You can’ t argue with the idea that work control is necessary. While we are all strong in theory, in practice tasks are more difficult. They will surround us everywhere: big and small, important plus unimportant, urgent and not so urgent. The success of a project or perhaps a company depends on the outcome of the duties. Hence the first big issue of any business – unfulfilled tasks.
Sometimes the task seems to be done, and even initially everyone does everything correct, but the result is bad. In today’s day and age, they have become vital to try and avoid any imperfections, specifically since most businesses today present themselves online for the open public to interact with.
Even executors or entrepreneurs aiming to create a website for their business may end up missing important information or failing to meet deadlines if they don’t plan their time wisely. The fact is that setting and accepting a job is only half the battle. The other half is to schedule and check execution occasions and accept the result.
In today’ s article, we’ ll talk about techniques and tools that will help task managers effectively track the progress of work projects without sacrificing their own responsibilities plus working time.
Project management and tracking – how difficult is it?
Project management is the process of performing the actions described in the project intend to achieve the project goals. Project management and tracking are very complicated processes. Task implementation includes:
- Carrying out operations to achieve the project objectives (outlined in the project plan).
- Creating project deliverables.
- Choice, training, and management of the project team.
- Acquisition and use of assets (software, equipment, servers, and so forth ).
- Implementation of planned methods plus standards.
- Risk management and implementation of risk response measures.
- Adapting approved changes to the content, plan, and atmosphere of the project.
- Creating and managing communications (external and internal).
- Maintaining project confirming (implementation, status, progress).
- Maintaining project documentation.
Project development management and tracking is the main procedure for project implementation, which involves a substantial amount of resources. The task needs to have a project manager appointed before the start of the project, we. e. at the project initiation stage. The main responsibilities of a project manager during the project execution phase are:
- Integrating and coordinating activities to meet project requirements and create deliverables.
- Selecting plus managing the project team (very often also training).
- Managing the resources allocated to the project.
- Comparison plus analysis of variances between the current project state and the planned state.
- Dealing with risks.
Also, when managing project delivery it is necessary to remember to monitor and control the work on the task. Project monitoring and control is a continuous process of observing, regulating, and analyzing the project progress, which is necessary to achieve the project objective in the terms specified in the plan. The process of monitoring and controlling project work contains:
- Comparing the current status of project work towards the planned status.
- Identifying areas that require preventive action (and recording these necessary additional actions in the plan).
- Dealing with risks and control of risk response measures.
- Keeping the project databases – updating them for many project products.
- Providing information for confirming purposes.
- Update cost and schedule info.
- Working with modifications – reviewing, approving, and incorporating additional activities to the project plan.
When the status of the project works does not correspond to the plan, there is a deviation from the plan. In this instance, it is necessary to analyze what is the cause and take corrective measures. Even articles marketing projects are held by project managers because there is needed control over all processes.
As you can see, project management work isn’t easy. It requires a lot of energy to carry out all responsibilities. Due to the fact that this manager’ s work is definitely multi-faceted, for many of them, it is extremely difficult to track the progress of the project. So , how you can effectively track the improvement of work projects?
Function progress control begins with fixing – an automated task manager will help you
The most typical reason why a manager gets frustrated with employees is the fact that he or she does not understand which tasks have been completed plus which have not. Therefore , it is important after you have talked through the task with the performer (in individual, at a meeting, a advisor, on the phone), fix it on paper. If you have done everything according to the rules, but only verbally, and the employee took dictation and wrote it lower in a notebook, something is certain to get lost.
It is not enough to create a task and a deadline (although this is also important), you need to control it, and therefore frequently devote enough time and interest. This is impossible without software. You have enough time for a 7 days or two. Then urgent tasks will appear and you will prevent tracking your progress.
Whenever there are few tasks, it’ s not a problem. But imagine if there are more than ten employees and everyone has at least 5 tasks? You risk either completely letting control from your hands or turning into a manager who does nothing but control everyone.
Forgetting his or her own duties, he or she drowns in routine. In the very first situation the employees is going to be only happy and, most likely, will become more negligent in the direction of their duties. In the 2nd, excessive pressure on people will only reduce their productivity. Tasks will accumulate just like a snowball, and working from under a stick will demotivate the whole team.
You need seriously think about an automatic task manager if:
- Tasks take longer to complete.
- Some of the tasks get lost.
- Employees grumble about the heavy workload.
- A lot of time is spent on control.
- You work remotely.
- You have employees working distantly.
Control is all about dedication
Working on a task is always a team effort. The result depends upon what common efforts of all individuals: the project manager, the employee as well as the assistants. It seldom happens when the task manager has correctly formulated the task, and the employee instantly accomplishes it without any questions. If the employee asks questions and the project manager brushes them off, nothing great will come of it.
Let’ t imagine the situation: you obviously formulate the task, set an adequate deadline, describe the objectives and the desired result. The task is set and fixed. The particular employee accepts it and disappears. You do not know how the job is progressing and whether it be being accomplished at all. This particular makes it impossible to keep track from the project’ s progress.
What to do? The easiest thing is to ask how things are going. Furthermore, if there are a lot of “ silent” tasks, you must ask your own employee. You should not wait till the subordinate reminds you of himself. If any questions arise, it is necessary to ask them right away. If the subordinate talks about any difficulties, discuss them with him, it will be good for the project.
Order in tasks – order in mind
A common situation: a person gets three or four tasks from their colleagues at the same time. If he or she focuses on one of them, he or she risks disrupting the deadlines for the other people or forgetting about them entirely. You can prioritize tasks so the performer has a better knowledge of what to do first, and what may wait. You can use the Eisenhower matrix to determine the order of execution. Strive to have more essential and non-urgent tasks. Then you can work well and without rushing.
Within task managers, tasks along with deadlines don’ t get lost in a pile of messages like in messengers. Any data files and documents in the course of the task are recorded and stored in one place, so they are easy to find and use. The performer understands what so when he or she is needed, and the project manager knows how hectic the performer is, and whether it makes sense to assign the task to him or her right this moment.
This seems obvious, yet problems with the task misunderstanding arise because the performer asks couple of or no questions. If this will be the case, ask the artist to formulate the task as he or she understands it. It is better to solve all uncertainties at the input, so you can control the intermediate results later on.
If the task can be long or extensive, it is best to use milestones. These are factors where the team “ investigations the clock” and knows whether they are moving in the ideal direction. Very often during the task new ideas emerge that require the approval of the task manager. They entail adjustments to deadlines or factors of effort.
Summarize the results
Controlling the work is as important as doing it. And here the main thing is to stick to the rules. Automated systems are good because they self-discipline employees and allow you to carry out the consistency that any manager dreams of. Controls can be put on an assembly series, freeing time for strategic tasks and the head for new ideas. However , there are some stuff that require a willful effort prior to they become a habit.
- Record in writing the tasks talked about. Tasks in your head are jobs not completed in perspective.
- Make sure the employee has accepted and correctly recognized the task: ask clarifying questions and answer yourself.
- Monitor intermediate final results to see if the task will be moving in the right direction.
- Monitor the work on a regular basis. Automate workflow and reporting.
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