stated targets and follows through in its role to help reach the company’s goal. Workflow reaches maximum efficiency with no wasted effort, dialogue between employees and departments remains open 24/7, and updates can be delivered in real-time right through to execution.
Minimize your risk of breakdown along the chain of command and keep everyone on the same page with their roles and goals clearly stated. Implementing project management software is the easiest way to help accomplish and maintain this connection between executives, project managers, and department employees for a healthy and effective dynamic in the workplace.
Whether you operate a business as a sole proprietor or command a fleet employees, task management is something you’ve probably thought could use improvement. Effectively tackling the daily, weekly, and monthly to-do lists of a business of any size can be a stressful undertaking, but task management software can remove a lot of the leg work and keep the details of every job organized for an easier workflow.
There are plenty of service providers who offer project management services to business owners at every scale. They each offer unique benefits and features for each tier of user. As a business owner, you might want to consider taking a closer look at the many providers out there and see what their software solutions can do to increase your business’ efficiency and keep tasks on track through every stage of the process, from inception to completion.
Tasks can come in every size and shape, from updating compliance standards following newly passed industry regulations or implementing a new chat service on your website for customer support. Each task will have its own challenges to overcome and, while every project manager will no doubt have the focus and determination to see it through from start to finish, no one can do it all. This is especially true when the list of tasks to tackle continues to grow throughout the workflow cycle. Which brings us to the first point of how task management software can streamline the process.
While every aspect of a task is important, every aspect may not require the action of an entire department. In fact, as the saying goes, too many cooks spoil the broth. That’s why easily delegating tasks can be a godsend when time is precious or specialized knowledge is an essential component. Distributing the legwork will assign the proper employee or department of your business with each aspect of the task at hand they are best equipped to address. This avoids an overburdening workload from piling up on one segment of the business and makes for a more efficient use of time and energy.
Many Hands Make Light Work
When the workload has been delegated, many hands will pick up small portions of a larger task. Task management software can act as a virtual meeting room for employees working on the same task to effectively communicate updates, ask questions, and let others know when something is holding up another portion of the project. These employees or departments can be located around the world and still effectively come together to tackle huge obstacles through their collaborative effort.
Staying on Task
When the work is underway, effective scheduling can keep everyone on point when it comes to deadlines. Using calendars and reminders effectively, every participant on a project knows where they stand in terms of how much work needs to be done and by when it needs to be completed. Many task management software platforms utilize some type of progress tracking as well, allowing anyone given the proper permissions to see just how near or far each undertaking is from completion.
When it comes to updates, QA, creative concepts or other aspect of the project where media needs to be shared, it can all be updated directly to the task itself within the software platform. Video, images, even executable applications can be shared instantly within each individual project. So, everyone can chime in with opinions, share the latest bug reports, or see milestones implemented in real-time.
The Receiving End
When clients are the ones requesting a job, special permissions can be granted for them to see just how their project is coming along. Whether it’s a website being built, a new feature of their own software being improved, or a campaign being developed especially for their brand, the client can see what’s happening at any given time and offer their thoughts as the task progresses.
At a glance it should be clear that project management software can do a lot to improve just about any sized business. Connecting with participants inside and out of the business is more essential now than ever and task management software is just one way to improve those connections for better results with every project.