As much as you have the proper knowledge about all the actions involved in the distribution of tasks of your company, and competence to carry them out, it is a fact that remembering them all and carrying them out alone is simply impossible.
Especially nowadays, when we all find ourselves increasingly busy, it is essential to adopt the best practices for managing and distributing tasks. In this scenario, tools like a task organizer are essential for all the demands of a company to be fulfilled.
Therefore, continue reading this content to check out everything you need to know about how to distribute tasks in your company.
What is task management?
We can define the concept of task management (or task management) as the practices for monitoring the company's activities. These actions, which comprise all stages of the life cycle of each task, are strategically essential for controlling workflows and for making decisions appropriately.
In other words, task management reflects how your work routine is identified, monitored and improved in favor of greater productivity in your business.
Therefore, it would not be a bit wrong to conclude that the concept of task management is closely related to that of time management – with the marriage between the two being an effective agent for promoting cooperation between the professionals involved in the projects of the company, as well as strategic planning and improvement in the results obtained.
That said, effective task management needs to focus on the responsible management of the team's demands, which takes place through planning and organizing and distributing tasks, as well as constantly monitoring the progress of the proposed activities.
Nothing can escape the eyes of the manager: if the team is deeply overloaded or too idle; if the activities are being carried out according to the plan, and respecting the deadlines determined therein.
All this is strategically essential to establish a fair division of obligations, so that less time is lost with bureaucracy and operational work and the project stands out for its efficiency and productivity.
There are numerous solutions available on the market to facilitate this management process and encourage optimized production within the work environment.
For this very reason, it is up to each and every manager to pay attention to the main specialized tools.
Why is task management important and what are its main benefits?
We could summarize the importance of task management by stating that it is a fundamental practice to ensure that demands are remembered, organized and efficiently fulfilled.
However, more than that, it is also a vital strategy to promote the alignment of team members with their duties and with the needs of the organization.
In fact, competent management, based on a good distribution of tasks, is what prevents the occurrence of a series of problems – problems that, especially in troubled times, with professionals accumulating several functions in addition to their primary ones, are common.
Once the tasks are well distributed, it is unlikely that the manager, or even any employee, will have their work interrupted to take care of other demands that should not fall to them, but that could be perfectly fulfilled by another team member.
By using task management to manage and distribute the activities, those responsible for them and the time spent on each one, the project is conducted in an extremely orderly, optimized and productive way, preventing everything from becoming a mess and the goals not being met. are carried out as they should.
In other words, effective task management is able to clearly present the deadlines of the activities, define priorities, calculate the time needed for them and distribute them among the team members.
In this way, the company that has excellent task management will invariably enjoy a series of advantages, such as:
- balanced planning of work activities;
- clear view of current tasks;
- ease in defining priorities and making decisions;
- clarity in defining the time required to perform each task;
- understanding of the nature of each task, so that they are respectively delegated to the most qualified people;
- possibility of grouping certain tasks according to their similarities, optimizing the process;
- decrease in the work overload of team members, favoring productivity as a whole.
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6 tips for you to carry out a good management and distribution of tasks in your company
Now that you recognize the strategic value of task management in your company's routine, we highlight 6 valuable tips for you organize your work tasks correctly.
- Delegate tasks
Without a doubt, this is the fundamental tip for good task management. It's no use wanting to do everything alone: for all demands to be well managed, it's essential that you trust your team and distribute specific activities among specific professionals.
Carrying out the distribution of tasks among the professionals of your business is an action that must be taken based on the function and skills of each one.
In this way, you guarantee efficiency and reliability in the execution of these activities, and prevent someone from being unnecessarily overloaded, which compromises productivity and increases stress levels in the company.
Not to mention that, when professionals receive tasks compatible with their skills, they tend to find greater motivation and autonomy in the performance of their work.
- meet the team
Having established the importance of delegating functions, it is now necessary to highlight the importance of getting to know one's own team so that this process takes place correctly. After all, there is no way to divide tasks among employees without understanding who is best able to accomplish what.
Knowing the skills and abilities of each professional you have is the key to correctly delegating tasks, streamlining the company's processes, reducing the occurrence of failures and avoiding adjustments and rework in general.
In this sense, the participation of the HR department is essential, as it is the sector most familiar with the skills of each professional, which is extremely necessary when carrying out a mapping of this nature.
- Know your project
Knowing the project is essential for the work to develop perfectly. If you, the manager, do not understand in depth what work consists of and what is necessary for its accomplishment, no one else will.
Be familiar with the smallest details about each stage of the project, in order to obtain clarity about the needs and demands established by it – and not only that, but also to convey this clarity to your team members.
After all, there is no optimized process if there is not a good understanding of the work.
- Strategically handle each task
Deadlines and tasks need to be defined for the development of any work. However, this is something that cannot be done haphazardly, and therefore calls for a strategic approach in line with reality.
As a manager, it's important that you are honest with yourself about your struggles with certain tasks. Take on only the demands whose completion depends solely on you and leave the rest to the team, relying on each one's abilities and skills.
In this sense, it is essential to carry out planning, both daily and weekly, of your activities, in order to determine which tasks really need you.
- Monitor the performance of the people involved
The constant monitoring of the development of the project by the hands of your team is a very important measure to reinforce your trust in your people.
Always be attentive, closely observing the activities carried out, in order to avoid frustration or disorganization, and, above all, in order to identify the factors that may represent a compromise in relation to the delivery of the project.
Everyone can make mistakes, and, as a manager, you must supervise the entire process, identifying these problems and pointing out viable solutions to prevent and/or remedy them, as well as providing the means for your team to overcome difficulties.
- management software
As we always emphasize here at ZapSign, we are in the technological age, and the recent digital tools arrived with everything to revolutionize the market. Therefore, it is imperative that the company adopt a tool specialized in task management.
they are about aplicativos and software that allows the division and visualization of tasks, as well as the time required for each one – in addition to facilitating communication between all the professionals involved.
Management software represents modern, robust and functional tools that enable a broad understanding of work dynamics, in addition to enabling a unique level of process optimization.
Finally, it is worth noting that management software also has advantages with regard to the security of your company's data.
If you liked this article on task management, and want to go deeper into the subject, we invite you to check out our complete article, listing the main task organization tools on the market. Just click here to check it out!
