4 tips to improve task management

Managing and tracking tasks is challenging, especially when dealing with a large team spread across multiple locations. Moreover, where there are tasks, there is usually a project.

Tasks can be standalone or exist within a project. Managing these tasks correctly leads to projects being completed on time. More than just a to-do list, task management refers to managing your project workloads. It is a process of identifying and efficiently organizing the workflow and monitoring the progress. It requires attention to detail, delegating, and ensuring the right tools are being utilized; as well as effective time management and processes, and open communication channels.

Technology can help or hinder. Using a variety of tools and systems can amplify problems, but the right software can also be handy for tackling productivity issues.

Let’s go more in-depth about how to manage and track your tasks with greater efficiency.

Why task tracking can be difficult

1. Jumping between multiple tools

The myth that multitasking leads to higher output has been debunked by numerous studies. Rather than getting more done, switching between tasks is often found to do the opposite. 

Companies are diverse, and different teams perform different functions. Therefore, a wide variety of technology may be in use. 

Executive teams may use one form of software for planning and oversight. The marketing team might use another to keep track of their tasks. Meanwhile, customer support uses the help desk for customer interactions.

Keeping track of what every team is doing becomes difficult when using multiple tools. 

2. Losing track of time 

Workers can become engrossed in tasks and lose track of time, which can cause problems when engaged in high-pressure projects. Too much time may be spent on menial tasks to the detriment of those that move the progress needle forward. 

A 2019 UK poll by the Independent revealed that participants felt like they wasted 15 weeks per year on “pointless” tasks. Losing track of time results in project delays, resulting in missed revenue that could have been made from completing more relevant work in the allotted time. 

3. Poorly-planned processes

Planning is an essential part of an organization’s success. Taking directed action is even more critical—and that’s where many teams fall short. 

When developing a plan, specific action steps and time frames must be clearly laid out. Ensure that all project requirements are met: assigned personnel, available materials and resources, and prerequisite steps have been completed. 

When planning, also consider what could go wrong. If potential speed bumps are taken into account and factored in, they’ll be easier to manage and overcome. 

4. Not maintaining regular communication

The COVID-19 pandemic sped up the shift towards remote work. According to September 2020 research by Enterprise Technology Research (ETR), the number of people working from home permanently is set to double in 2021. 

When managing teams across multiple locations, regular communication is vital. Without a clear communication process, workflow collaboration suffers and projects will not move forward. 

Trust issues are another factor regarding not maintaining regular, effective communication. If team members feel like they are being left in the dark, they will be less straightforward about the work they are doing. 

How to improve task management

1. Use task management software 

Task management software is the easiest way to keep track of everyone’s projects. When investing in such technology, look out for some essential features. The software should track statuses, priorities, and communication. Above all, it needs to have integration capabilities with the help desk

2. Communicate regularly

Communication is critical to a well-run organization, and it’s important to ensure the proper communication channels remain open and functional.

The ability to prioritize messages is also important. All team members should have access to tools that allow them to sort messages and plan tasks according to their importance. This includes urgent requests, virtual meetings, and detailed briefs. To avoid project delays, regular communication is essential, with clear expectations. An integrated task management platform is a powerful tool to keep everyone on track and in the loop.

3. Invest in time-tracking solutions 

Hailed as the father of modern management, Peter Drucker was known for saying that we cannot improve what we do not measure. This concept can also be applied when allocating time each day for tasks that need to be completed. A time tracking solution easily tracks time to better manage tasks and maintain productivity. Time tracking software can help eliminate various time-wasters:

  • Spending too long on menial and unimportant tasks
  • Mindless social media scrolling and web browsing 
  • Wasting time in meetings that do not move projects or objectives forward 

Time tracking software allows team members to clock in and out with minimal effort, track their progress, and provide a detailed explanation of how their time is being spent. GPS position sharing is also possible so your team knows where everyone is at any given time to avoid tasks and project lapses.

4. Listen to your buyers 

Do you want to know which tasks should be allocated the appropriate amount of time to work on? The answer – listen to the people who buy your products and services. 

Customer and client feedback can help businesses: 

  • Identify problems with their current offerings 
  • Capitalize on what is working well 
  • Gain inspiration for future ideas 

Client feedback can be collected in various ways. Surveys allow you to collect valuable insight, as does a feedback box at the end of emails. Also, consider using social media for feedback.

Customer and client feedback allows managers to allocate the most essential tasks around key areas. 

Integrate technology and manage tasks with less stress

Integrating technology can improve task management, but only with the right tools in place. If multiple systems are causing disjointed operations, managing tasks across the board becomes a struggle. Organizations need the big picture as well as breaking down and managing the individual tasks needed to reach completion. 

Task management is the touchstone of effective planning and there is technology on the market that can help. DoneDone’s collaboration platform makes it easy for teams to manage their tasks, whether in one or multiple locations. The platform enables organizations to streamline workflows, project execution, and collaboration while providing a clear picture of your entire company’s progress.

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