The different your organization a victim of inefficient task execution, deadlines being missed consistently, lack of team collaboration in your team, and mismanagement of documents seen?
If yes, then it’s high time to think about implementing a task management software to manage your tasks better. It is important because it offers the best solution to overcome these challenges in one single place.
We've covered everything you need to know about task management.
- What is Task Management
- Why is task Management important?
- How Task Management differs from Project Management?
- Task Management System Explained
- Tips for Effective Task management
- Task Management Terminology
- How to manage your task with MeraOffice?
What is Task Management?
Task management is a process where one identifies, monitors, and progresses the work that needs to be done during the day. It describes various stages to be completed from start to finish.
It is the practice of managing a series of tasks to completion, as defined by management software. It is the process of progressing each task through its full life cycle, from the creation phase all the way through to completion and reporting.
It helps to streamlines the process of managing tasks. It gives managers more control over tasks, and teams can work better together to complete those tasks. Task management enables teams to coordinate among themselves and to effectively complete tasks and eventually projects.
Why is task Management important?
If you are handling a complex task and planned to work outside the office or on weekends, then it is important to have all the important data with you so that you don’t have issues continuing the work.
Each team tries to excel in the work they perform, but what if they don’t excel at tasks management, here’s what happens:
- The right people don’t get the right things done
- Other team members suffer the consequences
- There’s a lot of confusion
- And the project doesn’t get done in time
Due to all of these causes (and more), we need collaborative task management software.
It’s no longer enough for managers to manage tasks and leave everything else up to their staff. Instead, we should focus on facilitating transparency in the process, as the whole team depends on its members.
Task management gives you access to get your hands on your database anywhere anytime using any device. What you need is an internet connection and that’s it.
The additional importance of task management is as follows:
- It helps to stay in sync with your clients and organization.
- It helps to keep a balanced workload.
- It helps to hit deadlines successfully.
- Most important when you need to divide a project into smaller and manageable chunks.
- It also enables you to leverage the art of delegation as there are different individuals involved.
- It helps you prioritize tasks.
- Easily track & Measure Your Team’s Performance.
In a nutshell, knowing exactly what needs to be done, by when, and in what order will also reduce anxiety and stress levels in your organization.
How Task Management differs from Project Management?
Before that let us understand what project management is:
Project management is the overall management and fulfillment of all project-related tasks and goals. It is the super-set of Task management.
It defines the overall structure of how a project should go about.
It can be either a small project or a big project. Project management provides a birds-eye view or a holistic view of any project small or huge.
The major point of differences are:-
Project management is a superset of task management whereas, task management is a sub-set of project management. Project management involves a project manager whereas, task management can be monitored by the individuals/project managers.
Project management shows a holistic view of the project that is managed under it whereas, Task management shows the status of the tasks under it as well as the current report of the tasks.
Project management involves metrics that show the performance of the project under management whereas, Task Management also has different metrics concerning viewing the task status and its various reports.
Task Management System Explained
To understand the task management system it is important to understand the meaning of the task first.
“A task is the smallest identifiable piece of a job that constitutes one unit of work. Several tasks together make a project. Tasks have definite deliverables and deadlines.”
With a task management system, it helps each task to have a title or description, a start date, an end date, and it can also include details such as task owner or percentage complete. Usually, the tasks are placed in order on the dashboard, based on which activity needs to be completed before others can begin.
Few core fundamentals covering task management system are summed up as follows:-
- Break down projects into a broad list of activities, thoughts, and notes
- Add structure to this task by adding deadlines, specific milestones, templates, etc.
- Delegate, delete, or defer tasks as necessary
- Prioritize remaining tasks among your team.
In a nutshell, with a task management system it helps to manage a task through its life cycle: from planning, testing, and tracking, to reporting on the outcome of each task.
Thus, it gives an overview of all the activities being performed throughout the day.
Tips for Effective Task management
Always make sure that your tasks are centralized. Task management software will be effective when you can balance your workflow in a centralized manner.
Do you always have a physical notepad or piece of paper on your desk to note down your task to be performed? Or did you save somewhere and you’re not sure where you saved it?
With task management software you will not only quickly find the right information, but you’ll also feel less scattered and more organized.
We all struggle to stay focused on one activity or task, especially when something jogs your memory and you want to tackle a separate task right then.
To ensure that you don’t miss and forgot to any task; add the task to your do-to list immediately. Then keep working on the original task.
Also, if you need to, open up a new tab in your browser for each task so you can visually separate each item you’re working on.
Break tasks down
Add milestones to your task, try to make it as simple and actionable as possible. Make milestones to be followed for each task.
Initially, it will take extra minutes to create but then you just have to read and act -- no thinking necessary.
What is Task Management Software?
Task management software helps to centralize your work, clients, and staff under one single place.
It is more than just making a to-do list and crossing out those tasks once they’re complete. It’s controlling your work, prioritizing tasks, collaborating with team members, and tracking the progress of work being performed by your team by generating reports easily.
It also helps to gain insight into the exact source of the problem, take control immediately, and make changes to improve your workflow successfully. Additional collaboration features like chat, forums, and dashboards help your whole team stay connected and updated with all changes in workflow.
Such software is used to manage your tasks, help with the estimation and scheduling, track dependencies, resources, and milestones, and help you make decisions when changes in priority are needed. It allows you to manage workloads more efficiently and collaboratively.
Task Management software features:
- Visualize your workload
- Set task start & due dates
- Easily collaborate with your team
- Assign & delegate tasks to others
- Manage your priorities
- Attach notes, documents & files to make work easy
One such management software is MERAOFFICE.
Task Management Terminology
Few terminologies used by task management software are as follows:-
1. Task Assignment
It basically means to direct an individual or team of people to execute and complete a task within a specific time period.
2. Task Board/Dashboard
The dashboard is a task visualization tool that helps managers and teams track the progress of their tasks toward completion of each task.
3. Task Notifications
Mails and messages from task manager apps/software that inform participants of task status changes and deadlines on a timely basis.
4. Task Milestones
Actual work/task to be performed to complete a particular task. Different task has different milestones to be accomplished.
5. Task Sequencing
Tasks that are dependent on the completion of a preceding task are scheduled with a connection to that preceding task.
6. Task Prioritization
Ranking which tasks to do first based on constraints such as time, resources, and other dependencies.
7. Task team
The number of team members involved in a particular task type is called the task team. Each and every member is uploaded of activities undertaken for that specific task.
Manage all your tasks with MeraOffice
With MeraOffice, you can easily organize all your tasks. You can assign priorities, set deadlines, and ensure that your task management in projects is right on track.
Until and unless you sign up for a particular task management software, you wouldn’t get a clear picture of the algorithm of the software. Task management software is surely the future of workload management replacing the traditional pattern of work system.
Lastly, with task management software all such activities are combined under one single platform making our office work easy and effective.